Reviewed and updated on: 10/08/2023
We appreciate the trust you place in us when sharing your personal data. The security of that data is very important to us. In this document, we will explain how we collect, use and protect your personal data.
We will also explain what rights you have with regards to your personal data and how you can exercise those rights.
2. Who we are
ISO Systems UK specialise in supporting businesses to achieve internationally recognised certification to ISO Standards. ISO Systems UK is the data controller and determines what data is collected and how this data is going to be used and how this data is protected.
Our registered office address is:
ISO Systems UK
If you have questions about how we process personal data, or would like to exercise your data subject rights, please email us at email@example.com
3. Company and website within scope
ISO Systems UK | www.isosystems.org.uk
The Learning Hub | All associated client URL's that include .didacte.com & .voomly.com
Our websites are based outside of the EU, therefore also fall under EU GDPR, GDPR-esque legislation; see section 6 below for more information on non-EU data processing.
This policy also covers any additional personal data collected through our websites, by telephone, through Live Chat and through any related social media applications.
4. Collection of personal data
We collect personal data from you for one or more of the following purposes:
1. To provide you with information that you have requested or that we think may be relevant to a subject in which you have demonstrated an interest.
2. To initiate and complete commercial transactions with you, or the entity that you represent, for the purchase of products and/or services.
3. To fulfil a contract that we have entered into with you or with the entity that you represent. In these circumstances it may be your entity, rather than yourself, that has provided us with your personal data.
4. To ensure the security and safe operation of our website and underlying business infrastructure.
5. To manage any communication between you and us.
6. Sending you information via our Newsletter or Client Newsletter.
The table in section 5 below provides more detail about the data that we collect for each of these purposes, the lawful basis for doing so, and the period for which we will retain each type of data.
In addition, to ensure that each visitor to any of our websites can use and navigate the site effectively, we collect the following:
Technical information, including the IP (Internet Protocol) address used to connect your device to the Internet.
Information about your visit, including the URL (Uniform Resource Locators) clickstream to, through, and from our site.
In section 8 below, we identify your rights in respect of the personal data that we collect and describe how you can exercise those rights.
5. Lawful basis for the processing of personal data
The table below describes the various forms of personal data we collect and the lawful basis for processing this data. Our business architecture, accounting and systems infrastructure and compliance organisation means that all personal data is processed on common, group-wide platforms. We have processes in place to make sure that only those people in our organisation who need to access your data can do so. A number of data elements are collected for multiple purposes, as the table below shows. Some data may be shared with third parties; where this happens, this is also identified below.
When we process on the lawful basis of legitimate interest, we apply the following test to determine whether it is appropriate:
The purpose test – is there a legitimate interest behind the processing?
Necessity test – is the processing necessary for that purpose?
Balancing test – is the legitimate interest overridden, or not, by the individual’s interests, rights or freedoms?
6. Storage of personal data
ISO Systems UK is a UK Based business with office’s only in the UK.
For non-EU customers, we have appropriate contractual and security measures in place to ensure that personal data is protected.
We use Dropbox and Wix Ascent as our Cloud service provider (CSP) as part of our processing environment. Unless we specifically state otherwise, we are, in respect of all CSPs, the data controller.
We operate a data retention policy in respect of all data, whether paper-based or digital, and those aspects of it that relate to personal data are contained in the table at 5, above.
For any eLearning users we use Didacte.com to host our tailored eLearning portals, for their specific terms of service and/or our Privacy Notice, please refer to the footer of your Organisations eLearning portal
7. Security measures
We operate an ISMS (information security management system) and all our payment card processing follows the PCI DSS (Payment Card Industry Data Security Standard). We have what we believe are appropriate security controls in place to protect personal data. Risk assessment, including assessing risks to the rights and freedoms of data subjects, is at the heart of our ISMS. We do not, however, have any control over what happens between your device and the boundary of our information infrastructure. You should be aware of the many information security risks that exist and take appropriate steps to safeguard your own information. We accept no liability in respect of breaches that occur beyond our sphere of control.
8. Your rights as a data subject
As a data subject whose personal information we hold, you have certain rights. If you wish to exercise any of these rights, please email firstname.lastname@example.org or use the information supplied in the 'contact us' section below. To process your request, we will ask you to provide two valid forms of identification for verification purposes. Your rights are as follows:
The right to be informed
The right of access
You may request a copy of the personal data we hold about you free of charge. Once we have verified your identity and, if relevant, the authority of any third-party requestor, we will provide access to the personal data we hold about you as well as the following information:
a) The purposes of the processing
b) The categories of personal data concerned
c) The recipients to whom the personal data has been disclosed
d) The retention period or envisioned retention period for that personal data
e) When personal data has been collected from a third party, the source of the personal data
If there are exceptional circumstances that mean we can refuse to provide the information, we will explain them. If requests are frivolous or vexatious, we reserve the right to refuse them. If answering requests is likely to require additional time or occasions unreasonable expense (which you may have to meet), we will inform you.
The right to rectification
When you believe we hold inaccurate or incomplete personal information about you, you may exercise your right to correct or complete this data. This may be used with the right to restrict processing to make sure that incorrect/incomplete information is not processed until it is corrected.
The right to erasure (the ‘right to be forgotten’)
Where no overriding legal basis or legitimate reason continues to exist for processing personal data, you may request that we delete the personal data. This includes personal data that may have been unlawfully processed. We will take all reasonable steps to ensure erasure.
The right to restrict processing
You may ask us to stop processing your personal data. We will still hold the data, but will not process it any further. This right is an alternative to the right to erasure. If one of the following conditions applies you may exercise the right to restrict processing:
a) The accuracy of the personal data is contested.
b) Processing of the personal data is unlawful.
c) We no longer need the personal data for processing but the personal data is required for part of a legal process.
d) The right to object has been exercised and processing is restricted pending a decision on the status of the processing.
The right to data portability
You may request your set of personal data be transferred to another controller or processor, provided in a commonly used and machine-readable format. This right is only available if the original processing was on the basis of consent, the processing is by automated means and if the processing is based on the fulfilment of a contractual obligation.
The right to object
You have the right to object to our processing of your data where
Processing is based on legitimate interest;
Processing is for the purpose of direct marketing;
Processing is for the purposes of scientific or historic research; or
Processing involves automated decision-making and profiling.
9. Contact us
Alternatively, you can contact us at our Head Office using the following postal address or telephone numbers:
GDPR Compliance Officer
ISO Systems UK
Telephone: +44 (0)7813 858 310
Should you wish to discuss a complaint, please feel free to contact us using the details provided above. All complaints will be treated in a confidential manner.
Should you feel unsatisfied with our handling of your data, or about any complaint that you have made to us about our handling of your data, you are entitled to escalate your complaint to a supervisory authority within the European Union. For the UK, this is the ICO (Information Commissioner’s Office), which is also our lead supervisory authority. Its contact information can be found at https://ico.org.uk/global/contact-us/.