Privacy Policy
Archie McAlpine & Associates Ltd Customer Privacy Notice
This privacy notice tells you what to expect us to do with your personal information.
Contact details
What information we collect, use, and why
Lawful bases and data protection rights
Where we get personal information from
How long we keep information
Who we share information with
How to complain
1. Contact Details
Post: 101 Ayrton Court, 6 New Lion Way, LONDON, SE17 1GW, GB
Telephone: 07766727089
Email: arm@archiemcalpineassociates.com
2. What information we collect, use, and why
We collect or use the following information to provide services:
Health information (including dietary requirements, allergies and health conditions)
Health and safety information
Photographs or video recordings
Call recordings
We also collect or use the following information to provide services:
Racial or ethnic origin
Biometric information (where used to identify someone)
Health information
Sexual orientation information
We collect or use the following information for research or archiving purposes:
Recorded images, such as photos or videos
Call recordings
Personal information used for the purpose of research
Records of consent, where appropriate
We also collect or use the following information for research or archiving purposes:
Racial or ethnic origin
Biometric information (where used to identify someone)
Health information
Sexual orientation information
3. Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide services are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
We are collecting data regarding demographics, well-being scores, and aspects of 1) company culture, 2) environmental design, and 3) individual health (which all contribute to well-being). We use this data to create customised well-being strategies for your workforce.
Our lawful bases for collecting or using personal information for research or archiving purposes are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
We are collecting data regarding demographics, well-being scores, and aspects of 1) company culture, 2) environmental design, and 3) individual health (which all contribute to well-being). We use this data to create customised well-being strategies for your workforce.
4. Where we get personal information from
Directly from you
5. How long we keep information and methodology
We retain quantitative datasets related to employee well-being for a period of 10 years for longitudinal (long-term, repeated) studies. After this period, the data will be permanently deleted to ensure that we do not retain information longer than necessary and to account for the natural changes in employee populations and business dynamics over time.
Clients who wish to continue working with us beyond this period will need to renew or initiate a new research project, ensuring that our findings and strategies remain relevant and tailored to the current needs of the organisation.
To safeguard any data generated from quantitative survey analysis, we utilise the programme, SurveyMonkey, a trusted platform renowned for its robust security measures. SurveyMonkey’s data centres are SOC 2 accredited, ensuring that all data is securely stored and protected against unauthorised access. Data is transmitted over a secure HTTPS connection, and user logins are safeguarded with TLS encryption. We also ensure that all participant data is protected safely through a pseudonymisation technique (where participants are identified by unique codes, instead of their names).
The same rules will apply for qualitative research, which will be conducted through focus groups and recorded for accurate analysis. The digital recording and transcript will be kept for a 10-year period. To ensure secure and efficient transcription, we use Otter. Otter, an AI-driven software, is also SOC 2 Type 2 certified, adhering to rigorous security standards and regularly audited to protect all information. In line with GDPR and CCPA, Otter ensures that your data is handled with the highest privacy and security standards and is never sold. Additionally, Otter complies with accessibility requirements, as documented in its Voluntary Product Accessibility Template (VPAT). By using Otter, we guarantee that our qualitative research is both insightful and protected.
6. Who we share information with
Others we share personal information with
Relevant third parties: The organisations that we investigate are third parties that we will share the data with directly as part of our research consultancy work.
7. How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint