2i aims to comply with all rules and regulations designed to protect the privacy of data that is held about individuals or companies. As an employee or 2i associate, you will be subject to these rules; also as a 2i representative within a client organisation you will frequently be required to understand and comply with the clients' data protection policy and processes, which you should ensure are explained to you for each assignment that you undertake.
The basis of our processes is built around the new General Data Protection Regulation (GDPR) which came into effect on 25th May 2018.
The legal framework can be found at:
1. What information do we collect about you and why?
2i collects and uses personal data on the basis that it is in our legitimate interests to do so, for example, to be able to perform and fulfil our client, employer and 3rd party contract obligations.
When reading or downloading information from our website:
We may collect and store information for statistical purposes. For example, we may count the number of visitors to the different pages of our website to help make them more useful to visitors. This information does not identify you personally. We automatically collect and store only the following information about your visit:
The Internet domain (for example, "xcompany.com") if you use a private Internet access account and IP address (an IP address is a number that is automatically assigned to your computer whenever you are surfing the Web) from which you access our website;
The type of browser and operating system used to access our site;
The date and time you access our site;
The pages you visit; and
If you visited 2i’s website from a link on another website, the address of that website.
The information that you provide the 2i website with will be used only for its intended purpose, except as required by law or if pertinent to criminal investigations or proceedings.
When sending us an Enquiry or Email:
By sending us an enquiry or electronic mail (e-mail) message, you may be sending us personal information such as your name, address, e-mail address and other associated information. We may store this information supplied by the requester in order to respond to your request or otherwise reply to the subject of the enquiry or e-mail. Remember that e-mail is not necessarily secure against interception. If your communication is very sensitive you might want to send it by postal mail instead.
2. What information do we share and with whom?
There are times when we are required to share the information we obtain from you with other parties outwith our organisation, these parties include but are not restricted to:
- Our IT and service providers in order to support and maintain the provision of our services;
- Our appointed accountants, lawyers, auditors and other professional advisers, to the extent that they require access to the information to fulfil their services and provide advice;
- Fraud prevention agencies and other organisations to allow us to undertake the relevant checks;
- If required to do so to meet applicable law, the order of a Court or other regulatory authorities and codes of practice applicable to the circumstances at the time.
We never sell or rent this information to others but will send personally identifiable information about you to other companies or people in the following situations:
Compliance with law
We will release personal information where we are required to by law or by the regulations and other rules (including auditing requirements) to which we are subject. We may also exchange information with other companies and organisations for fraud protection and credit risk reduction.
Other than in the above situations you will receive notice from us when your personal information might go to third parties and you will have the opportunity to decide not to share that information.
3. How long do we keep this information?
If you are not a client, employee or 3rd party associate of 2i, we will keep your information for a year after we last heard from you. If you ask us to remove you from our mailing and contacts list, we may keep your personal details on an “opted-out” list in order to ensure that we do not contact you again.
If you are or were a client, employee or 3rd party associate of 2i, we keep most information for 7 years where required by applicable laws or regulations.
This policy was last updated in September 2020.
You have certain rights in respect of the data we hold relating to you, full details of which can be found on the Information Commissioners website (http://ico.org.uk/).
You are entitled to ask for a copy of the information we hold about you in a portable format or otherwise, to request rectification, erasure or restriction of processing of the information we hold about you, and to object to processing or to automated decision making. Please note that the application of these rights varies according to the specific legal basis used to process your data.
In certain circumstances, we are required to retain copies of information we hold about you by other regulations and other regulatory authorities (e.g. HMRC). In these instances, we may not be able to erase or modify the data we hold relating to you.
In order to exercise these rights, or if you have any queries or concerns about the use of your personal data, please contact the Data Protection Officer (DPO) using the details at the end of this notice.
We will endeavour to keep your information accurate however if at any time after giving us this information it becomes out of date, then we ask that you notify us directly and we shall amend or remove the information within a reasonable time frame and in accordance with legislative requirements.
5. Contact Us
OR by post at the following address:
2i Limited, 117 Hanover Street, Edinburgh EH2 1DJ
OR by telephoning us on 0131 220 6888