SACS Software Limited - Privacy Notice

1. Introduction

SACS Software Limited (SACS) is committed to ensuring your personal information is protected. This privacy notice describes how SACS, collects, uses and protects your personal information

Under the General Data Protection Regulation (GDPR), SACS is classified as both a ‘Data Controller” and ‘Data Processor’. This means that SACS is responsible for both deciding how personal information about you is held and also responsible for actually processing this information.

This privacy notice is available to you because SACS may hold details personal details such as your Company Contact Name and Email Address, obtained via direct enquiries or purchases of SACS software. For licensed software customers, SACS may also hold additional information.

It makes you aware of how and why your personal data will be used, namely for the purposes of the selling & supporting software products, and how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation ((EU) 2016/679) (GDPR).

Information Commissioner’s Office (ICO) Registration No: C1199260

2. How your information is collected

SACS only collects personal information about customers or interested parties from the following sources:

1. Telephone calls or text messages between SACS and you.
2. Emails or Website enquiries received from you in respect of a product enquiry, software support or purchase order.
3. For licensed software customers, SACS may also capture additional statistical and diagnostics information.
4. NOTE: SACS does not use 3rd party mailing lists or databases to obtain personal or company details. Consequently, information held would be as a result of an approach from yourself.

3. What information SACS holds

SACS only stores information about customers or interested parties as follows:

1. For interested parties, SACS holds the following business details: Business Name, Address, Telephone No, and Contact Name & Contact Email Address.
2. For customers, SACS holds the following customer details: Customer Name, Address, Telephone No, Contact Name, and Contact Email Address & VAT Registration Number.
3. When you submit a VAT Return using the SACS MTD software, additional information is sent automatically to HMRC, as required within HMRC’s ‘Fraud & Misuse Prevention’ requirement specification.

   This includes the following:

   • Computer (make & model)
   • Computer hard drive serial number
   • Computer network adaptor MAC address
   • Computer Local IP address
   • Windows (name, version, user name, screen size & time zone)
   • Excel screen size

For further information on the HMRC Transaction Monitoring Privacy Notice [Click Here]

4. The SACS MTD software is available under an annual licence agreement. For licensed versions of the software, SACS periodically collects statistical and diagnostic data to keep the software secure, up-to-date and performing as expected. It does not include any information that is unrelated to the SACS software. The purpose of this is to enable SACS to provide effective technical support and to assist judicial investigations where misuse may have occurred.

   This includes the following:

   • The SACS software licence details
   • Total number of ‘Taxpayer’ records
   • Total number of submissions
   • Date of last submission
   • Grant authority date & expiry
   • Software folder location
   • Computer (make, model & RAM)
   • Windows (name, version, screen size, bit type & time zone)

4. How SACS uses information about you

1. SACS need all the categories of information described above primarily to allow us to, conduct business with you, provides support to you and to enable us to comply with legal obligations.
2. SACS will not share your personal information with any external organisation with the exception of HMRC and other Criminal Justice departments, where requested to do as part of any criminal investigation.

5. How your information is stored

The security of your personal information is paramount. Your personal information is only stored on systems owned or operated by SACS or those of our specific suppliers and will only be stored inside the European Economic Area. Every effort is undertaken to ensure the continued integrity and security of personal data. Regular secure data backups are undertaken and stored both locally and within the cloud. Additionally, pro-active Antivirus is installed on all machines and updated every few hours. Windows operating systems are maintained to ensure Security updates and patches are up to date at all times.

6. How long does SACS hold your information?
7. For interested parties, SACS will normally hold your contact details for a period of 2 years.
8. For customers, SACS will normally hold your details for a period of 6 years from the date of your latest Sales invoice.

7. Your rights

Under certain circumstances, by law you have the right to:

1. Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information that SACS hold about you and to check that it is being lawfully processed.
2. Request correction of the personal information that SACS hold about you. This enables you to have any incomplete or inaccurate information corrected.
3. Request erasure of your personal information. This enables you to ask SACS to delete or remove personal information where there is no good reason for SACS to continue processing it. You also have the right to ask to delete or remove your personal information where you have exercised your right to object to processing (see below).
4. Object to processing of your personal information where SACS are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where SACS are processing your personal information for direct marketing purposes.
5. Request the restriction of processing of your personal information. This enables you to ask SACS to suspend the processing of personal information about you, for example if you want SACS to establish its accuracy or the reason for processing it.
6. Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that SACS transfer a copy of your personal information to another party, please contact our Privacy officer or by email at ‘info@sacs-uk.com’.