Privacy policy

At Sysdoc, we are committed to protecting the personal data that we obtain. The privacy and confidentiality of our clients, contractors, associates and visitors to our website matters to us.

This privacy policy outlines how Sysdoc collects, stores and processes your personal information. Please contact us if you have any questions, comments or suggestions relating to this Policy.

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Topics in this policy

1.0 About Us
2.0 What personal information do we collect about you?
3.0 How we store your information
4.0 How long we keep your information
5.0 Your rights in relation to the Personal Data that we process
6.0 Sensitive Personal Information
7.0 Changes to this policy
8.0 How to contact Us

1.0 About Us

This Website is run by Sysdoc Limited (“Sysdoc”). For the purposes of applicable data protection laws, including the EU General Data Protection Regulation (“GDPR”) (as amended or superseded), Sysdoc is the “controller” of the personal information collected when you use the Sysdoc website or when you communicate with us.

2.0 What personal information do we collect about you?

When you visit our Website we may collect and process the information described in the following sub-sections, which may include your personal information, where we have a legitimate interest in using your personal data.

Our approach to Marketing
Type of information

Where we have obtained your consent, we may engage in direct marketing, such as sending you email communications and/or brochures/other relevant marketing collateral to inform you of our services. While we do not permit third party advertising (or targeted advertising) on our Website, if you do link to one of our Sysdoc social media pages, or any third-party site, you may be subject to targeted marketing via that site.

Purpose and legal basis for processing

We provide these communications on the basis that you have asked to receive these. If you change your mind, you may opt-out at any time via the unsubscribe feature that appears in our emails or by contacting our Marketing Team. You may also be asked to opt in to receive updates or information about similar services from our network of trusted third-party suppliers or to receive promotional material, including vouchers or discount offers, from these suppliers.

Who this information is shared with

We will not share with any third party the personal information that we obtain about you for the purposes of marketing, unless you have provided your consent for us to do so and those third parties have agreed to make no independent or further use of that data and to maintain its confidentiality.

Our Social Media Pages
Type of information

This Website contains links to Sysdoc’s social media pages on Facebook, Twitter, Vimeo and LinkedIn. These third-party websites have their own respective privacy policies (which we would advise you to read) for which those sites are solely responsible. Should you visit those social media pages and choose to follow us on Facebook, Twitter, Vimeo or LinkedIn, Sysdoc may receive personal information from the social media providers, including:

  • Name; 
  • Address (email and/or postal);
  • Telephone number(s);
  • IP address;
  • Social media account URL.
Purpose and legal basis for processing

If we do receive any personal information about you from these third party social media sites, we will not process your information for the purposes of direct marketing unless you have provided your consent, or it is otherwise lawful for us to do so. If you have opted-in to receive such communications, please see the sub-section above on “Our Approach to Marketing”.

Who this information is shared with

We will not share with any third party the personal information that we obtain about you for the purposes of marketing unless you have provided your consent for us to do so. If you: 

  • Would like us to delete the personal information that we have received about you from these sites, please contact us. 
  • Do not want us to receive further information about you from these sites, you should also contact the sites directly to turn off the ‘follow’ setting.
  • Would like to have deleted the personal data that you’ve shared with the social media accounts that you have joined or that you follow, please contact the social media providers directly.

Applying for a Job

Type of information

Information that you provide when you apply for a role via our Website. In particular, we process personal details such as: 

  • Name; 
  • Address (email and/or postal);
  • Qualifications & Experience;
  • Employment history.
Purpose and legal basis for processing

The information you provide us is used to: 

  • Assess your suitability to work for Sysdoc;
  • Perform requisition and applicant management activities;
  • Perform precision matching to vacancies;
  • Conduct screening, assessments and interviews;
  • Maintain a library of correspondence;
  • Make offers and provide contracts of employment;  
  • Conduct pre-employment checks, including determining your legal right to work and carrying out criminal record and credit checks where applicable.
Who this information is shared with

Where our Recruitment systems are hosted externally, we require third parties to respect the security of your data and to treat it in accordance with the law. We may transfer your personal information outside the EU. If we do, you can expect a similar degree of protection in respect of your personal information. We will not share your personal data with another Sysdoc entity without your express consent. For further details, please contact us.

3.0 How we store your information

We keep the data we collect from you on a secure server and only make it available to those who have a right to see them. By submitting your personal information to us you agree to the transfer of your personal information, its storage and processing. Your personal information will be processed for the purposes stated at the point of collection and only to the extent necessary to fulfil those purposes.

4.0 How long we keep your information for

We do not retain data in a form that permits identification of the person(s) to whom it relates for any longer than is necessary. Once the purpose for which information has been collected has been fulfilled, we will either permanently delete your personal information or remove all identifiers within it so that it is no longer personal data. We may use such anonymised data for research and/or business analysis purposes. If you would like us to stop using your personal information, please let us know.

5.0 Your rights in relation to the personal data we process

You may have certain rights in relation to personal information that we hold about you. These include the right to request access to your personal information, to request that it is erased, that its processing is restricted, or that any inaccurate personal information is rectified. You may also have the right to object to the processing of your personal information, or in some circumstances to obtain a copy of the personal information in a machine-readable format.  If you are based in Europe, you also have the right to complain about the use of your personal information to the Information Commissioner’s Office.

6.0 Sensitive Personal Data

We do not seek to collect sensitive personal information (i.e. information relating to race or ethnic origin, political opinions, religious or other beliefs, trade union membership, physical or mental health, sexual orientation or criminal records). We ask that you do not provide such information to us.

7.0 Changes to this policy

This privacy policy may be updated from time to time. We will notify you of any changes to our privacy policy by posting the new privacy policy on our Website. You are advised to consult this privacy policy webpage regularly for any changes. This policy was last updated on 22.05.2018.

8.0 How to Contact Us

Questions, comments and requests in relation to this privacy policy are welcome and should be addressed to one of our locations listed below.