INTEGRA DATA PRIVACY NOTICE

Transcription

1 INTEGRA DATA PRIVACY NOTICE Personal data what is it? Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller s possession or likely to come into such possession. The processing of personal data is governed by The Data Protection Act and will be superseded on 25 May 2018 by the General Data Protection Regulation 2016/679 (GDPR). This is intended for use under the GDPR. What personal information is processed by Integra? In general, the personal information that is processed by the Integra Financial Suite is minimal. The range and type of personal data that is processed depends entirely on the module. All of the Integra module that process personal data of any sort are listed below together with the data items that they process. Standard Integra modules do not store or process any special categories or sensitive personal information as defined by the GDPR. How do we collect this personal information? The information is an integral part of the operation of the Integra Suite and is input by our financial staff based on information supplied by you to Purchasing, Sales or Accounts teams. Why do we need this personal information? The information is an integral part of the operation of the Integra Suite and is a normal part of the workings of any financial system. We do not store or process any personal information other than that required for financial processing purposes. What is the legal basis for collecting this information? The information is stored and processed based on contractual obligations linked to the use of the financial system and is based on legitimate business use. Sharing personal information Integra does not share any Integra Personal Data with any 3 rd Party Data Processors except where the module requires the transfer of information to a Bank or the Revenue Authorities as a function of its standard operation. How long do we keep personal information? Personal information is only used for as long as it is active. If it becomes inactive, either automatically by non-use or directly by request, it will then only be stored for as long as transactions remain which must be retained for legal or revenue reasons. The relevant retention periods are shown as part of the module listings that follow. CIBS - Integra

2 Accessing or correcting personal data To request changes or corrections to personal information, or to request a copy of the information in readable format, please contact a member of our Admin team on [Telephone Number and/or ). Contact Details All Data Protection related enquiries should be directed to [ or Role] at the following address [@ ]. You can also ring [Department] to talk to someone about personal information queries or issues. CIBS - Integra

3 PURCHASE LEDGER (PRL) Supplier/ Telephone VAT Reg. Number TAX Reference (Ireland) NI/PRSI number for contractor Unique tax reference (UTR) number UK for tax purposes Partnership Supplier Payee Supplier Payee Supplier Payee Telephone Supplier Payee Bank Sort code/account Supplier Payee Building Society Account Supplier Payee IBAN EME Identifier Supplier Number/Identifier Supplier Contacts Contact Contact Telephone Supplier Number/Identifier Supplier Payee Contacts Payee Contact Payee Contact Telephone number Supplier Number/Identifier CIBS - Integra

4 SALES LEDGER (SLS) Customer Customer Number/Identifier Delivery //GLN Invoice / Telephone Bank Account IBAN Direct Debit IBAN Direct Debit BIC Patient ID VAT Registration Number FAX Number Does not have any associated data. Customer Contact Customer Number Telephone Customer Internal Contact Customer Number/Identifier Contact Contact Contact Telephone Department Contact Title Credit Controller CIBS - Integra

5 Credit Controller Number/Identifier Representative Representative Number/Identifier BUDGET DATA MANAGEMENT (BDM) Number/Identifier Number Payroll Identifier CASH MANAGEMENT SYSTEM (CMS) Supplier/Payee Supplier Number/Identifier; Payee Payee Payee Bank Account Payee Bank Sort Code Payee Building Society Payee Payee Post Code Vat Registration Number CIBS - Integra

6 Customer Customer Number/Identifier Post Code Bank Account Credit Card Payee Payee ; Supplier Number/Identifier Credit Card Payee/Merchant Identifier Credit Card Payee/Merchant Bank Account REQUISITIONING AND SUPPLIES SYSTEM (RSS) Supplier Supplier Number/Identifier Post Code DUNS Number Telephone Number Mobile/Telex Contractor Contractor Number/Identifier CIBS - Integra

7 Post Code Contact s Supplier Contact Supplier Number/Identifier Contact Buyer Buyer Code Full First name/last name Telephone Number Telephone Extension Requisitioner Requisitioner Code First Last name Full Telephone Number Telephone Extension CIBS - Integra

8 GENERAL LEDGER SYSTEM (NML) /Supplier/ Customer Identifier Description as name Code/Identifier Reference may be on Transaction line Analysis Code Elements if used to identify individuals. Analysis Code Descriptions if used to identify individuals. EXPENSES MANAGEMENT SYSTEM (EME) Number Preferred Bank Details Payroll Reference NI/PRSI Number Number TIME RECORDING SYSTEM (TRS) Number/Identifier Forename/Surname Payroll Identifier Personnel System Identifier Number/Identifier CIBS - Integra

9 INTEGRA CATALOGUE EXPERT (ICE) Provider Contact Contact Mobile Telephone IP Host Account Sever Port Account ID Password Site Directory Provider Number/Identifier FLEET MANAGEMENT SYSTEM (FMS) Code Number/Identifier For Accident Reporting AUTHORISED SIGNATORY DATABASE (ASD) Fist On Leaving Number/Identifier CIBS - Integra

10 Last Job Title Reports To Contact Telephone Numbers Integra Domain Signature Job Grade LOGIN DATABASE (LDB) Full Password Contact Details Telephone User Type Job Title Job Grade On Leaving Number/Identifier PHONE CARD/STATEMENT INTERFACE (PCI) Code Procurement Card Number Telephone Number On Leaving Code/Identifier CIBS - Integra

11 CENTRAL MAINTENANCE (CEN) Last 4 Digits of Card Number Card Holder Expiry Date On Leaving Number/Identifier CIBS - Integra