Introduction
This policy outlines how individuals or companies can raise concerns about the way Vista handles personal data and how these concerns will be addressed in line with UK data protection legislation.
Vista Employer Services Ltd is a company registered in England and Wales with company number 05551701 and whose registered office is at 20 Grosvenor Place, London, England, SW1X 7HN. Vista is the data controller of personal information we collect. Vista is registered with the Information Commissioner’s Office as a data controller under reference: Z9240601
Vista Employer Services Ltd is part of ESP Solicitors, an SRA regulated firm of solicitors within the WorkNest Group. ESP Solicitors deliver all legal work. ESP Solicitors Ltd is a company registered in England and Wales with company number 0514550 and whose registered office is at 20 Grosvenor Place, London, England, SW1X 7HN.
ESP Solicitors is an independent data controller of personal information processed for the purposes of providing legal services. ESP Solicitors is registered with the Information Commissioner’s Office as a data controller under reference Z8729580.
Scope
This policy applies to any personal identifiable data we are processing as a data controller. This will include the personal data of the following categories of data subject:
- Prospects, including their representatives and employees
- Clients, including their representatives, employees, and former employees
- Suppliers, including their representatives and employees
- ACAS, Employment Tribunals, the Employment Appeal Tribunal and their representatives
Complaints may relate to:
- Inaccurate or outdated personal information
- Unlawful data sharing
- Failure to respond to a data subject request, including Subject Access Requests (SARs) or Subject Erasure Requests (SERs)
- Excessive data retention
- Inappropriate use of profiling, automated decision making or artificial intelligence
- Breach of data protection rights
For complaints relating to matters other than data protection, please see Vista’s complaints procedure.
How to make a complaint
For any queries, concerns, or complaints you may have about how Vista collects, uses or stores your personal information, you can contact our Data Protection Officer at [email protected] Â
Or you can write to:Â
Data Protection OfficerÂ
Vista Employer Services
68 Milton ParkÂ
AbingdonÂ
OxfordshireÂ
OX14 4RXÂ
For ease of the investigation, please kindly provide the following information:
- Full name
- Contact details
- Description of your concerns
- Any supporting evidence
Without the above information, we may not be able to complete a full investigation or contact you for further information or with a response.
If the complaint is made on behalf of someone else, such as a solicitor on behalf of a client, proof of authority to act must be provided.
Identity verification
To protect personal data, Vista may request ID verification before investigating a complaint.
Acknowledgement and response times
Complaints will be acknowledged within 14 calendar days.
A full response will be provided without undue delay within 30 calendar days, unless complexity requires more time.
If there is likely to be a delay, we will inform the complainant about our progress and ensure that we have a clear record of communication with the complainant.
Investigation process
The Data Protection Officer (DPO) will review the complaint. Relevant stakeholders at Vista will be consulted as part of the investigation.
If the DPO is directly named in the complaint, the review will instead be undertaken by the Managing Partner for Vista.
The complainant will be informed of the outcome and any remedial actions taken.
Escalation
If the complainant is dissatisfied with the outcome, they may escalate the matter to the Information Commissioner’s Office (ICO):
Information Commissioner’s OfficeÂ
Wycliffe HouseÂ
Water LaneÂ
WilmslowÂ
CheshireÂ
SK9 5AFÂ
ICO helpline number: 0303 123 1113Â
ICO website: ico.org.ukÂ
Record keeping
All complaints and outcomes will be logged securely and retained in line with Vista’s existing retention for complaints.
Review
This policy will be reviewed annually or upon significant and relevant legislative changes.Â