General Data Protection Regulations (GDPR) Policy

Version Number: 2.0

DOCUMENT CONTROL

Document Title General Data Protection Regulations (GDPR) Policy
Effective Date: 1st November 2019
Document Expiry Date: Not Applicable
Applicable To: All

DOCUMENT HISTORY

Version Number Author Change details Approver Approval Date
1.0 Jackie Towell Introduction of new Procedure Steve Evans 25th May 2018
2.0 Jackie Towell Updated for Website and reformatted Steve Evans 1st November 2019

GDPR Statement

Date Posted: 1st November 2019

We are a people-focused business, and the privacy of our Candidates, Clients, Suppliers and Contractors is extremely important to us.

We are committed to collecting, processing, storing and destroying all information in accordance with GDPR, UK data protection laws and specific data protection codes of conduct.

You can read our full Privacy Notice belowwhich goes into more detail about how we collect, use and process personal data, and how, in doing so, we comply with our legal obligations.

If you have any concerns about how we comply with GDPR or wish to contact us about our privacy notice, please email Jackie Towell on,

 jackie.towell@premierforecourtsandconstruction.com  

PRIVACY NOTICE

Premier Forecourts and Construction Limited (“Premier”) is a Construction Company registered in Wales. Your privacy is important to us and we are committed to collecting, processing, storing and destroying all information in accordance with the General Data Protection Regulation, UK data protection laws and specific data protection codes of conduct.

INTRODUCTION

This Privacy Notice explains what we do with your personal data, it describes how we collect, use and process your personal data, and how, in doing so, we comply with our legal obligations to you.

This Privacy Notice applies to the personal data of our Website Users, Candidates, Clients, Suppliers, and other people or parties whom we may contact on their behalf.

Website Users: Any individual who accesses our website and individuals completing the online contact form. Our website contains links to other sites, please be aware that Premier is not responsible for the privacy practices of such other sites.  We encourage our users to be aware when they leave our site and to read the privacy statements of each and every website that collects personally identifiable information.

Candidates: Includes applicants for all roles advertised or promoted by Premier, including permanent, part-time and temporary positions and freelance roles as well as people who have supplied a speculative CV to Premier not in relation to a specific opportunity. This also includes any individual who is contacted through a third party supplier such as a Job Board Company.

Clients: This category covers our customers, clients, and others to whom Premier provides services in the course of its business.

Suppliers: Refers to sole traders, partnerships and companies that provide Premier with goods, labour and services this includes independent contractors and freelance workers. In certain circumstances Premier will sub-contract the services it provides to Clients to third party suppliers who perform services on their behalf. In this context, suppliers that are individual contractors, freelance workers or employees of suppliers, for data protection purposes they will be treated as suppliers.  Please note that in this context, Premier requires suppliers to communicate the relevant parts of this Privacy Notice to their employees.

Other people whom Premier may contact – these may include but is not restricted to, individuals within local authorities, utility companies, residents local to our on-site works and job candidate referees. We will only contact them in appropriate circumstances.

It is important to point out that we may amend this Privacy Notice from time to time. Please just visit this page if you want to stay up to date, as we will post any changes here.

If you are dissatisfied with any aspect of our Privacy Notice, you may have legal rights and, where relevant, we have described these as well.

What kind of personal data do we collect?

CANDIDATE DATA: If applying for a job with Premier, we need to process certain information about you. We only ask for details that will genuinely help us during the recruitment process, such as:

• Name
• Contact details including telephone numbers, email address and postal address
• CV / Work History
• Work preferences including role, geographical area, salary
• Publicly available information, or information provided by you, in relation to professional history, educational background, employment history, skills and experience, professional licenses and affiliations, educational and professional qualifications
• Immigration status, emergency contacts and of course you may choose to share other relevant information with us.

Where appropriate and in accordance with local laws and requirements, we may also collect information including:

• Identification (Passport, Driving Licence and in some cases permits and visas)
• Date of Birth
• NI Number
• Outcome of criminal record checks and security clearance for certain roles
• Medical information
• References
• Financial information (including but not limited to payroll details and terms, HMRC data, pension scheme details, court orders and statutory payments)
• Diversity Information
• Communications with you by email and telephone

CLIENT DATA: If you are a Premier customer, we need to collect and use information about you, or individuals at your organisation, in the course of providing you services, such as contact telephone numbers, email and postal addresses.

SUPPLIER DATA: We need a small amount of information from our Suppliers to ensure that things run smoothly. We need contact details of relevant individuals at your organisation so that we can communicate with you. We also need other information such as your bank details so that we can pay for the services you provide (if this is part of the contractual arrangements between us).

PEOPLE WHOSE DATA WE RECEIVE FROM JOB CANDIDATES AND STAFF, SUCH AS REFEREES AND EMERGENCY CONTACTS:  In order to provide Candidates with suitable opportunities we need some basic background information. We only ask for very basic contact details, so that we can get in touch with you either for a reference or because you’ve been listed as an emergency contact for one of our Candidates or Staff members.

WEBSITE USERS: We collect a limited amount of data from our Website Users. This includes information such as how you use our website, the frequency with which you access our website, and the times that our website is most popular.  If you have asked us to make contact with you via our enquiry form, we will ask you to provide your name, telephone number and email address.

GENERAL: A number of elements of the personal data we collect from you are required to enable us to fulfil our contractual duties to you or to others. Where appropriate, some are required by statute or other laws. Other items may simply be needed to ensure that our relationship can run smoothly.

Depending on the type of personal data in question and the grounds on which we may be processing it, should you decline to provide us with such data, we may not be able to fulfil our contractual requirements or, in extreme cases, may not be able to continue with our relationship.

The legal bases we rely upon to offer our services to you are:

• Consent
• Legitimate interest
• Legal obligation
• Contractual obligation

How do we collect your personal data?

CANDIDATE DATA: There are two main ways in which we collect your personal data:

1. Directly from you
2. From third parties such as other Candidates (networking/referrals) a Job Board Company or Recruitment Agency.

CLIENT DATA: There are two main ways in which we collect your data:

1. Directly from you
2. From third parties such as referrals and/or publicly available sources

SUPPLIER DATA: We collect your personal data during the course of our work with you, primarily:

1. Directly from you
2. From third parties such as referrals and /or publicly available sources.

PEOPLE WHOSE DATA WE RECEIVE FROM CANDIDATES SUCH AS REFEREES: We collect your contact details only where a Candidate names you to serve as a referee.

WEBSITE USERS: We may collect your data automatically via cookies when you visit our website, in line with cookie settings in your browser or directly from you when you complete our online enquiry form.

How do we use your personal data?

CANDIDATE DATA: The main reason for using your personal details is to follow up on an application that you have made for a job that we have advertised.  The more information we have about you, your skillset and your ambitions, the more we are able to determine if you are a suitable candidate.

Where appropriate and in accordance with local laws and requirements, we may also use your personal data for things like diversity monitoring, to establish you have the right to work, to enable us to ascertain what your needs are in terms of reasonable adjustments to enable you to perform the role sought and to attend interviews (medical information), to put in place contractual arrangements and documentation once a role has been secured and to pay you if placed. Where appropriate, we will seek your consent to undertake some of these activities.

CLIENT DATA: The main reason for using information about Clients is to ensure that the contractual arrangements between us can properly be implemented so that the relationship can run smoothly and comply with any potential legal requirements.

SUPPLIER DATA: The main reasons for using your personal data are to ensure that the contractual arrangements between us can properly be implemented so that the relationship can run smoothly and comply with any potential legal requirements.

PEOPLE WHOSE DATA WE RECEIVE FROM CANDIDATES AND STAFF, SUCH AS REFEREES AND EMERGENCY CONTACTS: We use referees’ personal data to help our Candidates appointment in a role with Premier. If we are able to verify their details and qualifications, we can make sure that they are well-matched to the role. We use the personal details of emergency contacts in the case of an accident or emergency affecting a candidate or member of staff.

WEBSITE USERS: We use your data to help us to improve your experience of using our website, If you are also a Job Candidate or Client of Premier, we may use data from your use of our websites to enhance other aspects of our communications with, or service to you.

Who do we share your personal data with?

CANDIDATE DATA: We only share your information if we are asked to comply with any legal requirements and/or internally within our organisation (or strategic business partners if your application is more suited to a role with our partners), strictly where members of staff need the information to arrange interviews and if appointed to the role set up your personal records and payroll. 

CLIENT DATA: We will share your data primarily within the organisation to ensure that the contractual arrangements between us can properly be implemented. Externally with third parties who help us implement our contractual arrangements and to comply with any legal requirements.

SUPPLIER DATA: Unless you specify otherwise, we may share your information with any of our associated third parties such as our service providers and organisations to whom we provide services.

PEOPLE WHOSE DATA WE RECEIVE FROM CANDIDATES AND STAFF, SUCH AS REFEREES AND EMERGENCY CONTACTS: Unless specified otherwise, your data will not be shared outside of the organisation.

WEBSITE USERS: Unless you specify otherwise, we may share your information with providers of web analytics services.  If you have completed an online enquiry form your data will be shared with the appropriate department or strategic business partner to service your enquiry most effectively.

How do we safeguard your personal data?

We are committed to ensuring that your information is secure.  In order to prevent unauthorised access or disclosure, we have put in place suitable safeguards to secure the information we collect. Our services are all hosted from a datacentre within the EEA. Information gathered from the contact enquiry form is emailed to the company and not stored on our website.

How long do we keep your personal data for?

Your data will be held for as long as Premier is providing a service to you or purchasing goods or services from you. You have control over your option to delete your record. When requested, Premier will remove your details from their database (all personally identifiable information will be completely removed from our systems) within 30 days (unless we believe that the law or other regulation requires us to preserve it).

How can you access, amend or take back the personal data that you have given to us?

Even if we already hold your personal data, you still have various rights in relation to it. To get in touch about these, please contact us. We will seek to deal with your request without undue delay, and in any event in accordance with the requirements of any applicable laws. Please note that we may keep a record of your communications to help us resolve any issues which you raise.

Right to object: If we are using your data because we deem it necessary for our legitimate interests to do so, and you do not agree, you have the right to object. We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases). Generally, we will only disagree with you if certain limited conditions apply.

Right to withdraw consent: Where we have obtained your consent to process your personal data for certain activities, you may withdraw your consent at any time.

Data Subject Access Requests (DSAR): You have the right to ask us to confirm what information we hold about you at any time and you may ask us to modify, update or delete such information. At this point we may comply with your request or, additionally do one of the following:

• we may ask you to verify your identity, or ask for more information about your request; and
• where we are legally permitted to do so, we may decline your request, but we will explain why if we do so.

Right to erasure: In certain situations (for example, where we have processed your data unlawfully), you have the right to request us to “erase” your personal data. We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases) and will only disagree with you if certain limited conditions apply. If we do agree to your request, we will delete your data but will generally assume that you would prefer us to keep a note of your name on our register of individuals who would prefer not to be contacted. That way, we will minimise the chances of you being contacted in the future where your data are collected in unconnected circumstances. If you would prefer us not to do this, you are free to say so.

Right of data portability: If you wish, you have the right to transfer your data from us to another data controller. We will help with this – either by directly transferring your data for you, or by providing you with a copy in a commonly used electronic format.

Right to lodge a complaint with a supervisory authority: You also have the right to lodge a complaint, more information can be found here https://ico.org.uk/make-a-complaint/.

How do we store and transfer your data internationally?

Premier is a UK based organisation registered in Wales and conducting our business throughout the UK.   We are not currently aware of any requirement to transfer your data internationally.

What are cookies and how do we use them?

A “cookie” is a bite-sized piece of data that is stored on your computer’s hard drive. They are used by nearly all websites and do not harm your system. We use them to track your activity to help ensure you get the smoothest possible experience when visiting our website.  We will not use cookies to target you with marketing information. You can view the cookies on this site here.

If you want to check or change what types of cookies you accept, this can usually be altered within your browser settings.

Contact

If you wish to contact us about this privacy notice or any of the procedures set out in it, please contact our designated Data Champion, Jackie Towell, 01792 310600 or at jackie.towell@premierforecourtsandconstruction.com

You also have the right to raise concerns with Information Commissioner’s Office on 0303 123 1113 or at https://ico.org.uk/concerns/ if you believe that your data protection rights have not been adhered to.