Privacy Policy: Data Protection Compliance Statement
This document demonstrates our commitment to protect the privacy and security of your personal information. It contains information regarding how we collect and use personal data or personal information about you in advance of any employment relationship in accordance with the General Data Protection Regulation (GDPR) and all other data protection legislation currently in force.
Pursuant to that legislation, when processing data we will:
• process it fairly, lawfully and in a clear, transparent way
• collect your data only for reasons that we find proper for the course of your employment in ways that have been explained to you
• only use it in the way that we have told you about
• ensure it is correct and up to date
• keep your data for only as long as we need it
• process it in a way that ensures it will not be lost or destroyed or used for anything that you are not aware of or have consented to (as appropriate).
Stanmore Quality Surfacing Ltd is a “data controller”. This means that we are responsible for determining the purpose and means of processing personal data relating to you.
“Personal data”, or “personal information”, means any information relating to an identified, or identifiable individual in particular by reference to an identifier such as a name, an identification number, location data and an online identifier.
DETAILS OF INFORMATION WE WILL HOLD ABOUT YOU
When you interact with us the list below identifies the kind of data that we will process about you during any communication process:
• personal contact details such as name, title, addresses, telephone numbers, and personal email addresses
• a photograph describing your property (if appropriate to the message)
HOW WE COLLECT YOUR PERSONAL INFORMATION
Your personal information is obtained through the website, social media, postal communication, Email or via the telephone.
We may occasionally request further information from third parties including, but not limited to other Contractors working with us or Utility Providers.
PROCESSING INFORMATION ABOUT YOU
We will only administer personal information in accordance with the lawful bases for processing. At least one of the following will apply when we process personal data:
• consent: You have given clear consent for us to process your personal data for a specific purpose.
• contract: The processing is necessary for a contract we have with you, or because we have asked you to take specific steps before entering into a contract.
• legal obligation: The processing is necessary for us to comply with the law (not including contractual obligations).
• vital interests: the processing is necessary to protect someone’s life.
• public task: the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law.
• legitimate interests: the processing is necessary for our legitimate interests or the legitimate interests of a third party unless there is a good reason to protect your personal data which overrides those legitimate interests.
LAWFUL BASIS FOR PROCESSING YOUR PERSONAL INFORMATION
We consider that the basis for which we will process the data contained in the list above (see section above – details of information we will hold about you) is to enable us to consider any matters you have raised with us and to enable us to comply with our legal obligations.
The circumstances in which we will process your personal information include:
• sharing the content of any specific complaint or commendation you are raising in order to understand its content and make appropriate decisions
• complying with health and safety obligations
• a request for SQS to complete reinstatement solutions (address, contact name and number etc to be shared to enable quotation to be arranged)
There may be more than one reason to validate the reason for processing your personal information.
LAWFUL BASIS FOR PROCESSING “SPECIAL CATEGORIES” OF SENSITIVE DATA
“Special categories” of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We may process special categories of personal information in the following circumstances:
• consent: You have given clear consent for us to process your personal data for a specific purpose.
• contract: The processing is necessary for a contract we have with you, or because we have asked you to take specific steps before entering into a contract.
• legal obligation: The processing is necessary for us to comply with the law (not including contractual obligations) and meets the obligations under our data protection policy.
• vital interests: the processing is necessary to protect someone’s life.
• public task: the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law. and meets the obligations under our data protection policy. (For example, in the case of equal opportunities monitoring).
• legitimate interests: the processing is necessary for our legitimate interests or the legitimate interests of a third party unless there is a good reason to protect your personal data which overrides those legitimate interests (For example to assess your capacity to work on the grounds of ill health).
SHARING DATA
Your data will be shared with individuals within the Company where it is necessary for them to undertake their duties. This includes, for example, our Operations team, Customer Care team, Health and Safety and those in the department where the message refers to.
Data may be shared with 3rd parties in the following circumstances:
- in the process of obtaining advice and help in order to fully understand the content of your message and or to adhere with legal obligations.
If data is shared, we expect third parties to adhere and comply with the GDPR and protect any data of yours that they process. We do not permit any third parties to process personal data for their own reasons. Where they process your data, it is for a specific purpose according to our instructions.
We do not anticipate that we will transfer data to other countries.
DATA SECURITY
As part of our commitment to protecting the security of any data we process, we have put relevant measures in place. The Company has also appointed a Data Protection Officer, full details can be found on our Company Data Protection policy.
In addition, we have put further security measures in place to avoid data from being accessed, damaged, interfered with, lost, damaged, stolen or compromised. In cases of a breach, or suspected breach, of data security you will be informed, as will any appropriate regulator, in accordance with our legal obligations.
DATA RETENTION
We anticipate that we will retain your data for no longer than is necessary for the purpose for which it was collected.
At the end of this period, we will delete or destroy your data, unless you have already withdrawn your consent to our processing of your data in which case it will be deleted or destroyed upon your withdrawal of consent.
Where you have provided consent to our use of your data, you also have the unrestricted right to withdraw that consent at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so.
If you wish to exercise any of the rights explained above, please send an email to dataprotection@sqsltd.co.uk
Change of purpose for processing data
We commit to only process your personal information for the purposes for which it was collected, except where we reasonably consider that the reason for processing changes to another reason and that reason is consistent with the original basis for processing. Should we need to process personal information for another reason, we will inform you of this and advise you of the lawful basis upon which we will process.
QUESTIONS OR COMPLAINTS
It is the responsibility of our Data Protection Officer (DPO) to oversee compliance with this statement. Should you have any questions regarding this statement, or how we process your personal information, please send an email to dataprotection@sqsltd.co.uk
The supervisory authority in the UK for data protection matters is the Information Commissioner (ICO). If you think your data protection rights have been breached in any way by us, you are able to make a complaint to the ICO.
