Updated May 2018
This privacy notice provides a policy that sets out the basis on which any personal information we may collect from you or you provide to us or is obtained from 3rd parties, will be processed and used by us in accordance with Data Protection Legislation. When we refer to “we”, “our” or “us” we are referring to Data Installation & Networking Services Limited T/A Data Techniques (Company No. 02802029).
Data protection and information security is in accordance with our Business Management System policies, procedures and associated documents and records.
(1) Information we collect
We may obtain personal information about you from various sources and may collect, store and use the following kinds of personal information:
- information we request from you when undertaking employment or engagement including a Company induction;
- information we request from you for a specific use e.g. vetting or training;
- if you contact us, we may keep a record of that correspondence (including email and phone conversations but not the conversations themselves);
- we may also ask you to complete surveys that we use for compliance purposes, although you do not have to respond to them;
- details relating to project/job activities and the fulfilment of those activities;
- information obtained from 3rd parties e.g. references, vetting agencies or training organisations;
- any other information that you choose to send us or request us to collect from 3rd parties;
- the types of information we may collect as outlined above includes: contact information (such as name, address, email address, mobile or other phone number); date of birth; gender; race or ethnic origin; health details; NI number; emergency contact details; bank details; car registration number; private car insurance details; ID information (such as passport, driving licence or utility bills); vetting information (such as DBS or government); HR details (such as job applications, interviews, references, disciplinary, performance, salary, bonuses, benefits or expenses ); CCTV and photographic images; drugs and alcohol testing details; and training information.
(2) Information we collect by automated means
- when you visit this site, we collect certain information by automated means, using technologies such as cookies, web server logs and web server beacons. This may include information about your computer or other equipment used for access and about your visits to and use of this website, including but not limited to, the full Uniform Resource Locators (URL), your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation;
- CCTV images when visiting our Offices;
- location tracking details of some Company vehicles that may be driven on behalf of the organisation;
- information derived from mobile devices connected to our IT network system.
A cookie consists of information sent by a web server to a web browser and stored by the browser. The information is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser.
We may use both “session” cookies and “persistent” cookies on the website. We will use the session cookies to: keep track of you whilst you navigate the website; and we will use the persistent cookies to: enable our website to recognise you when you visit.
Session cookies will be deleted from your computer when you close your browser. Persistent cookies will remain stored on your computer until deleted, or until they reach a specified expiry date.
We use Google Analytics to analyse the use of this website. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users’ computers. The information generated relating to our website is used to create reports about the use of the website. Google will store this information.
Most browsers allow you to reject all cookies, whilst some browsers allow you to reject just third-party cookies. For example, in Internet Explorer you can refuse all cookies by clicking “Tools”, “Internet Options”, “Privacy”, and selecting “Block all cookies” using the sliding selector. Blocking all cookies will, however, have a negative impact upon the usability of many websites.
(4) Using your personal information
Personal data is processed for the following legal basis depending on the data category and its use:
- for a contract;
- legal obligation;
- vital interest;
- legitimate interest.
We may use your personal information to:
- audit the usage of our website;
- provide you with information that you request from us and send you email notifications which you have specifically requested;
- maintain our accounts and records;
- support and manage our applicable workers including employees and contractors;
- support and manage our customers for our obligations arising from any contract entered into, including sending and receiving general (non-marketing) commercial communications, statements and invoices and to collect payments;
- support and manage our suppliers for our obligations arising from any contract entered into, including supplier appraisal and review, sending and receiving commercial communications and making payments;
- support and manage our prospective and existing ongoing project and work activities;
- to satisfy and meet our legal and regulatory requirements.
We will not without your consent provide your personal information to any third parties for direct marketing purposes. If applicable consent will be obtained for other types of processing as required and deemed necessary.
(5) Information we share
In addition, we may disclose your personal information:
- we do not rent lists, sell or otherwise disclose personal information we collect about you, except as described here. We may share personal information with:
- third party cloud service providers such as software as a service (SaaS) who provide a software application to be used for processing information;
- third part service providers who perform a service on our behalf based on our instructions. We do not authorize these service providers to use or disclose the information except as necessary to perform services on our behalf or comply with legal requirements. Examples include contracted resource or IT support;
- we may disclose information about you if we are required to do so by law or legal process or to law enforcement authorities, other government officials or to establish, exercise or defend our legal rights;
- for the purposes of putting an individual through a vetting process;
- in connection with any incident or accident in which the individual was involved in;
- to meet any training requirements;
- in connection with any medical issues or checks including those for drugs and alcohol;
- due to being contained on our servers and therefore accessible to system administrators (including backup facilities);
- due to being contained in software packages that utilize external servers
- We may disclose your personal information to third parties if we are under a duty to disclose or share your personal information, in order to enforce or apply our terms and conditions and other agreements; or to protect the rights, property, or safety of our customers, suppliers, employees, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
(6) Security of your personal information
We are committed to safeguarding the personal information that we collect. We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information and that it is maintained as relevant and accurate and is retained only for a reasonable period in accordance with our document and record retention policies. Of course, data transmission over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.
Personal information is kept either as hard copy or in an electronic format stored on our servers and/or as part of a cloud based software package. Such software may utilize our servers for storage of data but can also use externally located storage systems of their own and are administered by the software supplier.
We utilize the following types of controls as required for specific risks and systems used:
- management controls;
- legal controls;
- user controls;
- operational controls;
- supporting infrastructure and services controls;
- physical controls.
(7) International transfer of data
Personal data may be transferred outside of the UK/EEA for the following purposes:
- for storage by a cloud based service provider (normally held in the US);
- if requested by a country’s government agency e.g. for labour or tax status purposes;
- to support and manage our prospective and existing ongoing projects and work activities
The destination country/organisation will be deemed adequate for the following reasons:
- the country is deemed by the EU to have an adequate level of protection;
- there is a form of agreement between both parties or statement of compliance is provided;
- The organisation has carried out its own assessment of the adequacy of the level of protection
(8) Your rights
Subject to applicable law you have a right of access to personal information which we may hold about you through a subject access request. To have inaccurate information about you corrected or to request we stop using your personal information for marketing purposes. This can be done in writing to the SHEQ Manager at the Head Office in Farnborough or by emailing to firstname.lastname@example.org. Provision of such information will be subject to:
- the payment of any fee if applicable; and
- the supply of appropriate evidence of your identity and proof of address (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill in your name showing your current address).
We may withhold such personal information to the extent permitted by law.
You may instruct us not to process your personal information for marketing purposes by email at any time. In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt-out of the use of your personal information for marketing purposes.
(9) Third party websites
Any links from our website to other websites are provided merely for your convenience and do not imply our endorsement of the content or the provider. If you follow a link to any of these websites, you do so at your own risk and we do not accept any responsibility or liability for the content of such websites.
(10) Updating information
Please let us know if the personal information, which we hold, about you needs to be corrected or updated. Expired information will be deleted. Unless prescribed by law, we will retain your personal information for no longer than is necessary in accordance with our document and record retention procedure for the purposes for which the personal information was collected or for which it is to be further processed by us.
(11) Registered Number
Data Installation & Networking Services Limited T/A Data Techniques are registered as a data controller with the Information Commissioners office.
Our ICO registration number is ZA220475.
(12) Policy amendments
(13) How to Contact Us
If you believe that any information we are holding on you is incorrect or incomplete, please write or email us a soon as possible. We will promptly correct any information found to be incorrect to the extent permitted by law.
(15) Law, Jurisdiction and Language
This site, any content contained herein and any contracts entered into as a result of usage of this site are governed by English law. The parties to any such contract agree to submit to the exclusive jurisdiction of the courts of England and Wales. All contracts are concluded in English.