PRIVACY NOTICE
In Control Projects & Service Ltd is committed to protecting your personal data when you are using our services. This privacy notice relates to our use of any personal data that we collect from you. We will comply with data protection law which requires that personal data we hold about you is:
- Used lawfully, fairly and in a transparent way;
- Collected only for valid purposes that we have clearly explained to you and not used in any way incompatible with those purposes;
- Relevant to the purposes we have told you about and limited only to those purposes;
- Accurate and kept up to date;
- Kept only as long as necessary for the purposes we have told you about; and
- Kept securely.
This privacy notice will, therefore, inform you as to who we are, what personal data we collect, the purposes for which we use it, for how long we retain it and how we keep it secure, your rights in relation to your personal data and how you can contact us to discuss, query or obtain details of the personal data we hold about you.
1. WHO WE ARE
Products: In Control Projects supplies, designs & manufactures fluid handling equipment and fall prevention systems.
Services: In Control Service provides servicing and maintenance of fluid handling equipment and fall prevention systems.
How to Contact us
Invicta House
Wrexham Road
Basildon
Essex
SS15 6PX
E-mail: info@incontrolprojects.co.uk
Tel: +44 1268 419 343
2. WHOSE PERSONAL DATA WE PROCESS
We collect and process personal data about our:
- customers;
- suppliers and service providers;
- advisers, consultants and other professional experts;
- employees and prospective employees; and
- enquirers and complainants.
3. WHY WE PROCESS YOUR PERSONAL DATA
We collect and process personal data:
- with your consent; and/or
- to perform the contract we have entered with you (or discharge other contractual obligations); and/or
- to comply with our legal obligations; and/or
- to pursue our legitimate interests
4. HOW WE WILL INFORM YOU ABOUT OUR PRIVACY NOTICE
We will not use your personal data for any purposes other than those set out below without first informing you. Changes made to this privacy notice will be updated on our website.
5. THE PURPOSES FOR WHICH YOUR PERSONAL DATA IS COLLECTED AND PROCESSED
We collect personal data with the overall aim of providing a better service to all of our customers and industry partners.
How is your information used?
In general terms, and depending on which products and / or services you engage us to deliver, as part of providing our agreed services we may use your information to:
- contact you by post, email or telephone;
- verify your identity where this is required;
- understand your needs and how they may be met;
- maintain our records in accordance with applicable legal and regulatory obligations;
- process financial transactions;
- prevent and detect crime, fraud or corruption;
We are required by legislation, other regulatory requirements and our insurers to retain your data where we have ceased to act for you. The period of retention required varies with the applicable legislation but is typically seven years. To ensure compliance with all such requirements it is the policy of the firm to retain all data for a period in excess of this from the date we cease to act.
Who has access to your information?
We will not sell or rent your information to third parties.
We will not share your information with third parties for marketing purposes.
Any staff with access to your information have a duty of confidentiality under the ethical standards that this firm is required to follow.
6. DATA COLLECTED AND PROCESSED
6.1 Personal Data:
- Name
- Position
- Company
- Address
- Telephone numbers
- Email addresses
This data allows us:
- To carry out our obligations arising from any contracts entered into between you and us including delivery of product, invoicing and reporting, technical information; and
- To provide you with information on products and/or services you specifically request from us or which we believe may be of interest to you.
If you are an existing customer we may contact you with information about products and/or services similar to those which we have previously supplied to you. If you do not want us to do this, please unsubscribe by e-mailing us at info@incontrolprojects.co.uk.
Most contact details will be provided by you at the point that you make an enquiry or request a quotation. In some cases, we may need to obtain alternative contacts (for example a facilities manager) who may be best suited to assist us should we have a specific query. Where we have no contact details, we may sometimes take proactive steps to collect data using desktop research (such as internet searches).
There may be an impact on the level of service we provide should we have only limited or inaccurate contact details.
6.2 Employment
This data allows us to carry out recruitment. We will dispose of all unsuccessful candidates data securely
6.3 Bank and payment details
This data may be provided to us at the start of, or at any time during our business relationship with you. Such data can relate to the setting up of a direct debit, which we will process in accordance with the direct debit guarantee scheme.
6.4 Electronic and hardcopy correspondence and other documentation
We may collect and process electronic and hardcopy correspondence and other documentation (such as emails, invoices, contracts, tenders and letters) as part of either a contractual obligation or a wider legitimate interest.
We record telephone calls for training and monitoring purposes. These are stored on our IT systems and secured by password.
6.5 Website
Cookies and logging personal data:
Our site uses cookies to distinguish you from other visitors. Cookies are text files placed on your computer to collect standard Internet log information and visitor behaviour information. The information is used to track visitor use of the site and allows us to:
- provide you with a tailored experience when you access the site
- improve our website and user experience
- compile statistical reports on visitor activity to make decisions about our products and services
- Our website will issue cookies to your system when you access and use our site and you will be asked to consent to this at the time (e.g. when you first visit us). Cookies do not affect your privacy or security and cannot read data from your system or read cookie files created by other websites. You can set your system not to accept cookies if you wish (for example by changing your browser settings so cookies are not accepted) or you may selectively disable specific cookies on this website, however, some of the features of the site may not function if you remove cookies from your system.
- We routinely record the IP addresses of our website visitors to a security log. None of this data is further processed unless we have a legitimate reason to do so, such as for profiling and blocking threats to our website.
- We also record the IP addresses of our website visitors to raw access and error logs. None of this data is further processed unless there is a legitimate reason to do so, such as troubleshooting. In the case that IP addresses demonstrate malicious or harmful behaviour, we log those addresses by firewall in order to protect our assets.
- Our website uses Strictly Necessary Cookies as part of its core functions. Session data is stored in visitors’ browsers to enable logging in and order processing functionality. These cookies remain active for 12 months. We do not seek consent for session cookies, which expire when you leave our website.
- In addition, our website may collect IP addresses, geographical, language, and other data. This information is not collected unless consent is explicitly given by visitors. This data is sometimes analysed in order to improve our website performance and user experience. This data is anonymised and shared with Google Analytics, where it is stored for a maximum of 26 months. Google’s privacy policy may be found here: https://policies.google.com/privacy.
- If you comment on any post on this website, you will be required to provide an email address. An anonymised string created from your address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.
- If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser. When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
- If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
- Articles on our sites may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website. These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.
Contact forms:
Our websites include contact forms, which mail messages directly to our email servers. We do not record or store contact form messages but your personal details (email address, name, IP address and any message you submit) will be recorded by our (or our email service provider’s) email servers. We don’t use information submitted through our contact forms for marketing purposes and actively require consent to use personal data via our forms so that we may engage with the sender via email.
Media:
If you upload images to any of our websites, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images published on any website.
7. TRANSFERRING YOUR DATA OUTSIDE OF THE EUROPEAN ECONOMIC AREA
Some of our processing activities may involve your personal data being transferred to a third party agency who may in turn process your data outside of the European Economic Area (EEA). In such instances the transfer of data outside of the EEA is necessary for the performance of a contract between ourselves and that of our processing partner.
8. SAFEGUARDING YOUR PERSONAL DATA
In Control Projects & Service Ltd takes all reasonable steps to ensure that appropriate safeguards are in place to protect your personal data. We have policies in place dealing with information security (both physical and digital) and data breaches. We ensure that our staff are properly trained so that they can process your data securely and safely.
Safeguards are regularly reviewed by senior management as part of our wider data protection policy which sets out how we aim to preserve the confidentiality, integrity and availability of personal data we hold.
Security precautions in place to protect the loss, misuse or alteration of your information
Whilst we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk.
Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given, or where you have chosen, a password which enables you to access information, you are responsible for keeping this password confidential. We ask you not to share your password with anyone. We take the security of your data seriously and so all our systems have appropriate security in place that complies with all applicable legislative and regulatory requirements.
9. HOW LONG WE RETAIN YOUR PERSONAL DATA
Your personal data will be retained by us for as long as there remains a valid lawful basis for retaining it. We will keep data retention under regular review.
Accounting information (such as invoices) will be retained for at least seven years in line with current tax legislation. Contractual documentation will be held for at least seven years.
10. YOUR RIGHTS AS A DATA SUBJECT
To ensure fair and transparent processing it is important that we inform you of your rights with regards to how your personal data is processed. Where you wish to exercise a right, we have signposted the best contact details for you to get in touch with us. Naturally we will need to confirm your identity before your request can be processed.
10.1 Your right to be informed
This is our privacy notice which informs you of who we are, why we are processing your personal data, with whom we share your personal data and how we have collected it. These details are set out above.
Our privacy notice can be found on our website and is signposted on our web portals and other key business documentation (such as on contracts and invoices).
10.2 Your right to access
As a data subject you have the right to access the personal data we hold about you and check that we are lawfully processing it.
To make a data subject access request (DSAR) are typically free of charge and can be done in writing by emailing us at info@incontrolprojects.co.uk.
10.3 Your right to erasure
This enables you to ask us to delete or remove personal data where there is no good reason for us to continue to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to withdraw consent (see below).
Sometimes, however, we may refuse a request to erase such data in order, for example, to comply with a legal obligation.
If you require your personal data to be erased you can speak to a member of staff on +44 1268 419 343 or email info@incontrolprojects.co.uk.
11. REPORTING A CONCERN TO US
If you have a concern regarding how we handle your personal data then we kindly request that you inform us about it first so that we can work with you in an effort to resolve it.
You can report a concern or raise a complaint with us initially by contacting your usual contact or speaking to a member of staff on +44 1268 419 343.
12. GETTING IN TOUCH WITH US
If you would like to discuss this privacy notice then please contact us on
+44 1268 419 343 or email info@incontrolprojects.co.uk.
