Privacy Policy
Contents:
- Statement
- Scope
- Your personal information
- Your credit card information
- Information provided to us by other companies
- Sharing your data
- Information via website cookies
- How long we will retain your personal information
- How we will safely store your personal information
- Keeping your personal information up to date
- Your right to request what information we hold about you
- Legal basis for processing your information
- Your right to erasure or restriction of personal information
- SGC Civil Engineering Ltd complaints procedure
- Links to other websites
- Audit & review
- Enforcement
- Associated documents
1. Statement
SGC Civil Engineering Ltd respect your rights and value the security of the personal information you provide to us when accessing our services.
Our Privacy Policy will explain which information we request, why we request this, how we maintain storage, the security of your information and your rights, as the subject, of this information.
You can contact us any time between the hours of 8.30am and 6.00pm, Monday to Friday, in person by visiting the address below, by telephone on 01625 890 619 or via email to admin@sgc.ltd.
You are perfectly within your rights to contact us by any of these means to change, delete, use or request to know the extent of the personal information we hold at any time and a member of the team will be happy to help you. Any of these services are provided at no cost to yourself.
To request any of the information above in writing please forward your correspondence to:
F.A.O the Data Co-Ordinator
SGC Civil Engineering Ltd
Sunnycroft
Wellbank Lane
Over-Peover
Cheshire
WA16-8TZ
2. Scope
This Policy applies to all personal data held within the organisation relating to employees and clients plus past, present and prospective learners.
It is the responsibility of all directors; employees; learners; agency staff, contractors; visitors; consultants and those working under self-employed arrangements to protect any information provided.
3. Your Personal Information
SGC Civil Engineering Ltd will only ever request the minimum information required to ensure the smooth business processing of your personal information.
There are various ways in which we will request your information;
a ) Your name & NI number
This information is needed to register you on our systems to process payroll payments.
You will provide this information by completing a “New employee form.”
b) Your address
This is needed for payroll and HR purposes.
c) Your D.O.B
This is needed for payroll and HR purposes.
d) Your telephone number
This is again needed for payroll and HR purposes.
e) Your email
This is not a mandatory requirement and it is completely your decision to provide this information. We may contact you via email with any company related queries, as email is often a faster method to resolve any issues.
f) Basic medical information
SGC Civil Engineering Ltd is a Civil Engineering company which specialises in deep drainage. As most of our jobs include physical exercise which may aggravate certain medical conditions the medical information you provide allows us to ensure that a suitable risk assessment is developed.
Also, as our works can be high risk, in the unfortunate event of an accident we would require this information for medical emergency teams to ensure you received the correct treatment required.
4. Your Credit Card Information
Payments can be made in person at our head office, over the telephone by credit/debit card or via bank transfer direct to our account. You will only be asked for your credit card details when paying over the telephone and your details will never be stored or held by SGC Civil Engineering Ltd. Any details will be shredded immediately once used to receive your payment and will only be requested by 1 of our 2 authorised SGC Civil Engineering Ltd personnel.
5. Information provided to us by other companies
Your employer or any agencies you are using may provide us with your personal data to allow us to process your wages on our systems. We will take every step necessary to ensure that they have permission from you to allow us to do this. If you would not like us to receive information via any other company or person other than yourself, please feel free to let us know of your preference.
Any of your personal data we receive from the Client will be subject to the Clients’ Privacy Notices which they should have made you aware of - we would encourage you to request and read this in order for you to understand how they collate, use and store your personal data.
6. Sharing your data
The only data we will share to other companies is the information we require for us to carry out our staple business operations/processes. These include:
- Our invoice processing software provider (Sage) for the purpose of processing payments, invoices, credits etc;
- External Accountants for the purpose of financial support and annual returns information;
- HSE, Police, HM Court and Tribunal Services for legal investigations following an accident/incident (under these circumstances we may be required to disclose your information without your permission);
- Solicitors who may provide legal advice where applicable;
- Debt Management Companies where debt recovery services are required;
- New owners of SGC Civil Engineering Ltd in the unlikely situation that we should sell the business, however we will notify you should this occur, and you will have the opportunity to request suppression or deletion at that time with the new owners.
7. Information via website cookies
A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual.
The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
8. How long we will retain your personal information
Under certain circumstances we have a statutory obligation to keep your personal information for a set period of time, for example current or former employees of the business. For private individuals and companies, we will ask if you would like us to keep on record your details so that we can contact you with information regarding our company in future. You can choose to opt out of this or further delete your information from our database if you so wish.
For data provided to us by our Clients, we are governed by their data retention rules as specified in their privacy notices.
9. How we will safely store your personal information
The safety of your personal data is of the highest importance to us and all information gained is strictly controlled on a need to know basis. Only our internal, authorised personnel have access to your personal information, these consist of our employees who are tasked to carry out business processing requirements.
All employees are trained on the requirements of this policy and data security and privacy, including the technical controls and the authorisation requirements we have in place to restrict unauthorised access.
10. Keeping your personal information up-to-date
Due to the nature of our business it is important for all parties to ensure that the information we are provided and hold is correct and up to date. If any of your circumstances change or you believe that the information, we hold is incorrect you can amend these details by contacting the SGC Civil Engineering Ltd administration team via any of the methods noted in section 2.
11. Your right to request what information we hold about you
Under GDPR you have the right to request a copy of the personal information we hold about you. This allows you to be aware of and verify the lawfulness of the processing of your information.
Under the GDPR, you have the right to obtain:
- Confirmation that your data is being processed;
- Access to your personal data;
- Other supplementary information;
- The details of recipients or categories of recipient to whom your personal data will have been or will be disclosed to;
- The timescale for which the personal data will be stored, or, if not possible, the criteria used to determine that period;
- The existence of the right to request from the controller amendments or the erasure of personal data or restriction of the processing of the personal data we hold for you;
- The right to lodge a complaint with a supervisory authority;
- Where the personal data was not collected from yourself, any available information as to the source of the information.
A full list of the information you have the right to obtain can be found at www.ico.org.uk.
If you would like a copy of some, or all of, your personal information, please write to us using the contact details within section 2.
12. SGC Civil Engineering Ltd legal basis for processing your personal information
The personal information you have given will be used to provide the services you have employed us to deliver. This is known as a “contractual obligation”. Any other communication we have with you will be in the capacity of informing you about future products and services (should you have opted in to receive this information) which relate only to your corporate activity and not relating to your personal or private life.
13. Your right to erasure or restriction of personal information
You have the right to request that the personal data we hold on you is erased from our database. This can sometimes be referred to as the “right to be forgotten”.
To make this request you will need to request for erasure verbally or in writing.
SGC Civil Engineering Ltd will respond to your requirement within one month of your request, however we would like to point out that the right is not absolute and only applies in certain circumstances. Where required a refusal under these circumstances will be issued to you in writing following receipt of your request.
You also have the right to request a restriction or suppression of your personal data, this can be done verbally or in writing as per the contact details in section 2. SGC Civil Engineering Ltd will respond to your request in writing within 1 month of and will include the decision for any refusal under certain circumstances.
14. The SGC Civil Engineering Ltd Complaints Procedure
Should you have a complaint you can request a copy of our Complaints Procedure by contacting any of the SGC Civil Engineering Ltd team, however should you follow the procedure and not be satisfied with the outcome or the way your complaint was handled, you can refer your complaint to the UK Information Commissioner’s Office (ICO) which can be found at: https://ico.org.uk/concerns. Please be assured that all complaints will be treated in the strictest of confidence and in your best interests.
15. Links to other websites
We link our website directly to other sites. This privacy notice does not cover the links within our website to others. We encourage you to read the privacy statements on the other websites you visit.
16. Audit & Review
The SHEQ Officer is responsible for keeping this policy current and relevant.
This policy will be audited in line with the document control procedure and relevant audit schedule.
This policy will be reviewed annually, or as circumstances arise.
17. Enforcement
Employees found to be in violation of this policy by either unintentionally or maliciously stealing, using or otherwise compromising corporate or personal data may be subject to disciplinary action up to and including termination.
This Policy was approved & authorised by:
Name: John Cummins
Position: Managing Director
Date: 31/08/2024
Review Date: 31/08/2025
