Springbank Privacy Policy & GDPR Information

Introduction
We may have to collect and use information about people with whom we work. This personal information must be handled and dealt with properly, however it is collected, recorded and used, and whether it be on paper, in computer records or recorded by any other means.

We regard the lawful and correct treatment of personal information as very important to our successful operation and to maintaining confidence between us and those with whom we carry out business. We will ensure that we treat personal information lawfully and correctly.

To this end we fully endorse and adhere to the principles of the General Data Protection Regulation (GDPR). This policy applies to the processing of personal data in manual and electronic records kept by us in connection with our human resources function as described below. It also covers our response to any data breach and other rights under the GDPR.

About This Policy
Springbank Ltd is committed to protecting your privacy and ensuring that your personal information is handled in a safe and responsible way. This policy outlines how we aim to achieve this and includes the information collected when: By using our website, you therefore consent to the collection and use of your personal information by us as detailed in this Privacy Policy.

Definition of Personal Data
Personal Data means any data that relates to an identifiable person who can be directly/indirectly identified from that data. In this case, it means personal data that you give to us via our site. By providing your personal data, you agree that we can use your personal data in accordance with this policy. Ensure you understand this policy in its entirety and take your time to read it.

Who Are We?
Springbank Contractors Ltd Our registered & head office address is: Springbank, Hill Green Road, Stockbury, ME9 7UN

How we collect and use your information
This privacy notice tells you what to expect when Springbank Ltd collects personal information. It applies to information we collect about:

• Visitors to our websites
• Other storage of data
• Springbank Ltd Enquiry System
• Security and performance
• People who contact us via social media
• People who call us
• People who email us
• People making a booking
• People who make a complaint to us
• Job applicants, current and former Springbank Ltd employees
• Complaints or queries

By using our website, you therefore consent to the collection and use of your personal information by us as detailed in this Privacy Policy.

Visitors to our websites
When someone visits Springbank Ltd’s website, if we do want to collect personally identifiable information, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

Other storage of data
We collect feedback from members of the public and customers and store this data in Microsoft 365. Springbank will only allow Microsoft to process personal information in line with our instructions, for more information please see: https://privacy.microsoft.com/en-gb/privacystatement

Security and performance
Springbank Ltd uses a third-party service to help maintain the security and performance of its website. To deliver this service it processes the IP addresses of visitors to the Springbanks website. With reference to our inhouse security, all our employees are aware that hard copy personal information should be kept in a locked filing cabinet, drawer, or safe.

Employees are aware of their roles and responsibilities when their role involves the processing of data. All employees are instructed to store files or written information of a confidential nature in a secure manner so that are only accessed by people who have a need and a right to access them and to ensure that screen locks are implemented on all PCs, laptops etc when unattended. No files or written information of a confidential nature are to be left where they can be read by unauthorised people.

Where data is computerised, it should be coded, encrypted or password protected both on a local hard drive and on a network drive that is regularly backed up. If a copy is kept on removable storage media, that media must itself be kept in a locked filing cabinet, drawer, or safe.

Employees must always use the passwords provided to access the computer system and not abuse them by passing them on to people who should not have them.

Personal data relating to employees should not be kept or transported on laptops, USB sticks, or similar devices, unless prior authorisation has been received. Where personal data is recorded on any such device it should be protected by:

a) ensuring that data is recorded on such devices only where absolutely necessary.
b) using an encrypted system — a folder should be created to store the files that need extra protection and all files created or moved to this folder should be automatically encrypted.
c) ensuring that laptops or USB drives are not left where they can be stolen.

Failure to follow the Company’s rules on data security may be dealt with via the Company’s disciplinary procedure. Appropriate sanctions include dismissal with or without notice dependent on the severity of the failure.

People who contact us via social media
Where contact is made with us via social media we will not share your information with any other organisations.

People who email us
Springbank Ltd use 1and1 Ltd to provide email services. Any email sent to us, including any attachments, may be monitored and used by us for reasons of security and for monitoring compliance with office policy. Email monitoring or blocking software may also be used.

Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.

Recruitment
You may submit your CV if you’re interested in working for us, this information may include:

• Personal details (name, address, phone numbers, email address, etc.)
• Education details
• Employment history
• Salary history
• Other relevant details

We will use this information to assess your application. All unsuccessful applications will be destroyed within 30 working days. If you would like to be considered for future positions, we can keep your information on record for up to 12 months, given your written consent. You are free to withdraw your consent at any time in writing.

Complaints or queries
Springbank Ltd, tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously.

We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

Access to personal information
Springbank Ltd tries to be as open as it can be in terms of giving people access to their personal information.

Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998.

If we do hold information about you we will:

• give you a description of it;
• tell you why we are holding it;
• tell you who it could be disclosed to; and
• let you have a copy of the information in an intelligible form.

To make a request to Springbank Ltd for any personal information we may hold you need to put the request in writing. If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

Changes to this privacy notice
Springbank will occasionally update this Privacy Policy to reflect company and customer feedback. Spingbank encourages you to periodically review this statement to be informed of how the company is protecting your information. This policy was last updated in May 2018.

Contact Information
Springbank welcomes your comments regarding this Privacy Policy. If you believe that Springbank has not adhered to this Privacy Policy, please contact us and we will aim to use commercially reasonable efforts to promptly determine and remedy the problem.

You can reach us via email at info@springbankltd.co.uk or by post to: Customer Services, Springbank Contractors Ltd, Springbank, Hill Green Road, Stockbury, Kent, ME9 7UN