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Privacy Policy

Seatechs

Data Protection Policy

 

1. Introduction

At Seatechs (The Company), we are committed to protecting the privacy and security of your personal information.  This statement applies to all of our companies in the UK and internationally.

The Company is a ''data controller''.  This means that we are responsible for deciding how we hold and use personal information about you.

This privacy statement describes how we collect and use personal information about you in accordance with the General Data Protection Regulation (GDPR) and Data Protection Act 2018 as updated from time to time.  This notice applies to current and former candidates, clients and contractors.  It does not form part of any contract of employment or other contract to provide services.

It is important that you read this notice together any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you so that you are aware of how and why we are using such information.

 

2. Data Protection Principles

GDPR sets out principles which state that personal information must be:

  • Processed lawfully, fairly and in a transparent manner
  • Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes
  • Adequate, relevant and limited to what is necessary
  • Accurate and, where necessary, kept up to date
  • Kept in a form which permits identification of data subjects for no longer than is necessary
  • Processed in a manner that ensures appropriate security of the personal data 

 

3. Information we hold on you

Personal data or personal information means any information about an individual from which that person can be identified.  It does not include data where the identity has been removed, i.e. anonymous data.

There are ''special categories'' of more sensitive personal data which require a higher level of protection.

We may also collect, store and use the following ''special categories'' of more sensitive personal information:


  • Information about your health include any medical condition, health and sickness records
  • Genetic information and biometric data
  • Information about criminal convictions and offences

 

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:

 

  • In limited circumstances with your explicit consent
  • Where we need to carry out our legal obligations and in line with our data protection policy
  • Where it is needed in the public interests, such as equal opportunities monitoring or in relation to our occupational pension scheme and in line with our data protection policy.
  • Where it is needed to assess your working capacity on health grounds, subject to appropriate confidentiality safeguards

Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else's interests) and you are not capable of giving your consent, or where you have already made the information public.  We may also process such information about members or former members in the course of legitimate business activities with the appropriate safeguards.

 

4. How is your personal data collected?

We typically collect personal information about candidates, clients and contractors through the application and recruitment process, either directly from individuals or sometimes from a background check provider.  We may sometimes collect additional information from third parties including former employers or background check agencies.

We will collect additional personal information in the course of job-related activities throughout the period of you working for us.

 

5. Our legal basis for using your personal data

For prospective candidates, candidates, contractors, referees and clients, we will only collect, store, use, process, transfer and disclose personal data in so far as it is necessary for our legitimate interests in that we need the information in order to assess suitability for potential roles, to find potential candidates and to contact clients and referees.

For clients we may also rely on the need for us to perform a contract for you, for example in contacting you to discuss relevant vacancies and suitable candidates.

In the event that we need to collect and hold special category personal data about you such as health information that you or others provide about you we always ask for your consent before undertaking such processing, please see below. 

 

6.  What personal data will we collect from you?

We may collect, store and process the following categories of personal data:

 

6.1 Personal data you give us

You may give us personal data by filling in forms on our site or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register to use our site, subscribe to our service, submit your CV to us and when you report a problem with our site. Throughout your dealings with us, calls may also be monitored for training and quality purposes.

Below are examples of the type of personal data you may give us:

  • Personal contact details such as name, title, addresses, telephone numbers, and Personal email addresses;
  • Date of birth
  • Gender
  • Next of kin and emergency contact information
  • National Insurance number
  • Bank account details, payroll records and tax status information;
  • Recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process); 
  • Results of HMRC employment status check; and
  • details of your interest in and connection with the intermediary through which your services are supplied
  • Location of employment or workplace
  • Recruitment information, including copies of right to work documentation,
  • references and other information included in a CV or cover letter or as part of the application process
  • Work records, including job titles, work history, working hours, training records and Professional memberships
  • Photographs

 

6.2 Special category personal data

We may collect and process special category or more sensitive personal data only so far as is necessary to ensure we conform to legal or contractual requirements, such as obligations imposed upon us by our clients (to enable them to comply with their own legal requirements). We must have your explicit consent to collect and store such data.

 

6.3 Personal data we may receive from other sources

We may receive personal data about you if you use any of the other sites we operate or the other services we provide. We also work closely with third parties (including, for example, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, and credit reference agencies) and may receive information about you from them. 

We may use LinkedIn, Facebook, Twitter and job boards and their affiliate partners as publicly available sources of personal data for recruitment purposes. We may also receive information about you by word of mouth, for example by a recommendation from a friend, former or current employer(s) or former or current colleague(s). 

 

7. How we will use your personal data

We need all the categories of information in the list above to allow us to perform our contract with you and to enable us to comply with our legal obligations.  In some cases, we may use your personal information to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights do not override those interests.  The situations in which we will process your personal information are listed below:

  • We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances: 

  • to make it (including your CV) available to our consultants in connection with the recruitment process, unless you request otherwise;

  • if you have applied for a job the information you provide, including your CV identifying you by name, will be used to determine your suitability for the position and, if applicable, in determining terms of employment or engagement; 

  • in management information used to monitor recruitment initiatives and equal opportunities policies;

  • if your application is progressed further, details may be disclosed to third parties (such as educational institutions, present and past employers, our employees and directors, credit reference agencies, insurance companies etc.) for reasons such as the verification of, or obtaining extra, information or providing you with a quote for insurances should this be required;

  • for the purposes of ensuring the validity of right to work documents and other ID your details may be disclosed to an identity verification company; 

  • if your application is unsuccessful, we may try to find you employment or work with alternative clients and may, therefore, disclose your details to other prospective employers and clients in connection with the recruitment process (which for these purposes includes the process of gaining employment and any ongoing administrative process involved, unless you tell us otherwise);

  • if required by law or for the purposes of our business requirements (e.g. to auditors or third-party service suppliers);

  • to provide you with information about other services and opportunities we offer that are similar to those that you have already enquired about;

  • to contact you about industry and sector specific information that might be of interest to you;

  • to deal with legal disputes involving you, or other employees, workers, contractors or clients, including accidents at work;

  • to notify you about changes to our service;

  • to pay you and, if you are an employee or deemed employee for tax purposes, deduct tax and National Insurance contributions (NICs);

  • to administer our site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;

  • to improve our site to ensure that content is presented in the most effective manner for you and for your computer;

 

Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.

 

8. Failing to provide personal information

If you fail to provide certain information when requested we may not be able to perform the contract we have entered into with you (such as pay you or providing a benefit), or we may be prevented from complying with our legal obligations (such as to ensure the health and safety or our workers).

 

9. Change of purpose

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.  If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules where this is required or permitted by law.

 

10. Where is your personal data stored?

All information you provide to us is stored on our secure servers and is protected using industry standard Secure Layer (SSL) Encryption Technology.

We will do our best to protect your personal data, although as the transmission of information via the internet is not completely secure we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access, misuse or loss.

If you suspect any unauthorised access to or misuse or loss of your data, please contact us immediately using our contact details within the 'How can you contact us?' section lower down on this web page. 

 

11. Data Retention

 

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements.  To determine the appropriate retention period for personal data we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means and the applicable legal requirements.

In some circumstances, we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.  Once you are no longer an employee, worker or contractor of the company we will retain and securely destroy your personal information in accordance with our data retention policy.

 

12. Automated decision-making

Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention.  We are allowed to use automated decision-making in the following circumstances:

 

  • Where we have notified you of the decision and given you 21 days to request reconsideration
  • Where it is necessary to perform the contract with you and appropriate measures are in place to safeguard your rights
  • In limited circumstances with your explicit written consent and where appropriate measures are in place to safeguard your rights

If we make an automated decision on the basis of any particularly sensitive personal information, we must have either your explicit written consent or it must be justified in the public interest, and we must also put in place appropriate measures to safeguard your rights.

 

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making unless we have a lawful basis for doing so and we have notified you.

We do not envisage that any decisions will be taken about you using automated means, however, we will notify you in writing if this position changes.

 

13. Data Sharing

 

We may have to share your data with third parties, including clients, third-party service providers and other entities in the group.

We may share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.  We may also need to share your personal information with a regulator or to otherwise comply with the law.

We require third parties to respect the security of your data to treat it in accordance with the GDPR.

We may transfer your personal data outside the EU.  If we do, you can expect a similar degree of protection in respect of your personal information.

Examples of how we may share your personal data with selected third parties include:

  • prospective employers and/or clients for the purposes of assessing your suitability, even where those prospective employers and/or clients wish to remain anonymous until later in the recruitment process;
  • relevant third-party partners, including job boards and payroll service providers; 
  • analytics and search engine providers, some of which may be overseas, that assist us in the improvement and optimisation of our site and with the verification of placements; and
  • identity verification companies for the purpose of validating right to work documents and ID documents; 
  • in the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets;
  • if we or one of our subsidiaries has substantially all of its assets acquired by a third party, in which case personal data held by it about its candidates and clients will be one of the transferred assets; and
  • if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements, or to protect the rights or property of our, our customers' or others' safety. 

 

14. How secure is my information with third-parties

All our third-party service providers and other entities in the group are required to take appropriate security measure to protect your personal information in line with our policies.  We do not allow our third-party service providers to use your personal data for their own purposes.  We only permit them to process your personal data for specified purposes and in accordance with our instructions.

Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else's interests) and you are not capable of giving consent or where you have already made the information public. 

15. Transferring information outside the EU

We may transfer the personal information we collect about you to a country or countries outside the EU in order to perform our contract with you.

Your personal data may be transferred internationally in the following circumstances:

 

  • between and within our Group;
  • to third parties (such as advisers or other suppliers to our Group i.e.: Shipping Agents, Travel Agents, hotels);
  • to overseas clients;
  • to clients within your country who may, in turn, transfer your data internationally; and
  • to a cloud-based storage provider.

 

The country or countries to which we transfer your data are deemed to provide an adequate level of protection for your personal information.

 

However, to ensure that your personal information does receive an adequate level of protection we have put in place the following appropriate measures to ensure that your personal information is treated by those third parties in a way that is consistent with and which respect the EU and UK Laws on data protection.

 

16. Data Security

We have put in place measures to protect the security of your information. 

Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and keep it secure.

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.  In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know.  They will only process your personal information on our instructions and they are subject to a duty of confidentiality.

We have in place procedures to deal with suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

 

17. Your duty to inform us of changes

It is important that the personal information we hold about you is accurate and current.  Please keep us informed if your personal information changes during your relationship with us.

18. Your rights in connection with personal information

Under certain circumstances, by law, you have the right to:

Request access to your personal information.  This is commonly known as ''data Subject access request''.  This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.

Request correction of the personal information that we hold about you.  This enables you to have any incomplete or inaccurate information we hold about you corrected.

Request erasure of your personal information.  This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it.  You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing.

Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground.  You also have the right to object where we are processing your personal information for direct marketing purposes.

Request the restriction of processing of your personal information.  This enables you to ask us to suspend the processing of personal information about you, for example, if you want us to establish its accuracy or the reason for processing it.

Request the transfer of your personal data to another party.

If you wish to review, verify, correct or request erasure of your personal information, object to the processing of your personal data or request that we transfer a copy of your personal information to another party, please contact [Name] in writing.

You will not have to pay a fee to access your personal information (or to exercise any of the other rights), however, we may charge a reasonable fee if your request for access is clearly unfounded or excessive.  Alternative, we may refuse to comply with the request in such circumstances.

When dealing with any request, we may need to request specific information from you to help us confirm your identify and ensure your right to access the information or to exercise any of your other rights.  This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

 

19. Right to withdraw consent

In the limited circumstances where you may have provided your consent to the collection processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that processing at any time.  To withdraw your consent, please contact [name].  Once we have received notification that you have withdrawn your consent we will no longer process your information for the purpose(s) you originally agreed to, unless we have another legitimate basis for doing so in law.

 

20. Data Protection Officer

We have appointed a data protection officer to oversee compliance with this privacy notice.  If you have any questions about this privacy notice or how we handle your personal information, please contact Paul Cave on 01429 868543.

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues.

 

21. Changes to this privacy notice

We reserve the right to update this privacy notice at any time and we will provide you with a new privacy notice when we made any substantial updates.  We may also notify you in other ways from time to time about processing of your personal information.

If you have any questions about this privacy notice, please contact Paul Cave on 01429 868543

 

22. Links to other sites

Our site may, from time to time, contain links to and from the sites of our partner networks, advertisers and affiliates. If you follow a link to any of these sites, please note that these sites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these sites.

 

23. Cookie policy

Our sites use analytical/performance cookies, this helps us to provide you with a good experience when you browse our sites and also allows us to improve our sites. By continuing to browse our sites, you are agreeing to our use of cookies.

A cookie is a small text file that is stored by your browser on your device or the hard drive of your computer, if you agree. Cookies contain information that is transferred to your computer's hard drive or device.

We use the following cookies:

analytical/performance cookies: they allow us to recognise and count the number of visitors and to see how visitors move around our site when they are using it. This helps us to improve the way our site works, for example, by ensuring that users are finding what they are looking for easily;

We do not use the following cookies

 

  • Targeting cookies: Our website does not use Targeting cookies
  • Functionality cookies: Our website does not use Functionality cookies
  • Essential cookies: these are cookies that are required for the operation of our site. They include, for example, cookies that enable you to log into secure areas of our site

 

You may block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.

 

24.  How will we contact you?

We may contact you by phone, text message or email.

To update your contact preferences for Seatechs click jobs@seatechs.com, please state 'update my preferences' in subject line

Any changes to your preferences will be updated within one month of your request.

 

25. How you can contact us

To contact us with any queries around data or this privacy statement, you can contact us in the following ways:

Post: Data Protection Officer, Seatechs Ltd, Hartlepool Enterprise Centre, Brougham Terrace, Hartlepool, TS24 8EY 

Email: info@seatechs.com

Please note we may keep a record of your communications to help us resolve any issues which you raise.

 

26. How you can contact the supervisory authority

The supervisory authority in the UK is the Information Commissioner's Office (ICO).  You can contact them in the following ways:

Phone: 0303 123 1113

Email: casework@ico.org.uk

Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF



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