We process your data in accordance with the terms
of the Data Protection Act 2018, the Data Protection, Privacy and Electronic Communications
(Amendments etc) (EU Exit) Regulations 2019 and the relevant provisions relating to the General Data
Protection Regulation contained within the European Union (Withdrawal) Act 2018 (UK GDPR). This Data
& Privacy Notice explains, in detail, the types of personal data we may collect about you when you
interact with us. It also explains how we'll store and handle that data and keep it safe. Unless
otherwise indicated, references in this Data and Privacy Notice to the GDPR refer to the UK GDPR.
Newcastle Occupational Health and Hygiene Ltd is a data controller for the purposes of the GDPR and is registered with the Information Commissioner’s Office (ICO). Our Data Manager is Mr Andy Hall who can be contacted by email at enquiries@nohhltd.co.uk. Our registration number is ZA738391.
We know that there's a lot of information here, but we want
you to be fully informed about your rights, and how our firm uses your data. We hope the
following sections will answer any questions you have but if not, please do get in touch with us.
Conditions for Processing Data
We are only entitled to hold and process your data where the
law allows us to. The current law on data protection sets out a number of different reasons for
which a law firm may collect and process your personal data. These include:
Contractual obligations
The main purpose for our holding your data is to provide you
with services under the agreement we have with you and to provide you with access to reports and information you have contracted with us to provide to you as well as to keep up you informed about changes to legislation which could affect your business. This agreement is a contract
between us and the law allows us to process your data for the purposes of performing a contract
(or for the steps necessary to enter in to a contract).
Legitimate Interests
In specific situations, we require your data to pursue our
legitimate interests in a way which might reasonably be expected as part of running our business and
which does not materially impact your rights, freedom or interests. This may include to satisfy
our external quality auditors or our Regulators.
Legal compliance
If the law requires us to, we may need to collect and
process your data and we are sometimes obliged to store information for a legally defined time period. For example, we can pass on details of people involved in fraud or other criminal
activity.
Consent
In some situations, we can collect and process your data
with your consent. For example, when you tick a box to receive email newsletters in your account profile. When collecting
your personal data, we'll always make clear to you which data is necessary in connection with a
particular service.
When do we collect your data?
We normally collect your data when you provide it to us or when it is provided to us by others (for example, a sub-contractor or specialist acting on your behalf). You may
give us your data by email; through an online web form; over the telephone; face to face; or by
post. We also collect data automatically with regard to each of
your visits to our website including technical information such as your IP address, the type of device you are using to access our online services, and the operating system your device is running.
What sort of data do we collect?
Information you provide to us
You voluntarily give us your personal information for
instance when:
- you contact us via our website
- you enter into a contract with us
- you submit a testimonial to us
- sign up to any newsletters
- interact with us on social media platforms, and/or
- use our services
Where we request information from you we will collect information relevant to the service you are using or intend to use but if you would like to know more please don't hesitate to contact us.
Client services
We collect your name and contact details. This may include
asking for and keeping a copy of documents confirming the legal status of your business and/or persons with significant control. We may gather details of your age; ethnicity; gender etc. and we also collect and hold information about your business, your requirements, and/or
notes relating to specific issues your business is facing or may face.
Website or third party sources
We collect certain related technical information including,
but not limited to, traffic data, location data, logs (including, where available, the IP address and
location of the device connecting to the online services and other technical information and
identifiers about the device and the nature of the visit such as clickstream to, through and from our
website) and other communication data, and the resources that you use. On occasions, we acquire information from other companies,
to collect information about how visitors to our website use the site. Information is also
collected about how you arrived at our websites in the first place, including what links or adverts
you have viewed or clicked on to reach us, or any search terms you have used. We do this to maintain
and improve our website, getting a better understanding of visitor and client profiles and
ultimately delivering a better experience. Information may be collected through the use of cookies or
pixels.
How do we use your data?
We may use your data to notify you of our other services but
only where we have your consent to do so.
Provision of services
We only use your data for the purposes of providing you with
business services, information, assistance and where appropriate, representation and for reasons directly
associated with those services (i.e. providing information to quality auditors; etc.). In particular:
- to deliver our services
- to manage our relationship and communicate with you
- to provide you with advice or guidance about our services
- to make and manage payments
- to respond to complaints and seek to resolve them
- to train our staff and measure the quality of the service
we give to clients
- to enable our suppliers and technology specialists to assist you and provide support to you when you use our online services and technology platforms
- to notify you of our other services which may be appropriate for your business requirements
Regulatory
We also use data to communicate with our regulators or
legislators and to obey laws, regulations and codes of conduct that apply to us.
Website enhancement and business development
We also use data to develop our business and services. In
particular:
- to respond to individual experiences shared with us and
for editorial content
- to enhance your online experience
- to conduct research and surveys
- to develop and manage our services including marketing of
new or enhanced services
- to research your views and experiences for research and
editorial purposes, including through requests for feedback on our services
- to understand your website journey, including what pages
you have viewed and for how long
- to administer and keep safe and secure our website and for
internal operations, including data analysis, testing, statistical purposes
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. 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. By law, we may not place cookies on your computer without
your consent, unless they are strictly necessary to the operation of the service that we provide on
the Website. 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. We may use Google Analytics to monitor how our website is being
used so we can make improvements. Any use we make of Google Analytics requires us to pass to Google
your IP address (but no other information). Google uses this information to prepare site usage reports
for us, but Google may also share this information with other Google services. In particular,
Google may use the data collected to contextualize and personalize the ads of its own advertising
network. Related information:
If you have any queries about the cookies that we use, or
would like more information, please contact us.
How do we protect your data?
We take protecting your data very seriously. The data you give us may be subject to Non-Disclosure Agreements and may contain information related to your business which may be commercially sensitive and/or
confidential. With this in mind we will treat your data with the utmost
care and take all appropriate steps to protect it. We have clear data protection and information
security policies and procedures in place (along with Regulatory and other legal obligations to keep
your data safe) and these are regularly assessed as part of our Quality Standards and compliance
processes. We protect our IT system from Cyber Attack. Access to your
personal data is password-protected, and sensitive data is secured by encryption. We regularly monitor our system for possible vulnerabilities
and attacks, and we carry out penetration testing to identify ways to further strengthen
security.
How long will we keep your data?
We only keep your data for as long as is necessary for the
purpose(s) for which it was provided. Normally this is for six years after your agreement to provide services to you has ended (general enquiries where we do not enter into a contract with you are kept for only 6 months). This is because we are required to keep client files for that period by our Regulator and/or other bodies. This also protects you should you be unhappy with our services as we will have access to your data for a significant period of time. Specific data collected during contracted occupational hygiene investigations will be retained in accordance with the specific requirements of Health and Safety Law.
Who do we share your personal data with?
We sometimes share your personal data with trusted third
parties. We only do this where it is necessary for providing you services or for the
effective operation of our business or to ensure that you are able to access our full range of online services. For example, we may share your data with with a technical support specialist who can help you with access to our online services, our web developers who can assist with technical problems you may have when accessing our online services (for example, resetting your password), our web hosting company and server management specialists and others who, from time to time, may need to have access to enough of your data to help them to ensure you get the best of what we have to offer you. We apply a strict policy to those recipients or data
processors to keep your data safe and protect your privacy. In particular,:
- We only share your data with companies and individuals registered with the Information Commissioners Office in the UK.
- We provide only the information they need to perform their
specific services.
- They may only use your data for the exact purposes we
specify in our contract with them.
- We work closely with them to ensure that your privacy is
respected and protected at all times.
- If we stop using their services, any of your data held by
them will either be deleted or rendered anonymous.
Where is your data processed?
Your data is stored and processed within the United Kingdom
(UK). If we ever have to share your personal data with third parties and suppliers outside the
UK we will seek your specific consent to do so.
What are your rights?
- You have rights under the GDPR and these include the right
to be informed what information we hold about you. In particular, you have the right to
request:
- access to the personal data we hold about you – commonly
referred to as a ‘data subject access request’, this is free of charge in most cases
- the correction of your personal data when incorrect, out
of date or incomplete
- that we stop or restrict any consent-based processing of
your personal data after you have withdrawn consent, or object and we have no legitimate
overriding interest, or once the purpose for which we hold the data has come to an end
- the deletion all your personal information in certain
circumstances, for instance, if the information is no longer necessary for the purposes for
which it was collected
You also have the right to request a copy of any information
about you that we hold at any time.
For further details on your rights, please visit the
Information Commissioner’s Office at https://ico.org.uk/your-data-matters/
Your right to withdraw consent
Whenever you have given us your consent to use your personal
data, you have the right to change your mind at any time and withdraw that consent.
Where we rely on our legitimate interest
In cases where we are processing your personal data on the
basis of our legitimate interest, you can ask us to stop for reasons connected to your individual
situation. We must then do so unless we believe we have a legitimate overriding reason to continue
processing your personal data.
Contact Details
For information on how your information is used, how we maintain the security of our information, and to exercise your rights to access information we hold on you, please contact us. Similarly, if you believe that the information we hold is wrong or out of date, please let us know and we will update it. The person in this firm responsible for data protection is Mr Andy Hall who is our Managing Director. Enquiries and requests can be sent to him by telephone on 0191 410 5495, by emailing enquiries@nohhltd.com or in writing to Newcastle Occupational Health and Hygiene Ltd, J33 The Avenues, Team Valley Trading Estate, Gateshead, Tyne and Wear, NE11 0NJ.
Links to other websites
Our website may contain links to other websites of interest.
However, once you have used these links to leave our site, you should note that we do not have
any control over that other website. Therefore, we cannot be responsible for the protection and
privacy of any information which you provide whilst visiting such sites and such sites are not
governed by this policy. You should exercise caution and look at the privacy statement or policy
applicable to the website in question.
The Regulator
If you feel that your data has not been handled correctly,
or you are unhappy with our response to any requests you have made to us regarding the use of your
personal data, you have the right to lodge a complaint with the Information Commissioner's
Office. You can contact them by calling 0303 123 1113 or go online to www.ico.org.uk/concerns (opens in a new
window; please note we can't be responsible for the content of external websites)