Privacy, Data Protection and GDPR Policy

 
 
 

This privacy and data protection policy sets out how LandScope Engineering Ltd processes and protects any personal data that you give to LandScope when using the company website or by contacting the company by e-mail or telephone. It also details how employees’, sub-contractors’ and job applicants’ personal information is handled.

LandScope is committed to abide by this policy and act in compliance with the requirements of the UK Data Protection Act 2018 and all other applicable laws in the operation of its business.

How We Use Your Personal Data

What we collect about you and how we do this depends upon your relationship with LandScope and which LandScope services you might use, as explained below:

Enquiries

Online, email and telephone enquiries are logged within our enquiries database. The data from the information you have provided will be processed in order to facilitate a response to your request. We will respond with a telephone call, email or formal quote depending upon the context of your query; possibly each of these. We might also ask you to supply further information in order to provide an accurate and detailed quotation.

Enquiry data may also be used by the commercial team in order to improve and refine the services offered, such as filtering by business sector or location.

Clients

Details of survey projects are logged on our projects database. Documents and information pertaining to the organisation of these projects, and the associated deliverable outputs, will be stored on the company server and then archive folders in due course. These folders are backed up to remote servers processed by our ISO 27001 accredited IT provider. Project information will be stored for a minimum of seven years. If you require further copies of your survey deliverables at any point please get in touch.

In order to administer the project, we may also need to pass details of the site and contact details of employees to third party sub-contractors. All sub-contractors are screened and have contracts in place to ensure that they will manage and protect personal data securely. Non-disclosure agreements are also arranged when requested.

Employees

We collect and process only the information that is required by law, or which is necessary for the Company to administer its business activities. Your personal details will be stored within a controlled area on the company server. We will pass on details of your salary and banking information to approved third party payroll and pension service providers when relevant, and other personal data to government bodies as required.

Personal data for identification purposes, such as National Insurance number, driving licence or passport, may be passed on to clients for security vetting at project sites, or may be used for other business needs such as transport, travel and accommodation bookings. Details of academic qualifications, professional training and curriculum vitae information may be used to apply for tenders and contracts. It might also be necessary to provide fit-for-work and drug testing certificates to clients.

Your emergency contact details will be shared amongst staff to ensure efficient support both within and outside of office hours. Information about your health will likewise be shared within the team when appropriate and in consultation with you in order to allocate appropriate projects and work tasks.

Sub-Contractors

By contractual agreement, personal data pertaining to sub-contracted employees may be passed on to clients in order to apply for as well as facilitate projects, as detailed above for employees.

Job Applicants

Your Curriculum Vitae and any other details provided by you will be stored in a secure area of the company server and may be distributed by email or printed means to the management team and interview panel. After the application process has been completed, any paper copies will be destroyed. The electronic copy will be kept in case a future employment opportunity at LandScope arises for which you would be suitable.

CCTV

The LandScope premises have CCTV devices surveying the properties to provide 24-hour security for the purpose of crime prevention and public safety.

Sensitive Personal Information

Some of the information you provide to us may be sensitive personal data, such as medical history, criminal convictions or racial/ethnic origin. We will only ever use sensitive personal data where this is essential to make reasonable adjustments to help facilitate our services.

Confidentiality, Storage and Security of Personal Data

The confidentiality and security of your personal information is very important. Any personal information you provide will be held securely, and your personal information will not be sold or traded to another organisation or company.

In order to carry out our functions we may sometimes need to share information with government departments, the emergency services, law enforcement agencies, and public authorities (such as the Employment Tribunals Service). However, we will only do this where it is permitted by law.

We ensure that any personal data shared with an external company or service that we employ as part of our work will be held securely. Your personal information is only used by them to provide the services or information that has been requested.

LandScope safeguards the information you provide to us using physical, electronic and management procedures. For example, industry-standard Secure Sockets Layer (SSL) encryption is used on web pages where we collect personal information electronically over an internet connection.

We manage risks around the use of personal data using the ’10 Steps to Cyber Security’ framework, managed by The National Cyber Security Centre (a part of the government). Security of our Information Technology (IT) systems are evaluated using Her Majesty’s Government (HMG) Security Policy Framework.

Data Transfers

In the event that your data is transferred outside the EU to the US by any of our IT providers, we can confirm that we have performed due diligence to ensure that they comply with the EU-U.S. Privacy Shield Framework as set forth by the U.S. Department of Commerce regarding the collection, use, and retention of Personal Data from European Union member countries.  To learn more about the Privacy Shield program please visit https://www.privacyshield.gov/

Lawful Basis for Processing

The lawful basis for processing your data is on several different basis and we may use any or all of these:

Your Rights Under Data Protection Law

You have a right to request a copy of the information that LandScope holds about you.

You may also have the right to have your personal information erased; to restrict our use of your personal data; to object to our processing of your personal data; and to obtain and reuse your personal data for your own purposes across different services (‘data portability’).

If you wish to make a Subject Access Request, Right to Erasure Request or have any other personal data queries, you may make your request verbally or in writing and LandScope will respond within one thirty days. Please send requests to:

LandScope Engineering Ltd, The Chart House, Picklescott, Church Stretton, SY6 6NT

Telephone: 01694 731930

Email: enquiries@land-scope.com

Use of Our Website and Social Networking

When you visit our website, we collect your Internet Protocol (IP) address as a unique identifier. We also collect the following:

Our website offers you the opportunity to ‘like’ or ‘share’ information about LandScope on your social media networks. We also maintain pages on some of the largest social media networks.

Sharing your personal data with a social media network may result in that information being collected by the social network provider or result in that information being made publicly available.

LandScope cannot control or endorse any policies or practices of external social media networks whose functionality you may access through our website. You should always read the privacy policy, and check your privacy settings, on any social media network through which you might share information over.

Cookies are small pieces of data sent to your computer when you visit the website, and which enable us to collect information about you. They are stored in the cookie directory of your hard-drive, and do not necessarily expire at the end of your session. Session cookies are automatically deleted when you close your browser.

Further information on our use of cookies is available on request.

The LandScope website may contain links to websites of third parties. These websites are not covered by this Privacy Statement and LandScope is not responsible for the privacy practices within any of these other websites. You should be aware of this when you leave the website and we encourage you to read the privacy statements of other websites.

Changes to this Privacy Statement

If this Privacy and Data Protection Policy changes in any way, we will place an updated version on the LandScope Privacy Policy webpage. If you do not agree with the changes we make, please do not continue to use the website. Alternatively get in touch via the address detailed above. Regularly reviewing this webpage ensures you are always aware of what information we collect, how we use it and under what circumstances, if any, we will share it with other parties.