Privacy Notice and Cookie Policy
This Privacy Notice and Cookie Policy tells you what to expect us to do with your personal information.
· What information we collect, use, and why
· Cookies
· Lawful bases and data protection rights
· Where we get personal information from
· How long we keep information
· Who we share information with
Contact details
Post
Myriad Construction Ltd, Unit 2, Clifton Farm, Camberlot Road, Upper Dicker, HAILSHAM, East Sussex, BN27 3QG, GB
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery:
· Names and contact details
· Addresses
· Date of birth
· Purchase or account history
· Payment details (including card or bank information for transfers and direct debits)
· Account information
· Website user information (including user journeys and cookie tracking)
· Photographs or video recordings
· Call recordings
· Records of meetings and decisions
· Information relating to compliments or complaints
We collect or use the following information for the operation of customer accounts and guarantees:
· Names and contact details
· Addresses
· Payment details (including card or bank information for transfers and direct debits)
· Purchase history
· Account information, including registration details
We collect or use the following information to comply with legal requirements:
· Name
· Contact information
· Identification documents
· Financial transaction information
· Health and safety information
· Safeguarding information
We also collect or use the following special category information to comply with legal requirements. This information is subject to additional protection due to its sensitive nature:
· Health information
We collect or use the following information for recruitment purposes:
· Contact details (e.g., name, address, telephone number or personal email address)
· Date of birth
· National Insurance number
· Copies of passports or other photo ID
· Employment history (e.g., job application, employment references or secondary employment)
· Education history (e.g., qualifications)
· Right to work information
We also collect or use the following special category information for recruitment purposes. This information is subject to additional protection due to its sensitive nature:
· Health information
We collect or use the following personal information for dealing with queries, complaints or claims:
· Names and contact details
· Address
· Payment details
· Account information
· Purchase or service history
· Video recordings of public areas
· Video recordings of private or staff only areas
· Call recordings
· Witness statements and contact details
· Relevant information from previous investigations
· Customer or client accounts and records
· Financial transaction information
· Information relating to health and safety
· Correspondence
We also collect the following special category information for dealing with queries, complaints or claims. This information is subject to additional protection due to its sensitive nature:
· Health information
Cookies
This website uses cookies and similar technologies, which are small files or pieces of text that download to a device when a visitor accesses a website or app. For information about viewing the cookies dropped on your device, visit ‘The cookies Squarespace uses’.
These necessary and required cookies are always used, which allow Squarespace, our hosting platform, to securely serve this website to you.
These analytics and performance cookies are used on this website, as described below, only when you acknowledge our cookie banner. This website uses analytics and performance cookies to view site traffic, activity, and other data.
This website collects personal information to power our site analytics, including:
· Information about your browser, network, and device
· Web pages you visited prior to coming to this website
· Your IP address
This information may also include details about your use of this website, including:
· Clicks
· Internal links
· Pages visited
· Scrolling
· Searches
· Timestamps
We provide this information to Squarespace, our website analytics provider, to learn about site traffic and activity.
When you submit information to this website via webform, we collect the data requested in the webform in order to track and respond to your submissions. We provide this information to Squarespace, our website hosting provider, so that they can provide website services to us and help us manage our relationship with you.
This website is hosted by Squarespace. Squarespace collects personal information when you visit this website, including:
Information about your browser, network and device
Web pages you visited prior to coming to this website
Web pages you view while on this website
Your IP address
Squarespace needs the data to run this website, and to protect and improve its platform and services. You can read more about how Squarespace uses your data (site usage information of end users) for its own purposes in their Privacy Policy.
This website serves font files from and renders fonts using Google Fonts and Adobe Fonts. To properly display this site to you, these third parties may receive personal information about you, including:
Information about your browser, network, or device
Information about this site and the page you’re viewing on it
Your IP address
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
· Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
· Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
· Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
· Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
· Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
· Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
· Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide services and goods are:
· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:
· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for legal requirements are:
· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
· Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
Our lawful bases for collecting or using personal information for recruitment purposes are:
· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Where we get personal information from
· Directly from you
· CCTV footage or other recordings
· Previous employers
· Suppliers and service providers
How long we keep information
We will keep personal data for no longer than necessary for the stated purpose/ for the length of time defined in the schedule unless there is a legal requirement to destroy it sooner.
When a record has reached the end of its retention period it will be reviewed or safely disposed of.
Schedule
Core personnel records, inc. contracts, job history, disciplinary records, and performance documentation – 6 years after the end of employment.
Disciplinary and Grievance records – 12 months after the warning has expired, unless there is unresolved litigation, then they will have to be kept longer.
Payroll and Tax records, inc. payslips, timesheets, PAYE information, and deductions – 6 years
Accounting Records, inc. invoices, quotes, receipts, bank statements, etc. – 6 years from the end of the accounting period they relate to.
VAT Records, inc. VAT invoices, import/export documents, and VAT account calculations – 6 years.
Right to Work documentation, inc. immigration checks and eligibility evidence, i.e., Passport, Biometric details, etc. – 2 years after the end of employment.
Health and Safety Records, inc. accident logs, RIDDOR reports, and training records – minimum 3 years, longer where there are exposure related risks, an ongoing investigation, or a serious injury or dangerous occurrence.
COSHH, inc. exposure evidence, health surveillance and insurance evidence– 40 years due to the long latency of some conditions.
Employer’s Liability Insurance, inc. Certificates and related claims records and evidence – 40 years to evidence cover if historic disease claims arise.
Customer Account and Contract Records – 6 years after the contract ends.
B2B and Supplier Agreements – 6 years after termination/expiry in case of breach of contract claims.
Deeds – At least 12 years after termination/expiry.
CCTV – 90 days (unless needed for an investigation).
Visitor Logs – 2 years.
Unsuccessful job applications – 6 months, unless consent has been obtained to retain for talent pool.
Statutory Company Records, inc. registers of members, directors, PSC, charges, minutes, resolutions – for the life of the company, or 10 years after dissolution where possible.
DPIA and ROPA – While processing continues +3 years.
Who we share information with
Data Processors
Figures Consultancy Ltd
This data processor does the following activities for us: Accountancy, they deal with our Payroll.
Swiftech
This data processor does the following activities for us: I.T. Service provider and manage our Microsoft Account and our Cyber Security, including Phishing and Malware Software.
Others we share personal information with
· Insurance companies
· Relevant regulatory authorities
· Warranty and guarantee providers
· Professional consultants
· Organisations we’re legally obliged to share personal information with
· Emergency services
· Previous employers
· Suppliers and service providers
How to complain
If you have any concerns about our use of your personal information, you can make a data protection complaint to us:
Email: info@myriadconstruction.co.uk
Post: Myriad Construction Ltd, Unit 2, Clifton Farm, Camberlot Road, Upper Dicker, Hailsham, East Sussex, BN27 3QG
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint