Your privacy is important to us. It is I-Finity Associates Ltd's policy to respect your privacy regarding any information we may collect from you across our website, https://www.i-finity.co.uk, and other sites we own and operate.

1. Information we collect

Log data

When you visit our website, our servers may automatically log the standard data provided by your web browser. It may include your computer’s Internet Protocol (IP) address, your browser type and version, the pages you visit, the time and date of your visit, the time spent on each page, and other details.

Device data

We may also collect data about the device you’re using to access our website. This data may include the device type, operating system, unique device identifiers, device settings, and geo-location data. What we collect can depend on the individual settings of your device and software. We recommend checking the policies of your device manufacturer or software provider to learn what information they make available to us.

Personal information

We may ask for personal information, such as your:

  • Name
  • Email
  • Phone/mobile number

Recruitment and Employment

Personal information

During the Recruitment Process we will ask for personal data including:

  • Name
  • Email
  • Phone/mobile number
  • Address
  • Right to Work proof e.g. copy of passport or birth certificate
  • Education and employment history
  • Personal and employment references

Following Employment with us we will ask for, or collect, and retain additional personal data including:

  • Bank account details
  • Details of next of kin
  • NI Number
  • Tax Code
  • Disciplinary records
  • Training Records
  • Accident Records

We will also collect and retain Special Category Data including:

  • Medical information including health declarations and any subsequent Occupational Health referrals.
  • Equality and Diversity monitoring data

2. Legal bases for processing

We will process your personal information lawfully, fairly and in a transparent manner. We collect and process information about you only where we have legal bases for doing so.

These legal bases depend on the services you use and how you use them, meaning we collect and use your information only where:

  • it’s necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract (for example, when we provide a service you request from us);
  • it satisfies a legitimate interest (which is not overridden by your data protection interests), such as for research and development, to market and promote our services, and to protect our legal rights and interests;
  • you give us consent to do so for a specific purpose (for example, you might consent to us sending you our newsletter); or
  • we need to process your data to comply with a legal obligation.

Where you consent to our use of information about you for a specific purpose, you have the right to change your mind at any time (but this will not affect any processing that has already taken place).

We don’t keep personal information for longer than is necessary. While we retain this information, we will protect it within commercially acceptable means to prevent loss and theft, as well as unauthorised access, disclosure, copying, use or modification. That said, we advise that no method of electronic transmission or storage is 100% secure and cannot guarantee absolute data security. If necessary, we may retain your personal information for our compliance with a legal obligation or in order to protect your vital interests or the vital interests of another natural person.

Recruitment and Employment

We will collect, process, store and retain your personal data in line with the GDPR (2018) on the lawful bases of Article 6 (a), (b) and (c):

(a) Consent: the individual has given clear consent for you to process their personal data for a specific purpose.

(b) Contract: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.

(c) Legal obligation: the processing is necessary for you to comply with the law (not including contractual obligations).

We will hold special category data on the lawful basis of Article 6 (a), (b) and (c) and Article 9 (2)(b) of the GDPR:

(b) processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law in so far as it is authorised by Union or Member State law or a collective agreement pursuant to Member State law providing for appropriate safeguards for the fundamental rights and the interests of the data subject.

3. Collection and use of information

We may collect, hold, use and disclose information for the following purposes and personal information will not be further processed in a manner that is incompatible with these purposes:

  • to enable you to customise or personalise your experience of our website;
  • to contact and communicate with you;
  • for analytics, market research and business development, including to operate and improve our website, associated applications and associated social media platforms; and
  • for advertising and marketing, including to send you promotional information about our products and services and information about third parties that we consider may be of interest to you.

Recruitment and Employment

We may collect, process, store and retain personal and special category data for the following purposes. Personal and special category data will not be further processed in a manner that is incompatible with these purposes:

  • Running payroll
  • Maintaining personnel records
  • Meeting our legal and regulatory requirements e.g. HMRC, HSE etc.
  • Demonstrating compliance with UK Employment Legislation and Regulations
  • Performing basic employee administration tasks
  • Managing Employee performance.

4. Recruitment and Employment: Storage and retention of personal data

We will take all reasonable steps to ensure that any personal or special category data that we hold on you is stored securely and that we guard against accidental or malicious corruption or breach of your data.

Data will be retained for no longer than is necessary. The exact duration will depend on the nature of the data and whether there are other regulations and legislation controlling retention schedules for that data e.g. tax records etc.

As a general rule recruitment data will be deleted or anonymised 6 months after hire, employment records will be deleted or anonymised 6 years after the end of employment.

5. Disclosure of personal information to third parties

We may disclose personal information to:

  • third party service providers for the purpose of enabling them to provide their services, including (without limitation) IT service providers, data storage, web-hosting and server providers, analytics, debt collectors, maintenance or problem-solving providers, marketing or advertising providers, professional advisors and payment systems operators;
  • our employees, contractors and/or related entities;
  • third parties, including agents or sub-contractors, who assist us in providing information, products, services or direct marketing to you; and
  • third parties to collect and process data.

6. International transfers of personal information

The personal information we collect is stored and processed where we or our partners, affiliates and third-party providers maintain facilities. By providing us with your personal information, you consent to the disclosure to these overseas third parties.

We will ensure that any transfer of personal information from countries in the European Economic Area (EEA) to countries outside the EEA will be protected by appropriate safeguards, for example by using standard data protection clauses approved by the European Commission, or the use of binding corporate rules or other legally accepted means.

Where we transfer personal information from a non-EEA country to another country, you acknowledge that third parties in other jurisdictions may not be subject to similar data protection laws to the ones in our jurisdiction. There are risks if any such third party engages in any act or practice that would contravene the data privacy laws in our jurisdiction and this might mean that you will not be able to seek redress under our jurisdiction’s privacy laws.

7. Your rights and controlling your personal information

Choice and consent: By providing personal information to us, you consent to us collecting, holding, using and disclosing your personal information in accordance with this privacy policy. If you are under 16 years of age, you must have, and warrant to the extent permitted by law to us, that you have your parent or legal guardian’s permission to access and use the website and they (your parents or guardian) have consented to you providing us with your personal information. You do not have to provide personal information to us, however, if you do not, it may affect your use of this website or the products and/or services offered on or through it.

Information from third parties: If we receive personal information about you from a third party, we will protect it as set out in this privacy policy. If you are a third party providing personal information about somebody else, you represent and warrant that you have such person’s consent to provide the personal information to us.

Restrict: You may choose to restrict the collection or use of your personal information. If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by contacting us using the details below. If you ask us to restrict or limit how we process your personal information, we will let you know how the restriction affects your use of our website or products and services.

Access and data portability: You may request details of the personal information that we hold about you. You may request a copy of the personal information we hold about you. Where possible, we will provide this information in CSV format or other easily readable machine format. You may request that we erase the personal information we hold about you at any time. You may also request that we transfer this personal information to another third party.

Correction: If you believe that any information we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, please contact us using the details below. We will take reasonable steps to correct any information found to be inaccurate, incomplete, misleading or out of date.

Notification of data breaches: We will comply laws applicable to us in respect of any data breach.

Complaints: If you believe that we have breached a relevant data protection law and wish to make a complaint, please contact us using the details below and provide us with full details of the alleged breach. We will promptly investigate your complaint and respond to you, in writing, setting out the outcome of our investigation and the steps we will take to deal with your complaint. You also have the right to contact a regulatory body or data protection authority in relation to your complaint.

Unsubscribe: To unsubscribe from our e-mail database or opt-out of communications (including marketing communications), please contact us using the details below or opt-out using the opt-out facilities provided in the communication.

Recruitment and Employment

If you wish to exercise any of the following rights then the normal process is to write to or email the I-Finity Data Controller support@i-finity.co.uk

Right to be Informed: This Privacy notice, together with the I-Finity website privacy notice, your contract of employment and the employee handbook, constitute execution of our duty under the right to be informed. If the nature of the data we collect changes or the nature of the processing changes we will issue additional communications.

Right of Access: You have the right to request access to any personal or special category data that we hold about you. This is called a Subject Access Request.

Right to Rectification: If you believe that the data we hold on you is factually incorrect you have the right to request rectification. We will respond to your request within 1 month of receiving it. We may refuse to amend data if: the data is an opinion and held as such, the data is deemed to already be factually correct, the request in manifestly unfounded or excessive. In these circumstances we will write to you to explain our decision.

Right to Erasure: Under Article 17 of the GDPR individuals have the right to have personal data erased. This is also known as the ‘right to be forgotten’. The right is not absolute and only applies in certain circumstances.

Right to Restrict Processing: This right will normally only apply as a temporary measure while data accuracy is being verified.

Right to Data Portability: You may request details of the personal information that we hold about you. You may request a copy of the personal information we hold about you. Where possible, we will provide this information in CSV format or other easily readable machine format. You may request that we erase the personal information we hold about you at any time. You may also request that we transfer this personal information to another third party.

Right to Object: This right is only absolute in the case of direct marketing, for all other categories of processing limits apply.

Notification of data breaches: We will comply laws applicable to us in respect of any data breach.

Complaints: If you believe that we have breached a relevant data protection law and wish to make a complaint, please contact us using the details below and provide us with full details of the alleged breach. We will promptly investigate your complaint and respond to you, in writing, setting out the outcome of our investigation and the steps we will take to deal with your complaint. You also have the right to contact a regulatory body or data protection authority in relation to your complaint.

8. Cookies

We use “cookies” to collect information about you and your activity across our site. A cookie is a small piece of data that our website stores on your computer, and accesses each time you visit, so we can understand how you use our site. This helps us serve you content based on preferences you have specified. Please refer to our Cookie Policy for more information.

9. Business transfers

If we or our assets are acquired, or in the unlikely event that we go out of business or enter bankruptcy, we would include data among the assets transferred to any parties who acquire us. You acknowledge that such transfers may occur, and that any parties who acquire us may continue to use your personal information according to this policy.

10. Limits of our policy

Our website may link to external sites that are not operated by us. Please be aware that we have no control over the content and policies of those sites, and cannot accept responsibility or liability for their respective privacy practices.

11. Changes to this policy

At our discretion, we may change our privacy policy to reflect current acceptable practices. We will take reasonable steps to let users know about changes via our website. Your continued use of this site after any changes to this policy will be regarded as acceptance of our practices around privacy and personal information.

If we make a significant change to this privacy policy, for example changing a lawful basis on which we process your personal information, we will ask you to re-consent to the amended privacy policy.

I-Finity Associates Ltd Data Controller
Support
support@i-finity.co.uk

This policy is effective as of August 1, 2018.