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Security & Privacy Policy

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  1. IMPORTANT INFORMATION AND WHO WE ARE  

PURPOSE OF THIS PRIVACY POLICY   

This privacy policy aims to give you information on how Inspecs Limited and its group companies collects and processes your personal data through your use of this website, including any data you may provide through this website when you sign up to our newsletter or send us your information to make an enquiry. 

This website is not intended for children, and we do not knowingly collect data relating to children. 

It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them. 

 

CONTROLLER   

Inspecs Limited is the controller and responsible for your personal data (collectively referred to as Inspecs “we”, “us” or “our” in this privacy policy). 

The Inspecs Group is made up of different legal entities. This privacy policy is issued on behalf of the Inspecs Group so when we mention Inspecs “we”, “us” or “our” in this privacy policy, we are referring to the relevant company in the Inspecs Group responsible for processing your data. Inspecs Limited is the controller and responsible for this website. 

We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, please contact the DPO using the details set out below. 

 

CONTACT DETAILS   

If you have any questions about this privacy policy or our privacy practices, please contact our DPO by writing to Data Protection Officer, Inspecs Limited, 7-10 Kelso Place, Upper Bristol Road, Bath, BA1 3AU. 

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. Their contact details are Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Contact Number: 0303 123 1113. Website: www.ico.org.uk.  

We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance. 

CHANGES TO THE PRIVACY POLICY AND YOUR DUTY TO INFORM US OF CHANGES   

We keep our privacy policy under regular review. 

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

 

THIRD-PARTY LINKS   

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit. 

 

  1. THE DATA WE COLLECT ABOUT 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 (anonymous data). 

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows: 

  • Identity Data includes name and email. 

  • Contact Data includes name and email and address if you provide it to us. 

  • Usage Data includes information about how you use our website, products and services. 

  • Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences. 

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy. 

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences. 

IF YOU FAIL TO PROVIDE PERSONAL DATA   

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us, but we will notify you if this is the case at the time. 

 

  1. HOW IS YOUR PERSONAL DATA COLLECTED? 

We use different methods to collect data from and about you including through: 

  • Direct interactions. You may give us your Identity and Contact Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you give us feedback or contact us. 

  • Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies. Please see our cookie policy  for further details. 

  • Third parties or publicly available sources. We will receive personal data about you from various third parties such as Analytics companies. 

 

  1. HOW WE USE YOUR PERSONAL DATA 

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: 

  • Where we need to perform the contract, we are about to enter into or have entered into with you. 

  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. 

  • Where we need to comply with a legal obligation. 

Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us. 

THIRD-PARTY MARKETING   

We will get your express opt-in consent before we share your personal data with any third party for marketing purposes. 

OPTING OUT   

You can ask us or third parties to stop sending you marketing messages at any time. 

COOKIES   

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our cookie policy 

 CHANGE OF PURPOSE   

We will only use your personal data 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 you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us. 

If we need to use your personal data 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 data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law. 

 

  1. DATA SECURITY 

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

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

 

  1. DATA RETENTION 

HOW LONG WILL YOU USE MY PERSONAL DATA FOR?   

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you. 

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, regulatory, tax, accounting or other requirements. 

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you. 

 

  1. YOUR LEGAL RIGHTS 

Under certain circumstances, you have rights under data protection laws in relation to your personal data. 

NO FEE USUALLY REQUIRED   

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances. 

WHAT WE MAY NEED FROM YOU   

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response. 

TIME LIMIT TO RESPOND   

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated. 

 

8.     GENERAL INFORMATION  

WHO IS THE DATA CONTROLLER? 

The accreditation system currently being accessed (hereinafter, the “System”) is managed by INSPECS Group (hereinafter, “INSPECS”), with registered office at 7-10 Kelso Place, Upper Bristol Road, Bath, BA1 3AU, United Kingdom. 

Controller. 

In its capacity as Data Controller, INSPECS determines the purposes and means of the processing of personal data collected within the Site. 

 

9.     PERSONAL DATA PROCESSED 

A) WHICH PERSONAL DATA ARE PROCESSED? 

INSPECS processes the following categories of personal data: 

  1. Personal data (Name, Surname, email, Company of origin, etc.); 

  1. Information about your internal contact at INSPECS; 

  1. Any personal data acquired during navigation on INSPECS’s internal network through your devices (e.g., by accessing Wi-Fi, some information will be acquired, such as the device’s IP address and network access credentials). 

 

B)  HOW DO WE USE THESE PERSONAL DATA? 

Personal data under section 9.a above shall be processed for the following purposes, respectively: 

  1. Issue your entrance badge and provide access to INSPECS’s various services; 

  1. Check the truthfulness of the relationship between you and your internal contact; 

  1. Check that access to the building and to the internal areas is not contrary to INSPECS’s policies; 

  1. Check that internet surfing is not contrary to INSPECS’s policies. 

 

C) WHICH IS THE LEGAL BASIS OF DATA PROCESSING? 

We process Personal Data for the performance of a contract to which the user is a party. 

  1. In the event the registration to the System is carried out by external parties (e.g., candidates, consultants), the processing of personal data is necessary for the execution of the contract between INSPECS and the data subject or for the execution of pre-contractual measures requested by the data subject (e.g., participation in a selection procedure). In such a case the user is free to provide the data. Failure to provide personal data will not have negative consequences for the data subject. However, failure to provide the aforementioned information would make it impossible to gain access to the INSPECS building and consequently to take part in the selection procedures. 

  1. The processing of personal data is necessary for the pursuit of INSPECS’s legitimate   interest. 

  1. In some cases, INSPECS has a legitimate interest in the processing of the user’s personal data. For example, access to personal data collected (through the System or via Wi-fi) is necessary for INSPECS’s legitimate interest in order to verify compliance with internal policies on the use of information systems and access to the building. 

 

D) TO WHOM USER’S PERSONAL DATA WILL BE DISCLOSED WITH? 

Personal data provided by the user shall be disclosed to: 

  1. INSPECS’s employees, trained and authorised for the processing; 

  1. Companies belonging to INSPECS Group with which contractual agreements are in force for the management of personal data (e.g., appointments as data processor); 

  1. Third-party companies used by INSPECS to carry out its business activities (e.g. telecommunication companies, IT companies, recruitment agencies) expressly appointed as Data Processors. 

 

E) WHERE DO WE TRANSFER PERSONAL DATA? 

Depending on the case, some of the companies belonging to the categories mentioned under point 9.d (2,3) may be located in countries that do not offer an appropriate level of personal data protection. In such cases, the transfer of personal data for legitimate business-related purposes will be subject to specific data transfer agreements that incorporate standard data protection clauses between INSPECS, and the companies involved. Further details of the transfers described above, and the safeguards deployed regarding such transfers are available from us. For such information, please contact our DPO by writing to Data Protection Officer, Inspecs Limited, 7-10 Kelso Place, Upper Bristol Road, Bath, BA1 3AU. 

F) HOW LONG WILL WE PROCESS USER’S PERSONAL DATA?                     The user’s personal data are stored for no longer than is necessary for the processing activity for which they have been provided. 

More specifically: 

  1. System registration data are stored for one year after they are entered; 

  1. Data relating to navigation on the INSPECS network are stored for 12 months from the last access. 

 

G) DATA PROVIDED BY USERS UNDER 16 YEARS OF AGE 

The System is not intended for users under the age of 16 and INSPECS does not intentionally collect any personal information from them. If information about minors is accidentally recorded, INSPECS will promptly delete such minors’ personal information, unless the personal data of these users is disclosed with the express consent of the person exercising parental guardianship over them. 

 

10.  RIGHTS OF USERS 

In accordance with the rules and regulations applicable to data protection, the user has the right to: 

  1. access your personal data, obtain the rectification and/or erasure thereof; 

  1. obtain restriction of processing of your personal data, or object thereto; 

  1. inform us of his/her wish not to receive any further marketing information; 

  1. in some cases, have part of your personal data transferred to third parties; 

  1. insofar as the legal basis for the processing of your personal data is your consent, withdraw that consent, without it affecting the lawfulness of processing based on consent before its withdrawal. 

We are committed to allowing users to exercise their rights: to such end, you may contact us by using the information set forth in the header of this privacy policy. Users may exercise their rights by writing to THIS ADDRESS. 

 

11.  AMENDMENTS TO THIS PRIVACY NOTICE 

However, although this privacy policy may be amended over time, we will not reduce the users’ rights without first obtaining their express consent.