Privacy and Cookies Policy
GDPR: New data protection legislation came into force in May 2018 which aims to protect people’s privacy further. The law applies to all public bodies, businesses and other organisations that process personal data. The legislation comprises the General Data Protection Regulation (GDPR) which came into force on 25 May 2018 and the Data Protection Act (DPA) 2018 which came into force around the same time. These two provide a single regulation across the European Union (EU) and place obligations on organisations that operate outside of the EU but provide goods or services to EU citizens.
We are committed to protecting your personal information, and ensuring its privacy, accuracy and security. We handle your personal information in a responsible manner in accordance with the Privacy Act 1988 (the Act).
Personal information ‘Personal information’ means information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether true or not, and whether or not recorded in a material form.
Salubritas staff records include country of birth, medical records and similar confidential information routinely held by an employer.
‘Sensitive information’ (a type of personal information), means information or an opinion about an individual’s race or ethnic origins (other than country of birth), political opinions and associations, religious beliefs or affiliations, philosophical beliefs, sexual preferences or practices, union membership, criminal record or genetic information or biometric information. Salubritas do not collect or retain sensitive information on any party.
Whose personal information do we collect? We may collect your personal information from a range of sources, including from you, recruitment agencies, contractors, business partners and government agencies. For example, we may collect your personal information when you request or acquire a product or service from us (including when we provide consultancy or quantity surveying services), provide a service or product to us, apply for employment with us or communicate with us via our website, by e-mail, telephone or in writing.
What types of personal information do we collect and hold? The personal information we collect includes:
- Names, addresses, e-mail addresses, phone numbers, payment details, occupation and other information to assist us in conducting our business, providing and marketing our products and services;
- Information about staff and directors, as required in the normal course of human resource management and the operation of a business; and
- Information about current and previous Salubritas Consultants Ltd suppliers, project teams and clients with whom Salubritas Consultants Ltd has conducted business.
Salubritas Consultants Ltd do not collect or retain ‘sensitive information’ on any party whether internal or external.
How do we collect personal information? We only collect personal information by lawful and fair means. We usually collect personal information from:
- Face-to-face meetings, interviews and telephone calls;
- Business cards, networking events, expos, conferences, industry websites and other events;
- Reports – for example, reports commissioned by you prepared by clients, designers, contractors (including principal designers and principal contractors) or consultants;
- Electronic communications – for example, e-mails and attachments; webinars, newsletters, forms filled out by people, including as part of acquiring a product or service from us;
- Third parties – for example, from referrals, recruitment agencies and your representatives or agents;
- Fee proposals, tenders and supply chain databases;
- Social media websites – for example, LinkedIn, Twitter, Instagram, YouTube, Hubspot, mail-chimp and
- Our website, including if you use it to contact us, recommend us or share our posts with others.
Why do we collect personal information? We collect the personal information: necessary for us to provide you with the products and services you have requested from us (including health and safety and CDM consultancy services); for marketing purposes and to provide you with information about products and services that may be of interest to you; to improve the products and services we provide; and to enable us to conduct our business, including meeting our legal and regulatory obligations. If you do not provide your personal information, we may not be able to supply the requested product or service, employ you or otherwise deal with you.
Do you have to disclose your identity when dealing with us? Where lawful and practicable, we will give you the option of interacting with us anonymously or using a pseudonym.
Use of personal information: We only use your personal information for the purpose for which it was provided to us, for related purposes or as required or permitted by law. Such purposes include:
- In the ordinary course of conducting our business. For example, supplying or acquiring products and services, including consultancy and quantity surveying services, preparing proposals for new projects, responding to your enquiries and feedback, and providing information about our events, news, publications and products and services that may be of interest to you;
- Market research and product and service development, so that we are able to better understand our customers’ needs and tailor our future products and services accordingly;
- Performing general administration, reporting and management functions. For example, invoicing and account management, payment processing, risk management, training, quality assurance and managing suppliers;
- Employment-related purposes, such as recruiting and providing services to staff;
- Other purposes related to or in connection with our business, including meeting our legal and contractual obligations to third parties and for internal corporate governance purposes.
Disclosure of personal information: We may disclose, and you consent to us disclosing, your personal information to third parties:
- Engaged by us to provide products or services, or to undertake functions or activities, on our behalf. For example, processing payment information, managing databases, marketing, research and advertising;
- That are authorised by you to receive information we hold. For example, any architect, engineers or other consultants engaged by you as part of a building project, or your external advisers (such as your accountant or lawyer) or if you ask us to provide a credit reference for you;
- Such as consultants, when we refer you to consultants who provide other services;
- That are our business partners, joint venturers, partners or agents;
- Such as our external advisers, and government agencies. For example, where disclosure is reasonably required to obtain advice, prepare legal proceedings or investigate suspected unlawful activity or serious misconduct; or
- As required or permitted by law.
Third-party sites: Our website contains links to sites owned and operated by third parties. They have their own privacy policies, and we urge you to review them before browsing those sites. We do not accept any responsibility or liability for the privacy practices of such third-party Website and your use of such Website is at your own risk.
Marketing use and disclosure: We may use and disclose your personal information (other than sensitive information) to provide you with information about our products and services that we consider may be of interest to you. You may opt out at any time if you do not, or no longer, wish to receive marketing and promotional material. You may do this by: contacting us via e-mail or in writing at the address below and requesting that we no longer send you marketing or promotional material; or where applicable, clicking the “Unsubscribe” button.
Disclosure of personal information overseas: We do not disclose personal information to third parties outside the United Kingdom, unless required or permitted by law. However, our staff may be required from time to time to travel overseas for business purposes with company electronic devices and they may be liaising with UK based project teams by email, phone or software from overseas.
How is my personal information kept secure? We take reasonable steps to protect your personal information from misuse, interference, loss and unauthorised access, modification and disclosure. Such steps include physical security over paper-based and electronic data storage and premises; computer and network security measures, including use of firewalls, password access and secure servers; restricting access to your personal information to employees and those acting on our behalf who are authorised and on a ‘need to know’ basis; retaining your personal information for no longer than it is reasonably required, unless we are required by law to retain it for longer; and entering into confidentiality agreements with staff and third parties.
Where we no longer require your personal information, including where we are no longer required by law to keep records relating to you, we will ensure that it is de-identified or destroyed.
Data quality: We take reasonable steps to ensure that your personal information is accurate, complete and up-to-date. However, we rely on you to advise us of any changes or corrections to the information we hold about you. If you consider that the information we hold about you is not accurate, complete or up-to-date, or if your information has changed, please let us know as soon as possible.
Access: You may request access to the personal information we hold about you by contacting us. We will respond to your request within a reasonable time. We will provide you with access to the information we hold about you unless otherwise permitted or required by law. If we deny you access to the information, we will notify you of the basis for the denial unless an exception applies. Where reasonable and practicable, we will provide access to the information we hold about you in the manner you request. No fee applies for requesting access to information we hold about you. However, we reserve the right to charge a reasonable fee where we do provide access.
Correction: If you believe that personal information we hold about you is incorrect, incomplete or not current, you may request that we update or correct your information by contacting us. We will deal with your request within a reasonable time. If we do not agree with the corrections you have requested (for example, because we consider that the information is already accurate, up‑to‑date, complete, relevant and not misleading), we are not required to make the corrections. However, where we refuse to do so, we will give you a written notice setting out the reasons.
Identifiers: We do not adopt, use or disclose government related identifiers except as required or permitted by law.
Cookies: View a list of the main cookies we set, what they are used for and how to manage and delete them. A “cookie” is a piece of text that a website transfers to your computer’s hard disk so it can remember who you are. Cookies are generally used to monitor how a website is used and improve your online experience. They do not give us access to the rest of your computer and are not used to identify you personally.
“Session” cookies are temporary bits of information that are erased once you exit your web browser window or otherwise turn your computer off. Session cookies are used to improve navigation on Website and to collect aggregate statistical information. The Website do not use session cookies.
“Persistent” cookies are more permanent bits of information that are placed on the hard drive of your computer and stay there unless you delete the cookie. Persistent cookies store information on your computer for a number of purposes, such as retrieving certain information you have previously provided (e.g., passwords), helping to determine what areas of the website visitors find most valuable, and customizing the website based on your preferences. The Website do not use persistent cookies.
“Internet tags” (also known as single-pixel GIFs, clear GIFs, invisible GIFs, and 1-by-1 GIFs) are smaller than cookies and tell the website server information such as the IP address and browser type related to the visitor’s computer. The Website do not use Internet tags.
“Navigational data” (“log files,” “server logs,” and “clickstream” data) are used for system management, to improve the content of the site, market research purposes, and to communicate information to visitors. The Website do use navigational data.
Complaints: If you have a complaint in relation to the collection, storage, use or disclosure of your personal information, please contact our Privacy Officer using the details below. You will need to provide us with details of your complaint, as well as any supporting evidence and information. We will review all complaints received and our Privacy Officer will respond to you. If you are not satisfied with our response, you may discuss your concerns with or complain to the Information Commissioner’s Office (ICO). The ICO is the UK’s independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals https://ico.org.uk/
- By email to Enquiries@SalubritasHSW.co.uk
- By writing to: Innovation Centre Medway, Maidstone Road, Chatham, ME5 9FD, Kent, United Kingdom
- By telephone: (0044) 01634 829594
Our corporate culture is developed so that all team members on the project(s) take responsibility for protecting and enhancing everyone’s privacy. This requires an enthusiastic determination to identify and meet the different needs of diverse clients and end users within our projects.
Our Managing Director is ultimately responsible for the management of data at corporate level and for all projects and for setting the objectives. She will execute the Privacy and Cookies Policy through adequate provision of resources and through regular consultation with employees to exchange current, relevant information.
Employees and the supply chain working directly or indirectly within Salubritas’ project(s) will work collaboratively to support this Policy Statement.
This policy will be reviewed annually or more frequently in response to legislative changes and/or other significant triggers. The Policy will be communicated to Salubritas Consultants Ltd’ team members and all organisations working directly for our project(s).
The Managing Director