Privacy Policy

WILLAN GROUP LIMITED

Willan Group Limited (collectively referred to as "Willan Group", "Company", "we", "us" or "our" in this privacy notice) and its subsidiaries are committed to protecting and respecting your privacy.

This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting www.willan.co.uk you are accepting and consenting to the practises described in this policy.

Willan Group Limited of 2 Brooklands Road, Sale, Cheshire M33 3SS is the data controller and responsible for your personal data .We have appointed a Data Enquiry Representative, who is responsible for overseeing questions in relation to this privacy notice including any requests to exercise your legal rights. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the Data Enquiry Representative at the address above or by email at gdpr@willan.co.uk

INFORMATION WE MAY COLLECT FROM YOU

We may collect, process, store and transfer the following kinds of personal data about you:
• Identity Data which may include first name, last name, user name or similar identifier, title and position, passport or other documentation for identity checks as required by law
• Contact Data which may include invoicing and alternative address, email address, telephone numbers
• Financial Data may include payment card details (in the case of payment by card), bank details for bank reference checking or refunds
• Transaction Data may include details about payments to and from you, lease information and other details of services between yourself and Willan Group
• Personal data as supplied solely by you in relation to adaptations required to our properties, may include health or disability information.
• Usage Data may include information about how you use our services and website. It also includes information about your visit, including the Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time); pages you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs).
• We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does 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 notice.
• 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 general health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

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, Contact and Financial Data when filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
— enquire about and/or contract with us for our properties and services;
— request information to be sent to you;
— enter a competition, promotion or survey; or
— give us some feedback.
• Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy for further details.
• Third parties or publicly available sources. We may receive personal data about you from various third parties such as
— Technical Data from the following parties:
(a) analytics providers;
(b) advertising networks; and
(c) search information providers.
— Identity, Contact, Financial and Transaction Data from financial institutions or credit referencing agencies – with your express permission.
— Identity and Contact Data from property agents.
— Identity and Contact Data from publicly available sources.
— Lists obtained from GDPR compliant marketing companies.
• CCTV is installed in the communal parts of a number of our commercial properties (Industrial and Offices). CCTV footage is obtained solely for the security of the properties and is strictly controlled in line with our CCTV policy.


COOKIES

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. These cookies allow us to distinguish you from other users of our website, which helps us to provide you with a good experience when you browse our website and allows us to improve our site.
The cookies we use are required for the operation of our website. They include, for example, cookie that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services, Analytical/performance cookies allowing us to recognise and count the number of visitors and to see how visitors move around our site when they are using it. This helps us to improve the way our website works, for example by ensuring that users are finding what they are looking for easily. This enables us to personalise our content for you, greet you by name and remember your preferences. We also use Targeting cookies which record your visit to or website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.

Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services) may also use cookies, over which we have no control. These cookies are likely to be analytical/performance cookies or targeting cookies.  
You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site. 
Except for essential cookies, all cookies will expire after 30 days.

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 lease or 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 or regulatory obligation.


PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA

We will only use your personal data to enable us to provide you with the services for which the data was provided. This may include sending you information of other properties or services which may be of interest to you.

DISCLOSURE OF YOUR INFORMATION

We respect your privacy and do not share your information with anyone unless it is in the course of legitimate business.
We may share your personal information with any member of our Group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.
We may share your information with selected third parties including business partners, agents, suppliers and sub-contractors for the performance of any contract we enter into with them or you.

We may have to disclose your personal information to third parties:
In the event that we sell or buy any business or asset, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
If Willan Group Limited or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.
If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our leases or any other agreements; or to protect the rights, property, or safety of Willan Group Limited, our customers, or others. This includes exchanging information with other companies and organisations for the purpose of fraud protection and credit risk reduction.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

WHERE WE STORE YOUR PERSONAL DATA

The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. Such staff maybe engaged in, among other things, the fulfilling our contract with you, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.
All information you provide to us is stored on our secure servers.

YOUR LEGAL RIGHTS

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These rights are as follows:
• Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with the law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
• Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
• Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

USUALLY NO FEE TO ACCESS YOUR INFORMATION

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 may 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 may 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.

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.

DATA RETENTION

HOW LONG WILL YOU USE MY PERSONAL DATA FOR?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements.
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 requirements.
By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.
In some circumstances you can ask us to delete your data.
In some circumstances we may 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.

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

This version was last updated on 30 May 2018.
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.
Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.

Recruitment Privacy Policy


Personal data collected during the recruitment process will be used for recruitment purposes only and is therefore for a legitimate business interest.

Data is collected via on-line searches, application forms, CVs and covering letters/e-mails, sent either direct or from recruitment agencies, and received either speculatively or in response to a job advert.
The Company uses the data to screen candidates and to judge their suitability to progress to interview. Data may be stored in spreadsheets, on an Applicant Tracking System or in e-mail folders, or where in paper form, in locked cabinets within the HR department and these may be shared with the relevant hiring team.

The data of unsuccessful candidates will be stored for a maximum of 12 months, after which it will be deleted as far as is practically possible. The Company will not store data for longer than this period without contacting you to ask your permission first.
Where candidates are sourced on-line, the Company will only retain this information where it intends to contact those candidates. We will not retain a candidate's details for longer than a month without contacting them. If the Company changes its mind and decides not to contact the individual it will delete the data immediately.

Candidates have the right to be kept informed about the processing of their data, the right to be forgotten, to rectify or access their data, to restrict processing or to withdraw their consent. Please contact the HR department to make such requests. Any requests to delete, access, rectify or stop processing data will be carried out within one month of the request.

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