How we keep your information safe
RSA Geotechnics respects your right to privacy and your right to view and update your personal information which we hold about you. This privacy notice explains why we collect your personal information; how this data is used; when it may be disclosed to others; and how it is kept secure.
Please read the following carefully and contact us if you have any questions or concerns about our privacy practices.
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal data changes.
Who are we?
The terms “we, our or us” refers to RSA Geotechnics whose registered office is Ashburnham House, 1 Maitland Road, Needham Market IP6 8NZ. When we use your personal data in connection with administering our business, providing our services or recruitment, we do so as the “data controller.”
The term “you” refers to our prospective, current and former customers, vendors and suppliers; our employees, agents, and contractors; and any viewer or user of our website at www.rsa-geotechnics.co.uk.
What information do we collect?
Personal data or personal information means any information about a living individual from which that person can be identified, directly or indirectly. We may collect different kinds of personal information about you when you interact with us, including online, email, telephone, post or in person. We may also receive the information from third-parties (for example, a publicly available source or from someone who has recommended us to you and given us your details).
The type of personal information we collect from you will depend on the purpose for which it is collected and may include:
– identity and contact data, such as your name and address, telephone and mobile numbers, and email address;
– enquiry data, such as any correspondence between you and us about an enquiry or a potential or current contract;
– matter data, which includes any personal data about you connected with your instructions to us, including correspondence, notes of our calls and meetings, and any third-party information about your matter;
– financial data, which may include your bank account and billing details and details about the costs of the matter and any payments to and from you; and
– technical and tracking data, such as information others or we collect about you from cookies and similar tracking technologies.
We do not usually collect any “special categories” of personal data about you, but you may choose to disclose this data to us. Special categories include details about your race or ethnicity; religious or philosophical beliefs; sexual orientation; political opinions; trade union membership; and information about your health.
How do we use personal information?
Our core purposes for processing personal data are to promote and operate our business; to provide services to our customers; to maintain our customer and business records; to recruit staff; and to comply with the law and regulations.
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data for the following purposes:
– when it is necessary for us to perform a contract which we are about to enter, or have entered, with you;
– when it is necessary for our legitimate interests (or those of a third-party) and your interests and rights do not override those interests; and
– if we need to comply with a legal or regulatory obligation.
The circumstances in which we will process your personal data are listed below:
– register you as a prospective customer and respond to your enquiry;
– determine the terms of the contract between us and administer the contract we have entered with you;
– liaise with third-parties as necessary to progress your matter as instructed;
– manage payments, fees and charges to collect money owed to us;
– provision of administration, accounting, auditing and IT services;
– deliver relevant website content and to use data analytics to improve our website and the user experience;
– process your job application and assess your suitability for a vacancy with our company;
– deal with legal disputes involving you, or other workers and contractors, including accidents at work;
– respond to any query or complaint raised by you; and
– comply with our legal or regulatory obligations.
Who do we share your personal information with?
We may share your personal information with third-parties to whom we have outsourced certain tasks, such as administration, accounting and IT support and analytics services.
We may share your data with our insurers, our professional advisors (lawyers, bankers, auditors, brokers and credit reference or debt collection agencies) and our agents or contractors in connection with the services they provide for us.
We may also share your data with other third-parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal information in the same way as set out in this privacy notice.
Cookies are used to retain user preferences, store information, and provide anonymised tracking data to third-party applications such as Google Analytics. As a rule, cookies will make your browsing experience better. However, you may disable cookies on our website and on others. The most effective way to do this is to disable cookies in your browser. We suggest consulting the ‘help’ section of your browser or looking at the ‘About Cookies’ website which offers guidance for all modern browsers.
When you visit our website, we use Google Analytics to collect internet log data and details of visitor behaviour patterns. We do this to find out such things as the number of visitors to various parts of the site. This data is only processed in a way that does not identify anyone. We do not make and do not allow Google to make, any attempt to find out the identities of those visiting our website.
Linking to other websites/third-party content
Our website may include links to third-party websites. Clicking on those links 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.
How do we secure your personal information?
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
In addition, we limit access to your personal information to those employees, agents, contractors and other third-parties who have a business need to know. They will only process your personal information on our instructions and are subject to a duty of confidentiality.
We may share your personal information with our insurers and our professional advisors. We may also share your data to other professionals working for you (such as your structural engineer, architect or building contractor). If we share your data, we will require the recipient to keep it confidential and secure.
Unfortunately, the transmission of information via the internet is not completely secure, and we cannot guarantee the security of your data transmitted to our website or by email. This means that any such transmission is at your own risk.
Where do we store and process personal information?
We will store your personal information on secure servers within the European Economic Area (‘EEA’); or transferred only to ‘third-countries’ where ‘adequacy of protection’ or specific certification as defined by the General Data Protection Regulation has been confirmed.
How long do we keep your personal information?
We will keep your personal information only if it is necessary for the purpose for which it was collected, or for legal or regulatory reasons. Personal information will be securely disposed of when it is no longer required.
Your rights and keeping your information up-to-date
You have the right to ask us:
– for a copy of the personal information, we hold about you;
– to update or correct your personal information;
– to delete your information; and
– to restrict processing of your personal information where appropriate.
In certain circumstances you also have the right to:
– object to the processing of your personal information; and
– request the transfer of your personal data to you or a third-party.
If you make a request relating to any of the rights listed above, we will consider each request in accordance with the relevant data protection regulations. No fee will be charged for considering and/or complying with such a request unless the request is clearly unfounded, repetitive or excessive in nature.
Please note that some of the above rights are not absolute. We may refuse a request to exercise certain rights if complying with it meant that we are no longer able to meet our contractual obligations.
We may need to request specific information from you to help us confirm your identity. This is a security measure to ensure your 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.
We will try to respond to all requests within one month. However, it may take us longer if your request is particularly complex or you have made several requests.
How to contact us
Please contact our data manager at firstname.lastname@example.org if you have any questions or you wish to update, amend or correct your data.
If you wish to raise a complaint about how we use your data, please contact us and we will do our best to assist. If you are unsatisfied with our response, you can contact the Information Commissioner’s Office at www.ico.org.uk or by calling their helpline on 03031 231 113.
Updating our privacy notice
We regularly update this privacy notice. The latest version is always displayed on our website and available on request.