Wessex Group Ltd and its trading companies: Wessex Electricals (Shaftesbury) Ltd T/A Wessex Response and Wessex Fire & Security Ltd (referred to hereafter as “Wessex”) are specialists in design, installation and maintenance of electro technical, HVAC, plumbing, fire and security systems. Wessex operates from a head office in Shaftesbury, Dorset.
Wessex is committed to protecting your personal information and respecting your privacy and rights when it comes to information processing. We are committed to maintaining compliance with current data protection legislation, any future legislation that comes into force as and when required, and to maintain transparency about how it processes personal data. We process the personal data of both its own employees and its business contacts and work to robust information security policies to ensure this data is kept secure and the risk of data breach is reduced to a minimum.
This Privacy Notice informs you how and why Wessex collects your personal information, how we processes your personal information, who has access to your personal information, and details your rights as an individual to control how your personal information is processed.
By continuing to use Wessex services you give us permission to process your personal data for the purposes identified as set out within this Privacy Notice.
This Privacy Notice contains information regarding:
- LAWFUL BASIS FOR PROCESSING YOUR INFORMATION
- COLLECTION OF PERSONAL INFORMATION
- HOW WESSEX USE YOUR INFORMATION
- VISITORS TO OUR WEBSITE
- PEOPLE WH EMAIL US
- PEOPLE WHO CONTACT US VIA SOCIAL MEDIA
- RECRUITMENT AND SECURITY SCREENING
- YOUR RIGHTS
- SUBJECT ACCESS REQUESTS
- CHANGES TO THIS PRIVACY NOTICE
- HOW TO CONTACT US
- LINKS TO OTHER WEBSITES
Lawful basis for processing your information
To comply with the data protection requirements of the General Data Protection Regulation (GDPR), there must be a lawful basis to collect, process and store any personal data that you provide Wessex as a data controller. The lawful bases under which personal data is processed includes:
An agreement with each Customer for the provision of our contracted services. Personal information that we collect during the sales, design, installation and/or maintenance process will be limited to what is necessary and processed for the purposes of fulfilling its contractual obligations.
Where the processing of data is necessary for the purposes of legitimate interests pursued by Wessex. For example, Wessex may occasionally send out communications using your contact details that are of specific importance to Customers, see the ‘Communications’ section below
Collection of Personal Information
When you access and browse the Wessex website and when you correspond with Wessex by phone, post or email, you may give Wessex information about yourself. This information can include your name, postal address, email address, landline and/or mobile telephone number and information about your employment (including your job title, responsibilities and employer’s details) as well as other personal information.
This Privacy Notice applies, but is not limited to, personal information that Wessex collects from:
- visitors to the Wessex website;
- contracted and occasional Customers including: companies, organisations & individuals;
- associated third party organisations, stakeholders, suppliers and subcontractors;
- complainants and other individuals in relation to a complaint or enquiry;
- job applicants and Wessex current and former employees;
- visitors to the Wessex Head Office (including passersby).
How Wessex uses your information
Where Wessex collects personal data (for example your name, postal address or e-mail address) this information is used exclusively by Wessex for providing the services you have requested or which are detailed within your service contract, or for controlling access to restricted areas. Wessex will only pass your personal data to relevant third party organisations or individuals either as a contractual requirement, with your explicit consent, or if specifically compelled to do so by law or court order or other legitimate reason.
Unfortunately, the transmission of information via the internet is not completely secure. Although Wessex does its best to protect your personal data, it cannot guarantee the security of your data transmitted to the Wessex site; any transmission is at your own risk. Once Wessex has received your information, robust information security measures in place protect it and minimise the risk of unauthorised access.
Visitors to the Wessex Website
You can visit the Wessex website without revealing who you are or giving any information about yourself, except where you voluntarily choose to give Wessex your personal details via e-mail or by enquiring about any of Wessex’s services.
In order to access certain services on the Wessex website you may be required to fill in a web form which includes completing your personal details. When you submit a web form, this information is sent directly to Wessex only, and is then processed as appropriate.
Cookies are small pieces of information that are stored by your browser on your computer’s hard drive. Wessex will occasionally place a cookie on the visitor’s hard drive in order to provide more user-friendly browsing or useful features to the web site visitor. Most browsers are initially set to automatically accept cookies. If you prefer, you can reconfigure your browser to reject cookies, but you may not be able to take full advantage of our website if you do so.
Wessex occasionally monitors the IP addresses of visitors to assess the usage of the site and, for example, identify which pages are most popular. Wessex does not link these IP addresses to personal data such as a visitor’s name and/or e-mail address etc. The data collected in this way is completely anonymised.
With regard to each of your visits to Wessex’s website, Wessex may also collect the following information:
- technical information, including the Internet protocol (IP) address used to connect your computer to the internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating systems and platforms; and
- information about your visit, including the full Uniform Resource Locators (URL) clickstreams to, through and from Wessex’s websites, information 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), methods used to browse away from that page and any phone number used to call us.
People who email Wessex
Wessex may monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
People who contact Wessex via social media
If you contact Wessex via Facebook, Twitter, Linked In, or any other social media platform these communications are only ever shared internally at Wessex, either for the purpose of providing you with the information you have requested. Should Wessex wish to quote your comment with your name and company within Wessex marketing literature or on the Wessex website, you will be first contacted by the Wessex Marketing department to ask for your explicit consent to do so.
Wessex receives enquiries about our services through the website and by telephone, post and email. Enquiries will typically require the person to enter some form of contact details to allow Wessex to follow them up.
For general enquiries, a record of the enquiry is retained by Wessex until the enquiry has been dealt with and no further follow up is needed.
If a company makes an enquiry, but does not wish to progress the application at that time, the details are held on Wessex’s internal system for 24 months. This is because Wessex is often contacted by companies and individuals who are not immediately ready to receive service (such as the installation of an electrical system).
As part of Wessex’s service offering contracted and recent Customers may receive circular correspondence from Wessex which contain either general information or information relevant to the service we have provided. These may include marketing information on new services offered by Wessex. You do have the option to opt out of receiving Circular Correspondence at any time, but please bear in mind this may mean that you miss out on important updates.
Wessex may, from time to time, send Customers invitations to events hosted by Wessex or attended by Wessex which are in the Customer’s interest. Registration to these events is entirely optional, and you will be informed of any third parties that your details will be shared with prior to, during and after the event, with the option to immediately opt out of any unwanted communications. By registering to attend a Wessex hosted event, you agree to receive important details about the event using the contact information provided.
Wessex may, from time to time, send approved and confirmed applicant companies direct marketing emails or invitations to participate in surveys or certain activities in the Customer’s interest. You may unsubscribe from these emails if you wish using the link at the bottom of the email.
Recruitment and Security Screening
Applicants for roles at Wessex are asked to provide their personal information for the application process in an application form and include their current Curriculum Vitae, either directly or through a Recruitment Agency. This information is used solely by Wessex management for the purpose of assessing the applicant’s suitability for the role, leading to a possible invitation to interview.
Personal details of unsuccessful applicants are held by the Wessex HR Manager for a period of 6 months after the decision, for the legitimate interest of assessing eligibility for any other roles that may be more suitable. Wessex does not share this information with any other party within this time. Applicants do have the right to contact the HR Manager and withdraw their details at any time during the recruitment process, and the HR Manager will then update the records accordingly.
Wessex requires successful applicants to provide proof of identity, such as a passport or a birth certificate, to ensure the applicant is eligible to work in the UK, which is a legal requirement. Wessex also requires the applicant’s full name, contact details, home address, bank details and name and contact details of their next of kin. Wessex may also ask about any medical conditions, details of which remain strictly private and confidential for the attention of the Wessex HR Manager only. A Staff Details form is given in the new starter pack along with the contract of employment. Wessex collects personal data using this form for the purpose of setting up the employee on the payroll system, the pension scheme and to facilitate the security screening background checks. Wessex will only share the employee’s details with the third parties providing these services to allow the service provision.
Wessex will share the applicant’s name, date of birth and address history with third parties (the Criminal Disclosure and Barring Service and Equifax) where it is necessary to fulfill their contractual obligations to the applicant and to Wessex, and where obliged to do so by law.
Successful applicants to Wessex Fire & Security are required to complete a security screening check before commencing employment with Wessex. This process is outsourced to the National Security Screening Agency Ltd (NSSA), a Wessex approved screening company. The NSSA collect personal data for the purpose of carrying out background screening on behalf of Wessex employees. Successful applicants are asked to complete an NSSA security screening application form provided by the Wessex HR Manager. Applicants are asked to provide their current passport or a birth certificate, a driving license and a utility bill or bank statement with their current home address stated. These forms are checked and counter signed by the Wessex HR Manager and then forwarded to the NSSA. The NSSA will ask the applicant about their previous work experience, education, referee details, and for answers to the questions relevant to the role they have applied for.
If the employment is terminated or an employee resigns, Wessex retains both the security screening and HR file for each individual file for 7 years before destruction. Wessex will inform any third parties processing the data to remove it subject to data protection requirements.
Wessex has detector-activated CCTV cameras installed around the offices for the purposes of crime prevention and public safety. Wessex staff, visitors to Wessex or passersby may be recorded on these cameras. The footage is stored by Wessex for a limited time before it is overwritten. Wessex may monitor the footage in the event of a security breach. Wessex will only ever share the footage with the local Police force in the event of a criminal investigation. The contact number for CCTV enquiries is stated on signage around the building.
The Wessex car park is private property and is available for use by Wessex staff and visitors only, and by providing your registration number Wessex is able to identify your vehicle. This information is not shared with any other party.
Wessex occasionally receives complaints A complaint to Wessex can be lodged by telephone, email or by post.
Details about complaints made and the parties involved are stored securely on Wessex’s internal ERP database. It may be necessary to share the contact details of the complainant with the parties involved or with other relevant bodies in order to progress the complaint. Wessex will gain authorisation from the complainant before passing any confidential information or personal data to other parties
Wessex takes any complaints received about collection and use of personal data very seriously and encourages people to bring to its attention any collection or use of information they think is unfair, misleading or inappropriate.
Complaint details are retained for 7 years before destruction in case of any further proceedings.
Under the General Data Protection Regulation (GDPR) and the Data Protection Act 1998 (DPA), Wessex recognises and respects that you have rights as an individual providing personal data:
- You have the right to know exactly how your personal data will be processed by Wessex. Wessex commits to processing your data fairly, lawfully and transparently, details of which are set out in this Privacy Notice.
- You have the right to request access to the personal data that Wessex holds about you.
- You have the right to request changes to the data held about you if the data is incorrect or requires additional information.
- You have the right to request erasure of your data or the right to be forgotten completely, where there is no legitimate reason for your data to continue to be processed.
- You have the right to request that processing of your data is restricted so that the data remains stored but is not further processed by Wessex.
- You have the right to request a copy of your data in a portable format.
- You have the right to object to your data being processed, if the processing is for a legitimate interest without compelling grounds, or for direct marketing.
You may notify Wessex of any request to change how your personal data is processed or to update your records by telephone, email or post (- see ‘How to Contact Us’).
Wessex retains the right to continue processing personal data if there are compelling legitimate grounds for the processing, which override the interests, rights and freedoms of the individual, or the processing is for the establishment, exercise or defense of legal claims.
Please note: should you choose to erase your data or restrict how your data is processed, this may affect your service and your awareness of important information and updates.
Subject Access Requests
If you wish to make a free Subject Access Request to access a copy of the personal data Wessex stores about you, or understand how it is processed and why, please follow the instructions below:
- Contact your Wessex Head Office contact (email preferred).
- Include details of your request – which information about you do you wish to have access to?
- Provide sufficient evidence about yourself for Wessex to verify your identity. (Wessex may have to contact you otherwise.)
Wessex will deal with your request without undue delay, within 1 month of the receipt of your request. Wessex will notify you if it is unable to provide the information within 1 month, detailing the likely timescale. If Wessex is unable to grant you access to your data for a specific reason you will be notified immediately. In certain circumstances, such as where a large amount of data is requested which may require extensive time or resource to gather and collate the data, Wessex reserves the right to charge a fee to account for this activity.
Changes to this Privacy Notice
This Privacy Notice is regularly reviewed and may change from time to time. This Privacy Notice was last updated on the 18 May 2018.
This Privacy Notice does not provide exhaustive detail of all aspects of Wessex’s collection and use of personal information. However, Wessex is happy to provide any additional information or explanation needed when requested.
Wessex makes every effort to ensure that the information provided on its website is accurate and current. However, it cannot guarantee this and cannot accept responsibility for any errors, omissions, misstatements or mistakes on the website. Anyone becoming aware of such matters is requested to notify Wessex in writing or by e-mail.
Links to other websites
This Privacy Notice does not cover the links within this site linking to other websites, or the content of those sites. Wessex encourages you to read the privacy statements on the other websites you visit.