GDPR & Privacy Statement
Unique Integrated Systems Ltd are a NSI Gold , BS EN 9001: 2015 approved company that specialise in the design, installation, service and maintenance of high quality electronic security systems throughout the UK and operate from our Head Office at:
3A Selby Place, Stanley Industrial Estate Skelmersdale, Lancashire, WN8 8EF.
Unique Integrated Systems Ltd is committed to protecting your personal information and respecting your privacy and rights when it comes to information processing. Unique Integrated Systems Ltd is 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. Unique Integrated Systems Ltd processes the personal data of both its own employees and its business contacts and works 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 Unique Integrated Systems Ltd collects your personal information, how Unique Integrated Systems Ltd 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 our services you give Unique Integrated Systems Ltd permission to process your personal data for the purposes identified as set out within this Privacy Notice.
If you have any questions about this policy, please email firstname.lastname@example.org or in writing to: Unique Integrated Systems Ltd, 3A Selby Place, Stanley Industrial Estate, Skelmersdale, Lancashire, WN8 8EF.
This Privacy Notice contains information regarding:
- LAWFUL BASIS FOR PROCESSING YOUR INFORMATION
- COLLECTION OF PERSONAL INFORMATION
- HOW UNIQUE INTEGRATED SYSTEMS LTD USES YOUR INFORMATION
- VISITORS TO THE UNIQUE INTEGRATED SYSTEMS LTD WEBSITE
- PEOPLE WHO CONTACT UNIQUE INTEGRATED SYSTEMS LTD VIA SOCIAL MEDIA
- RECRUITMENT, STAFF DETAILS AND SECURITY SCREENING
- YOUR RIGHTS
- SUBJECT ACCESS REQUESTS
- CHANGES TO THIS PRIVACY NOTICE
- 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 Unique Integrated Systems Ltd. For Unique Integrated Systems Ltd as a Data Controller, the lawful basis under which personal data is processed include:
The contractual agreement with each client for the provision of our services. Personal information that Unique Integrated Systems Ltd collects will be limited to what is necessary and processed for the purposes of fulfilling our contractual obligations.
Where the processing is necessary for the purposes of legitimate interests pursued by Unique Integrated systems Ltd or by yourselves as a third party. For example, Unique Integrated Systems Ltd may occasionally send out communications using your contact details that are of specific importance to our contractual obligations, such as appointment letters and invoices, or may ask for your input when developing a new or improving an existing service. (Where such interests are overridden by your interests or fundamental rights and freedoms, Unique Integrated Systems Ltd will instead ask for your consent).
Any active consent you may have given Unique Integrated Systems Ltd to receive or access particular services where another lawful basis does not apply. You will be asked to demonstrate your consent with an affirmative action, such as confirmation by email to email@example.com or in writing to Unique Integrated Systems Ltd, 3A Selby Place, Stanley Industrial Estate, Skelmersdale, Lancashire, WN8 8EF.
Collection of Personal Information
When you access and browse the Unique Integrated Systems Ltd website and when you correspond with Unique Integrated Systems Ltd, by telephone, post or email, you may give Unique Integrated Systems Ltd 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 Unique Integrated Systems Ltd collects from:
- Visitors to the Unique Integrated Systems Ltd website;
- Associated third party organisations, suppliers and subcontractors;
- Complainants and other individuals in relation to a complaint or enquiry;
- Job applicants and Unique Integrated Systems Ltd current and former employees;
- Visitors to the Unique Integrated Systems Ltd office (including the general public);
How Unique Integrated Systems Ltd uses your information
Where Unique Integrated Systems Ltd collects personal data (for example your name, postal address or e-mail address) this information is used exclusively by Unique Integrated Systems Ltd for providing the services you have requested or which are detailed within your service contract. Unique Integrated Systems Ltd will only pass your personal data to relevant third party organisations, suppliers and sub-contractors 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 Unique Integrated Systems Ltd does its best to protect your personal data, it cannot guarantee the security of your data transmitted to the Unique Integrated Systems Ltd site, any transmission is at your own risk. Once Unique Integrated Systems Ltd has received your information, robust information security measures are in place protect it and minimise the risk of unauthorised access.
Visitors to the Unique Integrated Systems Ltd Website
Public Website Areas:
You can visit the Unique Integrated Systems Ltd website without revealing who you are or giving any information about yourself, except where you voluntarily choose to give Unique Integrated Systems Ltd your personal details via e-mail or by enquiring about any of Unique Integrated Systems Ltd services.
In order to access certain services on the Unique Integrated Systems Ltd 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 Unique Integrated Systems Ltd 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. Unique Integrated Systems Ltd 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.
Unique Integrated Systems Ltd occasionally monitors the IP addresses of visitors to assess the usage of the site and, for example, identify which pages are most popular. Unique Integrated Systems Ltd 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 Unique Integrated Systems Ltd website, Unique Integrated Systems Ltd may also collect the following information:
Technical information, including the Internet protocol (IP) address used to connect your computer to the internet, 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 Unique Integrated Systems Ltd website, 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 Unique Integrated Systems Ltd:
Unique Integrated Systems Ltd 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 Unique Integrated Systems Ltd via social media:
You can contact Unique Integrated Systems Ltd via Facebook, Twitter or Linkedin by direct message if you wish to enquire or comment about any Unique Integrated Systems Ltd services and case studies. These communications are managed by the Sales Department and are only ever shared internally at Unique Integrated Systems Ltd, for the purpose of providing you with the information you have requested. Should Unique Integrated Systems Ltd wish to quote your comment with your name and company within Unique Integrated Systems Ltd marketing literature or on the Unique Integrated Systems Ltd website, you will be first contacted by the Unique Integrated Systems Ltd Sales Department to ask for your explicit consent to do so.
Unique Integrated Systems Ltd 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 Unique Integrated Systems Ltd to follow them up.
For general enquiries, a record of the enquiry is retained by Unique Integrated Systems Ltd until the enquiry has been dealt with and no further follow up is needed.
If a company or individual makes a quotation enquiry, but does not wish to progress the quotation at that time, the details are held on Unique Integrated Systems Ltd internal system for 12 months. This is because Unique Integrated Systems Ltd is often contacted by companies or individuals for quotations for future project dates and budgetary requirements
Unique Integrated Systems Ltd, Sales Department may, from time to time, send direct marketing emails or invitations to participate in surveys or certain activities in the company’s interest. You may unsubscribe from these emails if you wish by emailing firstname.lastname@example.org or in writing to Unique Integrated Systems Ltd, 3A Selby Place, Stanley Industrial Estate, Skelmersdale, Lancashire, WN8 8EF.
Recruitment, Staff Details and Security Screening
Applicants for roles at Unique Integrated Systems Ltd are asked to provide their personal information for the application process, including their current Curriculum Vitae and a covering letter, either directly or through a Recruitment Agency. This information is used solely by Unique Integrated Systems Ltd 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 Unique Integrated Systems Ltd 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. Unique Integrated systems Ltd 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.
Unique Integrated Systems Ltd 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. Unique Integrated Systems Ltd also requires the applicant’s full name, contact details, home address, bank details and name and contact details of their next of kin. Unique Integrated Systems Ltd may also ask about any medical conditions, details of which remain strictly private and confidential for the attention of the HR Manager only. A Staff Details form is given in the new starter pack along with the contract of employment. Unique Integrated Systems Ltd 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. Unique Integrated Systems Ltd will only share the employee’s details with the third parties providing these services to allow the service provision.
The contract of employment forms Unique Integrated Systems Ltd lawful basis to process employees’ personal data in order to fulfil its contractual obligations, plus any specific consent given by the employee for additional services or benefits. Information disclosed remains strictly private and confidential and under the control of the Unique Integrated Systems ltd HR Manager, and only accessible by the MD and HR Manager. Should an employee wish to enquire about the personal information Unique Integrated Systems Ltd holds about them, they can make a ‘subject access request’ to the HR Manager.
Successful applicants to Unique Integrated Systems Ltd are required to complete a security screening check before commencing employment with Unique Integrated Systems Ltd. This process is outsourced to a NSI approved Security Screening Company (SSC). The SSC collect personal data for the purpose of carrying out background screening on behalf of the Unique Integrated Systems Ltd employees. Successful applicants are asked to complete a security screening application form provided by the Unique Integrated Systems Ltd 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 Unique Integrated Systems Ltd HR Manager and then forwarded to the SSC. The SSC 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. The SSC 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 fulfil their contractual obligations to the applicant and to Unique Integrated Systems Ltd, and where obliged to do so by law.
Once the preliminary screening is successful, the applicant can then commence their employment with Unique Integrated systems Ltd. The Unique Integrated Systems Ltd HR Manager compiles a separate file relating to their employment containing the documentation listed above. Please note this file is kept separately to the employee’s HR file. The information contained in this is kept in a secure location and is password protected by the Unique Integrated Systems Ltd HR Manager and only used for purposes directly relevant to that person’s employment.
If the employment is terminated or an employee resigns, Unique Integrated systems Ltd retains both the security screening and HR file for each individual file for 7 years before destruction. Unique Integrated Systems Ltd will inform any third parties processing the data to remove it subject to data protection requirements.
CCTV and Visitors
Unique Integrated Systems Ltd has a detector-activated CCTV cameras installed around the Head Office in Skelmersdale, Lancashire for the purposes of crime prevention and public safety. Unique Integrated Systems Ltd staff, visitors to Unique Integrated Systems Ltd or general public may be recorded on these cameras. The footage is stored by Unique Integrated systems Ltd for a limited time before it is overwritten. Unique Integrated Systems Ltd may monitor the footage in the event of a security breach. Unique Integrated Systems Ltd will only ever share the footage with the Lancashire Police force in the event of a criminal investigation. The contact number for CCTV enquiries is stated on signage around the building.
Visitors to Unique Integrated Systems Ltd are asked to sign in using the visitor’s book in the Reception area. Information requested includes name, Company and vehicle registration. In the unlikely event of a fire, this information is used to perform a roll call and ensure all visitors have evacuated the building. The Unique Integrated Systems Ltd car park is private property and is available for use by Unique Integrated Systems Ltd staff and visitors only, and by providing your registration number Unique Integrated systems Ltd is able to identify your vehicle. This information remains at Unique Integrated Systems Ltd Head Office and is not shared with any other party.
Under the General Data Protection Regulation (GDPR) and the Data Protection Act 1998 (DPA), Unique Integrated Systems Ltd 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 Unique Integrated Systems Ltd. Unique Integrated Systems Ltd 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 Unique Integrated Systems Ltd 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 Unique Integrated Systems Ltd.
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 Unique Integrated Systems Ltd of any request to change how your personal data is processed or to update your records by emailing email@example.com or writing to: Unique Integrated Systems Ltd, 3A Selby Place, Stanley Industrial Estate, Skelmersdale, Lancashire, WN8 8EF.
Unique integrated Systems Ltd 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 defence of legal claims.
Please note: should you choose to erase your data or restrict how your data is processed, this may affect your approval 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 Unique Integrated Systems Ltd stores about you, or understand how it is processed and why, please follow the instructions below:
Contact Unique Integrated Systems Ltd Head Office by emailing firstname.lastname@example.org or writing to: Unique Integrated Systems Ltd, 3A Selby Place, Stanley Industrial Estate, Skelmersdale, Lancashire, WN8 8EF.
Include details of your request – which information about you do you wish to have access to?
Provide sufficient evidence about yourself for Unique Integrated Systems Ltd to verify your identity. (Unique Integrated Systems Ltd may have to contact you otherwise).
Unique Integrated Systems Ltd will deal with your request without undue delay, and within 1 month of the receipt of your request. Unique Integrated Systems Ltd will notify you if it is unable to provide the information within 1 month, detailing the likely timescale. If Unique Integrated Systems Ltd 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, Unique Integrated Systems Ltd 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 23rd May 2018.
This Privacy Notice does not provide exhaustive detail of all aspects of Unique Integrated Systems Ltd collection and use of personal information. However, Unique Integrated Systems Ltd is happy to provide any additional information or explanation needed when requested.
Unique Integrated Systems Ltd 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, miss-statements or mistakes on the website. Anyone becoming aware of such matters is requested to notify Unique Integrated Systems Ltd by emailing email@example.com or writing to: Unique Integrated Systems Ltd, 3A Selby Place, Stanley Industrial Estate, Skelmersdale, Lancashire, WN8 8EF.
Issue 1 – 23.5.18