Klick Business Solutions Limited (KBS) understand that your privacy is important and that you care about how your personal data is used. KBS is committed to protecting and respecting your privacy and will only collect and use personal data as described in this policy and in a way that is consistent with our obligations and your rights under the law and in particular the new General Data Protection Regulations.
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, including; how it is collected; how it is held; and it also explains your rights under the law relating to your personal data. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
1. Information about us.
Klick Business Solutions Limited, registered in England, company registration No. 0583400488A, residing at High Street, Wordsley, West Midlands, DY8 5SB is the data controller for the purposes of the Data Protection Act 1998 (“the Act”).
2. What is personal data.
Personal data is defined by the General Data Protection Regulations (The GDPR) as any information relating to an identifiable person who can be directly or indirectly identified, in particular by reference to an identifier.
Put simply, personal data is anything that enables you to be identified. Personal data covers areas such as your name and contact details, but also other areas less commonly thought of, such as electronic location data and CCTV logs.
3. Personal data we may collect from you.
We may collect and process the following data about you, although this may vary according to whether we are just in contact with you, whether we meet you at training or exhibitions or whether we are actually writing tenders for you:
– If you contact us, we may keep a record of that correspondence and the details within it for tender purposes.
– Information that you may provide during the tender writing process, or information that is submitted as part of a tender process, such as CV’s and qualifications, which we keep a record of for 5 years to ensure all parties have access to information submitted under tender guidelines.
– Information that you may provide during training workshops, such as contact details.
– Information that you may provide during exhibitions, such as business cards, marketing material.
– Information that you provide by filling in forms on our site www.klickbusinesssolutions.co.uk (“our site”). This includes information provided at the time of subscribing to any service on our site or submitting an enquiry.
We will collect and retain personal data about you for the purpose of your employment by us:
– Personal contact details, i.e. titles, address, email address, emergency contact
– Date of birth
– Qualifications and employment history
– Health & safety information
– Information about you to ensure you receive full entitlements to pension
– Payroll information, i.e details of your bank account and NI numbers
– Information regarding your right to work in the UK
– Details of prolonged absences or due holiday
– Details of any disciplinary procedures you have been through
– We may also collect information about disability, to ensure any reasonable adjustments can be made and also equal opportunities monitoring.
i) your IP address
ii) operating system and browser type/settings
iii) unique device identifiers
iv) domain browser type/language
v) country and time zone
vi) previously visited websites
vii) information about your interaction with our site.
– Functional: These cookies are required for basic site functionality and are therefore always enabled.
These include cookies that allow you to be remembered as you explore our site.
– Performance: These cookies allow us to improve our site’s functionality by tracking usage. They can help improve the speed at which a request is processed and allows us to remember site preferences.
– Social Media/Advertising: Social media cookies offer the possibility to connect you to your social networks and share content from our sites through social media. Advertising cookies (of third parties) collect information to help better tailor advertising to your interests, both within and beyond our site.
There are only two cookies used on our website:
– Cookie Consent Plugin – https://cookie-cat.co.uk/cookie_category/catacccookies/
– Google Maps (on contact page) – https://policies.google.com/technologies/types
Cookies are designed to make your browsing experience better, however, you can enable/disable cookies used on our website at any time.
4. How we use your information.
Under Article 6 of the GDPR we must have a lawful basis for processing (using) your personal data. This may, for example, be because you have asked us to contact you regarding a specific tender or because of a legitimate business interest, i.e. when we are writing a tender on your behalf.
We may, therefore, use information held about you in the following ways:
– To provide and manage our service
– To carry out our obligations arising from any contracts entered into between you and us, either tender writing, tender training or exhibitions/events. Your personal data is used to enter in to a contract with you, to communicate with you and may also be used within the tenders we write for you/training that is produced for you.
– To notify you about changes to our service.
– To comply with a request made by you or to provide you with information which we feel may interest you, only where you have consented (opted in) to be contacted for such purposes, for example tender opportunities, tender tips/blogs.
– To allow you to participate in interactive features of our service, when you choose to do so.
– To ensure that content from our website is presented in the most effective manner for you and for your computer.
Your personal data will only be used for the purpose for which it was obtained. You will not be sent any unlawful marketing or spam and you will always have the option to firstly, ‘opt in’ and then if you wish to at any point, ‘opt out’.
Our website may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
Under Article 6 of the GDPR we must have a lawful basis for processing (using) your personal data. As an employee, we as your employer need to process and hold your personal data in order to enter in to an employment contract with you and ensure we meet our obligations under this contact. We also need to ensure we are complying with all our legal obligations in checking an employees right to work in the UK. We may therefore, process personal date about you, before during and after employment.
We may, therefore, use information held about you in the following ways:
– To carry out our obligations under our employment contract, i.e. providing a pension scheme to you via a third-party provider; processing your bank details for payroll purposes via a third party provider; processing promotions
– To maintain accurate personal records and contact details (including emergency contact details)
– To notify you about changes to company information/contracts/pensions etc.
– For performance purposes and to keep record of training requirements.
– For holiday, additional hours and absence management procedures and to ensure all employees are receiving accurate pay requirements.
– For additional leave requirements (such as maternity/paternity/adoption etc.)
– To provide references for former employees
– To deal with complaints or legal disputes between employees/clients/contractors
Your personal data will only be used for the purpose for which it was obtained. If we need to use your personal information for another reason we will advise you of this and notify you of the lawful reason for which it needs to be used.
4.3 Visitors to our websites.
When someone visits our website we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which 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. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Please see 3.3 above
4.5 People who email us.
We use a variety of encryption methods to maintain the security of your personal data.
We will also 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.
4.6 People who make a complaint to us.
When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do compile and publish statistics showing information like the number of complaints we receive, but not in a form which identifies anyone.
We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.
We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.
4.7 Job applicants, Current and Former Employees.
All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
– Job applicants: for as longs as the recruitment process is in place;
– Employees: for up to 5 years are you have left our employment.
If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.
You will therefore be required to provide:
– Proof of your identity – you will be asked to attend our office with original documents, we will take copies.
– Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies.
– We will contact your referees, using the details you provide in your application, directly to obtain references
If we make a final offer, we will also ask you for the following:
– Bank details – to process salary payments
– Emergency contact details – so we know who to contact in case you have an emergency at work
5. Disclosure of your information.
We will not disclose your personal information to any third parties, unless required under the reason for which we obtained your personal data. For example, as an employee, we will disclose your personal information to third parties for payroll and pension services, please see 6.1 below; and as a client we may disclose personal data to the buyer as part of your response and under tender terms and conditions.
In some limited circumstances we may be legally required to share some personal data if required to do so by a court of law or under instruction from a government body.
We may share your data to third parties who supply services to us, however, if any of your personal data is shared in this way, we will take all necessary precautions to ensure your data is handled safely and securely, in accordance with your rights and their legal obligations under the law.
6. Where we store your personal data.
6.1 Use of data processors.
Data processors are third parties who provide elements of our service for us.
If you are employed by us, relevant details about you will be provided to Plant and Co. Accountants, who provide payroll services to Klick Business Solutions. This will include your name, address, date of birth, National Insurance Number and salary. Likewise, if relevant, your details will be also provided to NEST who are the administrators of our Pension Scheme. You will be auto-enrolled into the pension scheme and details provided will be your name, date of birth, National Insurance number and salary. Your bank details will not be passed to at any time time.
If you are a client, relevant details may be accessed by our IT Support and Security company B2B Communications, under their role in providing IT and data security support. They will not remove or use this data at any time, but may have access to it from time to time, if they are required to work on our systems.
We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
7. How long will we keep your information.
We will not hold your personal data for longer than is necessary in light of the reason for which it was collected. The following factors will determine the length of time it is held:
– If we have consent to store your personal data for repeat custom, we will hold your details for up to 5 years or 5 years after the last contract we complete on your behalf, unless asked to erase.
– If we have consent only to store personal data whilst we are working on a contract with you, we will delete all personal data once our contract is complete and the tender outcome has been provided.
– If you are an employee, we will store your personal data as part of your employee file for up to 5 years after your last day of employment with us. This includes your criminal records declaration, fitness to work, records of any security checks and references.
– If you are unsuccessful at any stage of a recruitment process, the information you have provided until that point will be retained for 6 months from the closure of the campaign.
Your personal data will therefore be retained for a set period required for our contract with you or a fixed period if longer storage is required.
8. Your rights and access.
Under GDPR you now have certain rights, which we will always work to uphold. The Data Protection Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act.
Your rights under the GDPR are as follows:
– The right to be informed about the collection, use, storage and deletion of your personal data. This policy should provide you with this information, but you have the right to contact us for any further information you feel you may require.
– The right to access what we hold about you. You will find details further on in the policy regarding this.
– The right to rectification; to have any personal data rectified. Please contact us using the details in this policy should this apply to you.
– The right to erasure; you have a right to be forgotten. You will find details further on in the policy regarding this.
– The right to restrict processing of your personal data. You have the right to restrict what we do with your personal data.
– The right to data portability. You have the right to ask for your personal data to re-use with another service or business.
– The right to object to us using your personal data for a particular purpose or purposes.
– Rights in relation to automated decision making and profiling.
If you have any cause for concern about our use of your personal data you have the right to lodge a complaint with the Information Commissioners Office (ICO)
8.1 Access to personal information.
We want to be as transparent as possible in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:
– give you a description of it
– tell you why we are holding it
– tell you who it could be disclosed to; and
– let you have a copy of the information in an intelligible form.
To make a request for any personal information we may hold, you need to put the request in writing addressing it to our Managing Director Andrea Childs at the address provided below. If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the same person.
8.2 Disclosure of personal information.
In many circumstances we will not disclose personal data without consent. However when we investigate a complaint, for example, we will need to share personal information with the organisation concerned and with other relevant bodies.
9. Complaints or queries.
Klick Business Solutions try to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted to ensure it was easy to understand. It may not provide exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
If you want to make a complaint about the way we have processed your personal information, you can contact the ICO which is the statutory body which oversees data protection law – www.ico.org.uk/concerns.
Klick Business Solutions
14a Enville Road
We keep our privacy notice under regular review.
This privacy notice was last updated on 01st May 2018.