Privacy Policy Date: 14th June 2023
A&M Carpenters is a privately owned Carpentry Company. Managed by its Directors, the Company has its head office in the UK. In this Policy the terms ‘we’, ‘us’ and ‘our’ refer to A&M Carpenters. We are the data controller for the information you provide, unless otherwise stated, or in the case of our customer care where we are the ‘data processor’ on behalf of our Contractors who supply the houses to you. We take your privacy seriously. We are committed to protecting your privacy, being transparent about how we use and store your data, and to meeting our data protection obligations. If you have any queries about the process or how we handle your information please contact us at [email protected].
This policy sets out how we receive, store, use and retain your personal data.
Data protection principles
We will comply with applicable data protection law in the UK ("Data Protection Law"). The principles of Data Protection Law are that the personal information we hold about you must be:
- Used lawfully, fairly and in a transparent way
- Collected only for valid purposes that we have explained to you in this Notice or elsewhere and not used in any way that is incompatible with those purposes
- Relevant to the above purposes
- Accurate and kept up to date
- Kept only for as long as necessary for our purposes
- Appropriately protected against security risks
What information do we ask for, and why?
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
The information we ask for is used for:-
- Contact details such as name, address, telephone number for providing an after-sales customer care service to our contractors and their customers.
- Contact details such as name, address, telephone number, qualifications and experience etc for assessing suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.
What will we do with the information you provide to us?
Customer Care/Maintenance
We will use your personal information to deal with your customer care requirements.
We will not share any of the information you provide with any third parties for marketing purposes or store any of your information outside of the European Economic Area. We will not use your personal information for any other reason unless you have given us your explicit consent to do so. The information you provide will be held securely by us whether the information is in electronic or physical format.
We will use the contact details you provide to us by the data controller to contact you and make arrangements for one of our operatives to visit and carry out the required works.
We will also use your personal information to comply with our legal and regulatory obligations.
Recruitment/Employment/Sub-Contracting (current & former employees/sub-contractors)
All of the information you provide during the recruitment process will only be used for the purpose of progressing your application, or to fulfil employment legislation if you are the successful candidate. For recruitment purposes, we will use the other information you provide to assess your suitability for the role you have applied for.
Application stage (employees)
We ask you for your personal details including name, address and contact details, including email address and telephone number. We will also ask you about your previous experience, qualifications, skills and employment history, you will be asked to complete a disclosure and barring declaration to declare any unspent convictions, we will also ask you questions about your health. This is to establish your fitness to work, referees and for answers to questions relevant to the role you have applied for. We will ask you if you have a disability that we would consider making reasonable adjustments to the recruitment process as part of our obligations and exercise specific rights in relation to employment. Our administration team will have access to all of this information.
This information will not be made available to any staff outside of our administration team or recruiting managers/directors.
Shortlisting (employees)
Our recruiting managers/directors shortlist applications for interview.
Assessments (employees)
We might ask you to participate in an assessment or complete tests, and to attend an interview. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by us.
Conditional offer (employees)
If we make a conditional offer of employment we will ask your permission to carry out these pre-employment checks, if we haven’t done so already with your permission. 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 haven’t had permission to do so previously.
- Bank details – to process salary payments
- Emergency contact details – so we know who to contact in case you have an emergency at work
Formal Appointment Process (sub-contractors)
We ask you for your personal details including name, address and contact details, including email address and telephone number. We will also ask you about your previous experience, qualifications and training, skills, work history & medical information. We also ask for copies of insurances etc required. This is to establish your suitability to work, referees and for answers to questions relevant to the role you have applied for.
You will therefore be required to provide:
- Proof of your ability to drive – you will be asked to attend our office with your original driving licence, we will take copies, or to send copies to us
- Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies, or to send copies to us
- Proof of your insurances - you will be asked to attend our office with original documents, we will take copies, or to send copies to us
- We may contact your referees, using the details you provide in your appointment forms, directly to obtain references if we haven’t had permission to do so previously
- Bank details – to process invoice payments
- Emergency contact details – so we know who to contact in case you have an emergency at work
Our administration team will have access to all of this information.
Special or Sensitive Categories of Personal Data
A&M Carpenters (SW) Ltd shall comply with any additional legal steps required by data protection laws when processing special (or sometimes called sensitive) categories of Personal Data.
Moneysoft/Payroll Manager
If you accept a final offer from us, some of your personnel records will be held on Moneysoft/Payroll Manager which is a well-known Payroll System.
Quickbooks
If you accept a final offer from us then your timesheets/invoices & pay information will also be processed on our Quickbooks Accounts System.
SMV Associates
SMV Associates are our company Accountants who assist us with our Company Accounts and Payroll. They will have third-party access to both our Moneysoft/Payroll Manager data and also our Quickbooks data.
Royal London
Likewise, your details will be provided to Royal London who are the administrators of the Company Pension Scheme. You will be auto-enrolled into the pension scheme and the details provided to Royal London will be your name, date of birth, national insurance number and salary. Your bank details will not be passed to Royal London at this time.
SSG
SSG are a Health and Safety Consultancy & Training company that we use. For safety and training purposes some of your information will be made available to SSG. The details provided will be your name, job title, date of birth, national insurance number (for CITB Grant purposes) and qualifications.
CITB
CITB process grants that are available to us as a company for training that is undertaken relating to Health and Safety in the construction industry. The details that will be provided will be your name, date of birth, job title, national insurance number and qualifications.
SMAS/CHAS/CQMS
In order to obtain our current SMAS, CHAS & CQMS accreditation, we have needed to provide details of our current employees and sub-contract labour. The details that will be provided will be your name, job title and qualifications.
How long is the information retained for?
Customer Care/Maintenance
Once all parties are satisfied that the works have been carried out, the information provided to us by the data controller will be kept in written and/or electronic form for 2 years for audit purposes. After this period the information will be deleted or destroyed.
Recruitment/Employment/Sub-Contracting (current & former employees/sub-contractors)
If you are successful, the information you provide during the application process will be retained by us as part of your employee/sub-contractor file for the duration of your employment/appointment plus 6 years following the end of your employment (employees only) or 2 years following the end of your appointment (sub-contractors). This includes your fitness to work, and records of any security checks and references (employees).
If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the vacancy at the end of that period your data is deleted or destroyed (employees).
Information generated throughout the assessment process, for example interview notes, is retained by us for 6 months following the completion of the selection process (employees).
How we make decisions about recruitment
Final recruitment decisions are made by hiring managers/directors and our occasionally certain members of our admin team. All of the information gathered during the application process is taken into account.
You are able to ask about decisions made about your application by speaking to our admin team or by emailing admin@aandmcarpenters.co.uk.
How does A&M Carpenters (SW) Ltd protect personal information?
A&M Carpenters takes security of your personal information seriously. We will take all reasonable steps to ensure that your personal information is treated securely and in accordance with this privacy policy. A&M Carpenters has internal policies and controls in place intended to ensure that your personal information is not lost, accidentally destroyed, misused or disclosed, and is not accessed other than as set out above. We store all data you provide on our secure (password and firewall protected) server.
Where A&M Carpenters engages third parties to process personal information on its behalf, these third parties do so on the basis of written instructions, under a duty of confidentiality. Any third parties processing personal information on behalf of A&M Carpenters are obliged to implement appropriate technical and organisational measures to ensure the security of that information.
We provide training to all of our staff to remind them on of their obligations. Our policies and procedures are audited and reviewed regularly.
Your rights & access, correction, erasure and restriction to personal information
Your duty to inform us of changes
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your relationship with us.
Your rights in connection with personal information
A&M Carpenters (SW) Ltd will be as open as it can be in terms of giving people access to their personal information, you have rights as an individual which you can exercise in relation to the information we hold about you.
Individuals can, under Data Protection law, find out if we hold any personal information about them. As a data subject, you can:-
- Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you other information about how we process it.
- Request correction of any incomplete or inaccurate personal information that we hold about you.
- Request erasure of your personal information where there is no good reason for us continuing to process it.
- Object to processing of your personal information where we are relying on a legitimate interest. You also have the right to object to us processing your personal information to send you direct marketing.
- Request the restriction of processing. For example if there is a dispute about its accuracy or the reason for us processing it.
- Request the transfer of your personal information to another party in certain circumstances.
- Your right to withdraw consent. In circumstances where you have provided your consent to us processing your personal information for a specific purpose, you have the right to withdraw your consent for that specific purpose at any time.
You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
Please make any subject access requests in writing to A&M Carpenters (SW) Ltd, Unit 22, Hartnoll Business Centre, Post Hill, Tiverton, Devon, EX16 4NG.
Complaints or queries
A&M Carpenters (SW) Ltd tries 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.
If then, you still believe that A&M Carpenters has not complied with your data protection rights, you can complain to the Information Commissioner’s Office (ICO): https://ico.org.uk/
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 person conducting the investigation. You can also get further information on:
- agreements we have with other organisations for sharing information;
- circumstances where we can pass on personal data without consent for example, to prevent and detect crime and to produce anonymised statistics;
- our instructions to staff on how to collect, use and delete personal data; and
- how we check that the information we hold is accurate and up to date.
Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Retention Policy
We only retain your personal information for as long as necessary to deal with your query and/or complaint. When your personal data is no longer required, it is destroyed by secure means.
Changes to this privacy policy
We keep our privacy policy under regular review. This privacy policy was last updated on 14 June 2023.
Contact us
If you have any questions about this privacy policy or would like to exercise your rights, please contact the office by e-mail ([email protected]) , telephone (01884 251675) or by post to A&M Carpenters (SW) Ltd, Unit 22, Hartnoll Business Centre, Post Hill, Tiverton, Devon, EX16 4NG.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of A&M Carpenters (SW) Ltd’s 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 [email protected].