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Privacy Notice Policy
Purpose of this notice
This privacy notice describes how ALISTAIR YOUNG ENGINEERING LIMITED (“we”, “us” or “our”) collects and uses Personal Data, in accordance with the General Data Protection Regulation (GDPR), the Data Protection Act and any other applicable data protection law in the United Kingdom (collectively “data protection law”).
It applies to Personal Data provided to us, both by individuals or by others.
Personal Data is any information relating to an identified or identifiable living person. Words used with first letter capitalisation (e.g. Personal Data), unless otherwise defined in this policy, have the same definition and meaning as under data protection law.
Alistair Young Engineering Limited are a Company registered in Scotland with a registered office at , The Engineering Works, Dunphail, Forres, Morayshire, IV36 2QQ, Registration Number SC203495.
Personal interactions are at the core of our business, so we have implemented this policy for reasons of lawfulness, fairness and transparency in relation to our use of Personal Data.
Alistair Young Engineering Limited acts as a Controller and Processor of data. As the Controller, we process personal data and determine the purpose for and the means of the processing of the personal data, As the Processor, we shall process personal data on behalf of third parties, e.g Finance Companies, for the purpose of completing Finance Agreements, Haulage Companies for the purpose of transporting Customers machinery.
Types of Personal Data
Given the diversity of the services we provide to clients we may process many categories of Personal Data. By way of example, we could collect and process:
- Contact and personal details (including name, address, date of birth, employer name, contact title, phone, e-mail and other business or family contact details
- Business activities
- Family information
- Information about management and employees of clients
- Income and other financial-related details
Collection of Personal Data
We will only collect such Personal Data that is necessary for us to perform our services and we ask our clients only to share such Personal Data as required for that purpose. Where we identify that a client has provided us with unnecessary Personal Data we will either return that information to its source or destroy it, taking into account our client’s preference wherever possible.
Generally, we collect Personal Data from our clients or from third parties acting on the instructions of the relevant client. Examples of this collection include when:
- We are contacted about our services
- A proposal is requested from us in respect of the services we provide
- Our clients engage us to provide our services and also during the provision of these services
- From third parties (e.g. agents of our clients, finance companies, haulage companies)
Use of Personal Data
Here we set out the basis upon which we process Personal Data. Please note that we may process Personal Data for more than one lawful basis, depending on the specific purpose for which we are using that information.
Performance of a contract
We provide a diverse range of services, of which more information can be found on our website: www.young-engineering.co.uk
Many of our services require us to process Personal Data for purposes necessary for the performance of our contract with our clients. For example, this may include submitting personal information to a Finance Company for the purpose of fulfilling a contract
We may process Personal Data for the purposes of our own legitimate interests in the effective delivery of information and services to our clients, and in the effective and lawful operation of our businesses, provided that those interests do not override the interests, rights and freedoms of a Data Subject which require the protection of that Personal Data.
Compliance with a legal obligation
We will process Personal Data as necessary to comply with any relevant legal obligations.
We are also to keep certain records to demonstrate that our services are provided in compliance with our legal, regulatory and professional obligations.
In certain limited circumstances we may process Personal Data by consent, for example, marketing purposes (such as newsletters, promotions) via e-mail or post. Where consent is the only basis upon which Personal Data is processed the relevant Data Subject shall always have the right to withdraw their consent to processing for such specific purposes.
It is our policy to only process Personal Data by consent where there is no other lawful basis for processing.
In the absence of specific legal, regulatory or contractual requirements, our standard retention period for records is 2 years.
Our standard email retention period is 2 years.
We continually review our data retention policies, and we reserve the right to amend the above retention periods without notice.
Other records, which are not required to be retained, will be kept for a period of time depending on:
- The type, amount and categories of Personal Data we have collected
- The requirements of our business and the services we provide
- The purposes for which we originally collected the Personal Data
- The lawful grounds upon which we based our processing
- Any relevant legal or regulatory obligations
- Whether the purpose of the processing could be reasonably fulfilled by other means
Where relevant, such as the retention of employee and prospective employee personal data, we have a separate privacy notice for that category of Personal Data.
We take the security of all the data we hold very seriously. We have a framework of policies, procedures and training in place covering data protection, confidentiality and security and regularly review the appropriateness of the measures we have in place to keep the data we hold secure.
We have put in place appropriate security measures to prevent Personal Data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. This is not only in accordance with our obligations under GDPR, but also in accordance with our regulatory obligations of confidentiality.
In addition, we limit access to Personal Data to those employees, agents and other third parties who have a business need to know, and our IT systems operate on a ‘least privileged’ basis by default. Third parties will only process Personal Data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify any affected Data Subject and any applicable regulator of a suspected breach where we are legally required to do so.
All Personal Data will be provided with adequate protection and all transfers of Personal Data outside the EU are done lawfully. Where we transfer Personal Data outside of the EU to a country not determined by the European Commission as providing an adequate level of protection for Personal Data, the transfers will be under an agreement which covers the EU requirements for the transfer of personal data outside the EU, such as the European Commission approved standard contractual clauses.
We will also share Personal Data with third-party service providers. For example, we use third parties to provide:
- Our IT services
- Professional advisory services
- Administration services
- Banking services
All of our third-party service providers are required to take commercially reasonable and appropriate security measures to protect your personal data. We only permit our third-party service providers to process your personal data for specified purposes and in accordance with our instructions.
Rights and Responsibilities
A Data Subject’s duty to inform us of changes
It is important that the Personal Data we hold about you is accurate and current. Should your personal information change, please notify us of any changes of which we need to be made aware by contacting us, either through your usual contact at Alistair Young Engineering Limited or by using one of the means set out at the end of this privacy notice.
A Data Subject’s rights in connection with Personal Data
Data Subjects may have certain rights under UK or EU law in relation to the Personal Data held by us about them. In particular, they may have a right to:
- request access to their Personal Data. This enables a Data Subject to receive details of the Personal Data we hold about them and to check that we are processing it lawfully;
- ask that we update the Personal Data we hold about them, or correct such Personal Data that they think is incorrect or incomplete;
- request erasure of their Personal Data. This enables a Data Subject to ask us to delete or remove Personal Data where there is no good reason for us continuing to process it. Data Subjects also have the right to ask us to delete or remove Personal Data where they have exercised their right to object to processing (see below). Please note that we may not always be able to comply with a request for deletion of Personal Data for legal reasons which will be notified, if applicable, after receiving such a request;
- object to processing of their Personal Data where we are relying on a legitimate interest (or those of a third party) and there is something about their particular situation which makes them want to object to processing on this basis. They also have the right to object where we are processing their personal information for direct marketing purposes;
- request the restriction of processing of their Personal Data. This enables a Data Subject to ask us to suspend the processing of Personal Data about them, for example if they want us to establish its accuracy or the reason for processing it
- request the transfer of their Personal Data to them or another Controller if the processing is based on consent, carried out by automated means and this is technically possible
Withdrawal of consent
Where we process Personal Data based on consent, individuals have a right to withdraw consent at any time.
To withdraw consent to our processing of your Personal Data please email Trudi Young/Fiona McLennan at Alistair Young Engineering Limited
Contacting us to exercise a right
Any request by a data subject in accordance with data protection legislation to see any information that is held about them by us will be dealt with by our Data Protection Officers.
Data Subjects also have the right to make a complaint to the ICO, the UK supervisory authority for data protection issues. For further information on individual rights and how to complain to the ICO, please refer to the ICO website.
Changes to This Notice
We recognised that transparency is an ongoing responsibility so we will keep this privacy statement under regular review.
This privacy statement was last updated on 9th August 2018.
If there are any questions regarding this notice or if anyone would like to contact us about the manner in which we process their Personal Data, please email our Data Protection Officers Trudi Young or Fiona McLennan via our Contact Us page.