Every day our business will receive, use and store personal information about our customers and colleagues. It is important that this information is handled lawfully and appropriately in line with the requirements of the Data Protection Act 2018 and the General Data Protection Regulation (collectively referred to as the ‘Data Protection Requirements’).
We take our data protection duties seriously, because we respect the trust that is being placed in us to use personal information appropriately and responsibly.
This policy, and any other documents referred to in it, sets out the basis on which we will process any personal data we collect or process.
This policy does not form part of any employee’s contract of employment and may be amended at any time.
The General Manager is responsible for ensuring compliance with the Data Protection Requirements and with this policy. Any questions about the operation of this policy or any concerns that the policy has not been followed should be referred in the first instance to the General Manager or reported in line with the organisation’s Whistleblowing Policy or Grievance Policy.
M&S Hire is privately owned company specialising in the hire and sale of access equipment to the construction industry primarily in London and the South-East. M&S Hire are renowned market leaders in supplying high quality products and providing excellent customer service. Offering training and expertise they actively encourage all users to be trained in their safe use.
Personal data means data (whether stored electronically or paper based) relating to a living individual who can be identified directly or indirectly from that data (or from that data and other information in our possession).
Processing is any activity that involves use of personal data. It includes obtaining, recording or holding the data, organising, amending, retrieving, using, disclosing, erasing or destroying it. Processing also includes transferring personal data to third parties.
Sensitive personal data includes personal data about a person’s racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic, biometric, physical or mental health condition, sexual orientation or sexual life. It can also include data about criminal offences or convictions. Sensitive personal data can only be processed under strict conditions, including with the consent of the individual.
Through agreeing to this privacy notice you are consenting to M&S Hire processing your personal data for the purposes outlined in this policy statement
Anyone processing personal data, must ensure that data is:
The Data Protection Requirements are not intended to prevent the processing of personal data, but to ensure that it is done fairly and without adversely affecting the rights of the individual.
In accordance with the Data Protection Requirements, we will only process personal data where it is required for a lawful purpose. The lawful purposes include (amongst others): whether the individual has given their consent, the processing is necessary for performing a contract with the individual, for compliance with a legal obligation, or for the legitimate interest of the business. We do not store sensitive data.
We may collect store and use the personal data for legitimate business use. This may include data we receive directly from a data subject (for example, by completing forms or by corresponding with us by mail, phone, email or otherwise) and data we receive from other sources (including, for example, location data, business partners, sub-contractors in technical, payment and delivery services, credit reference agencies and others).
We will only process personal data for the specific purposes or for any other purposes specifically permitted by the Data Protection Requirements. We will notify those purposes to the data subject when we first collect the data or as soon as possible thereafter.
If we collect personal data directly from an individual, we will inform them about:
If we receive personal data about an individual from other sources, we will provide them with this information as soon as possible (in addition to telling them about the categories of personal data concerned) but at the latest within 1 month.
We will also inform data subjects whose personal data we process that we are the data controller with regard to that data and our contact details are Julianb@mands-hire.co.uk and who is the manager responsible for data compliance management.
We will only collect personal data to the extent that it is required for the specific purpose notified to the data subject.
We will ensure that personal data we hold is accurate and kept up to date. We will check the accuracy of any personal data at the point of collection and at regular intervals afterwards. We will take all reasonable steps to destroy or amend inaccurate or out-of-date data.
We will not keep personal data longer than is necessary for the purpose or purposes for which it was collected. We will take all reasonable steps to destroy, or erase from our systems, all data which is no longer required.
We will process all personal data in line with data subjects’ rights, in particular their right to:
We will take appropriate security measures against unlawful or unauthorised processing of personal data, and against the accidental or unlawful destruction, damage, loss, alteration, unauthorised disclosure of or access to personal data transmitted, stored or otherwise processed.
We will put in place procedures and technologies to maintain the security of all personal data from the point of the determination of the means for processing and point of data collection to the point of destruction. Personal data will only be transferred to a data processor if he agrees to comply with those procedures and policies, or if he puts in place adequate measures himself.
We will maintain data security by protecting the confidentiality, integrity and availability of the personal data, defined as follows:
Security procedures include:
Individuals must make a formal request for information we hold about them. Employees who receive a request should forward it to the General Manager immediately.
When receiving telephone enquiries, we will only disclose personal data we hold on our systems if the following conditions are met:
Where a request is made electronically, data will be provided electronically where possible.
Our employees will refer a request to their line for assistance in difficult situations.
We reserve the right to change this policy at any time. Where appropriate, we will notify changes by mail or email.