Privacy Policy

Privacy & GDPR Policy of www.spanset.co.uk

This Application collects some Personal Data from its Users.

Owner and Data Controller

Telford Way

MIDDLEWICH

Cheshire CW10 0HX

United Kingdom

Owner contact email: customerservices@spanset.co.uk 

VAT registration No: 160 8518 65

Registered in England: 960688

SpanSet UK Limited takes seriously the privacy and security of your personal information.

We wish to share with you information about the personal information we collect and use in accordance with the General Data Protection Regulation (GDPR).  This notice applies to all customers, suppliers of all SpanSet UK Limited goods and services.

SpanSet UK Ltd, will not share your company details with third parties, unless compelled to do so by government agencies.  They are required for the sole use of our business relationship between our respective companies

SpanSet Limited is a "data controller". This means that we are responsible for deciding how we hold your information. We are required under data protection legislation to notify you of the information contained in this privacy notice.

It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information. 

Use of personal information

We will comply with data protection law. This says 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 clearly explained to you and not used in any way that is 
          incompatible with those purposes.
·         Relevant to the purposes we have told you about and limited only to those purposes.
·         Accurate and kept up to date.
·         Kept only as long as necessary for the purposes we have told you about.
·         Kept securely.

1.    The kind of information we collect, how it is stored and used

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We will collect, store, and use the following categories of personal information about you:

Training Customers
Trainees
For trainees we may hold the following information, business address, homes address, site address, email, telephone numbers (including mobile), some medical information as requested in our Statement of Physical Condition Form.

The information is held is for SpanSet internal use only ( in the case of 3rd party accredited courses this information will be passed to the 3rd party for registration purposes) , to enable us to verify the trainees identity, provide their certification and maintain a record of their qualification for the period of validity and a period of 2 years after.

Unless the course was booked by the trainee, they will not be contacted directly.

The information is held on our Delegate Planner software, CRM software and ERP software and we also create paper files during processing, training registration and Training assessment.

Our software support have provided assurances regarding the security controls they have in place to protect our data.

Our paper files are kept to a minimum in terms of content and are stored in locked cabinets.

Access to delegate planner is controlled with only those currently requiring access eligible, all users have been trained to understand the importance of the security of the data held, all users require user name and password.

There is no access to our paper files for external personnel and all our staff have been trained to understand the importance of the security of the data held.

Training Co-ordinators
For Training Co-ordinators we may hold the following information, name, business address, site address, email, telephone numbers (including mobile).

This information is for SpanSet internal use only, to enable us to process the booking and arrange the training, provide the certification records on completion and issue reminders / updates relevant to the training / qualification and manage your account . 

If you provide consent SpanSet will provide information on training courses and associated safety products / services.

All training correspondence will be sent to these coordinators and should we be contacted by trainees directly, then we will seek agreement from the coordinator prior to issuing copy certificates etc.   

The information is held on our Delegate Planner software, CRM software and ERP software, we also create paper files during processing, training registration and Training assessment.

Our software support have provided assurances regarding the security controls they have in place to protect our data.

Our paper files are kept to a minimum in terms of content, and are stored in locked cabinets.

Access to our Delegate Planner software, CRM software and ERP software is controlled with only those currently requiring access eligible, all users have been trained to understand the importance of the security of the data held, all users require user name and password.

There is no access to our paper files for external personnel and all our staff have been trained to understand the importance of the security of the data held.

Customers
SpanSet may hold the following details of the contacts involved in the procurement of our products and services name, job title, business address, email, telephone numbers (including mobile).

The information is held is for SpanSet internal use only, to enable us to provide information on the products and services, process the enquiries and orders, manage your account and as a point of contact in the event of technical issues or product recalls. This information will be held for the potential lifespan of the products / services you have procured from us.

If you provide consent SpanSet will provide information on our associated safety products / services and training courses.

All product, services and training correspondence will be sent to these contacts and should we be contacted by your employees directly, then we will seek agreement from them prior to issuing copy certificates etc.   

Their information is held on our CRM software, ERP software and we also have paper correspondence.

Our software support have provided assurances regarding the security controls they have in place to protect our data.

Our paper files are kept to a minimum in terms of content, are stored in locked cabinets.

Access to our CRM and ERP is controlled with only those currently requiring access eligible, all users have been trained to understand the importance of the security of the data held, all users require user name and password.

There is no access to our paper files for external personnel and all our staff have been trained to understand the importance of the security of the data held.

Inspection Customers
Users whose equipment we inspect

For employees whose personal equipment we inspect we hold the following information, name, job title, business address, site address, email, telephone number (including mobile).

The information held is for SpanSet internal use only, to enable us to arrange the inspections, provide the certification and maintain a record of the inspections.

If the inspection was not booked by the individual, they will not be contacted directly unless we are directed to do so.

The information is held on our IDXpert software, CRM software and ERP software and our software support have provided assurances regarding the security controls they have in place to protect our data.

Access to IDXpert and our CRM and ERP is controlled with only those currently requiring access eligible, all users have been trained to understand the importance of the security of the data held, all users require user name and password. 

Coordinators who arrange for the equipment to be inspected

SpanSet may hold the following details of the contacts involved in the procurement of inspection services , name, job title, business address, site address, email, telephone number (including mobile).

The information is held is for SpanSet internal use only, to enable us to provide information on the inspection services, process the enquiries and orders, manage your account and as a point of contact in the event of technical issues or queries relating to the service. Should products fail an inspection we will provide information on the options for repair or replacement to help ensure continuity of operation for your business. This information will be held for the period of validity of the inspection.

 If you provide consent SpanSet will provide information on our associated safety products / services and training courses.

General Suppliers 
SpanSet may hold the following details of the contacts involved in the procurement of your products and or services name, job title, business address, site address, email, telephone number (including mobile).

The information is held for SpanSet internal use only, to enable us to procure your products and or services, process the enquiries and orders, manage your account and as a point of contact in the event of technical issues or product recalls. 

All product and or services correspondence will be sent to these contacts.   

Their information is held on our ERP software and we also have paper correspondence.

Our software support have provided assurances regarding the security controls they have in place to protect our data.

Our paper files are kept to a minimum in terms of content, are stored in locked cabinets.

Access to our ERP is controlled with only those currently requiring access eligible, all users have been trained to understand the importance of the security of the data held, all users require user name and password. 

There is no access to our paper files for external personnel and all our staff have been trained to understand the importance of the security of the data held.


2.    Change of purpose

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.

 
3. Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

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 and to check that we are lawfully processing it.

Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.

Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).

Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.

Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.

Request the transfer of your personal information to another party. 
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact e.williams@spanset.co.uk.  

 If you wish to make a data subject access request of find out more about this process please contact e.williams@spanset.co.uk.

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

4.  Right to withdraw consent


In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact e.williams@spanset.co.uk once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law. Please be aware that there are likely to be implications on our ability to continue our working relationship in the event that we are not able to process your personal information.

5. Changes to this privacy notice


We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information. 

6. Who to contact


If you have any questions or concerns comments regarding our data processing practices you can contact our data protection compliance manager on e.williams@spanset.co.uk.

Further information on data protection (including your right to complain about the use of your personal data) can be found on The Information Commissioner's Office (ICO), website www.ico.org.uk Amended 31.05.22