Privacy Policy

This Privacy Statement sets out:

  • who we are;
  • why we need to collect your personal data;
  • the general categories of personal data that we may process;
  • the purposes for which we may process your personal data;
  • the legal basis of the processing;
  • who has access to your data and who the data may be shared with;
  • how we will protect your data;
  • how long we will retain your data;
  • your rights as a data subject;

Who we are

Ascentor Limited (company number 05260780) is the data controller. Ascentor is part of the EMB Group of companies: www.emb-group.co.uk and is based at 5 Wheatstone Court, Waterwells Business Park, Quedgeley, Stroud, Glos, GL2 2AQ.

Ascentor is committed to being transparent about how it collects and uses personal data and to meeting its data protection obligations.

Ascentor’s Data Privacy Manager can be contacted at: [email protected]

Purpose of the processing and the lawful basis of the processing

Contract

Processing of your personal data may be necessary for the performance of a business or employment contract to which you are party or in order to take steps at your request prior to entering into a contract.

Legal Obligation

Processing of your personal data may also be necessary to enable Ascentor to comply with legal obligations to which Ascentor is subject.  For example, HMRC reporting requirements.

Legitimate Interest

Personal data will be collected to respond to enquiries and to supply relevant marketing information about our services.

Personal data will also be collected in response to job advertisements or recruitment enquiries.

What personal information is processed

The personal data that we may collect includes your name, job title, address and contact details, including email address and telephone number.

When visiting our website, we may also automatically collect technical information such as the IP address used to connect your computer to the internet, your geographic location, browser type and version, browser plug-in types and versions and operating system and platform.

In terms of employees the business may collect and process a range of information including:

  • your name, address and contact details, including email address and telephone number, date of birth and gender;
  • the terms and conditions of your employment;
  • details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and with the business;
  • information about your remuneration, including entitlement to benefits such as pensions or insurance cover;
  • details of your bank account and national insurance number;
  • information about your marital status, next of kin, dependants and emergency contacts;
  • information about your nationality and entitlement to work in the UK;
  • information about your criminal record;
  • details of your schedule (days of work and working hours) and attendance at work;
  • details of periods of leave taken by you, including holiday, sickness absence, family leave and sabbaticals, and the reasons for the leave;
  • details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence;
  • assessments of your performance, including appraisals, performance reviews and ratings, performance improvement plans and related correspondence;
  • information about medical or health conditions, including whether or not you have a disability for which the business needs to make reasonable adjustments; and
  • equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.

Who has access to your data and who the data may be shared with

Your information may be shared internally, including with Ascentor and EMB staff and managers and IT staff if access to the data is necessary for performance of their roles.

Your data may also be shared with third parties who provide certain business functions or process data on behalf of Ascentor and its clients or where there is a legal requirement to do so.

Ascentor does not permit third parties to use the data for any other purpose.

How does Ascentor protect your data?

Ascentor takes the security of your data seriously. The organisation has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by authorised employees in the performance of their duties. Ascentor holds Cyber Essentials Plus certification and is certified to the Audited IASME Governance standard.

Where Ascentor engages third parties to process personal data on its behalf, they do so based on written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.

Ascentor will not transfer your data to countries outside the European Economic Area.

Retention period

Ascentor normally holds data for seven years after performance.

Where we are using your details for direct marketing, Ascentor will keep such data until you notify us to delete the data or withdraw your consent.

In the case of responses to job applications, Ascentor will keep your information for a period of 6 months.

If you are an employee, the business will hold your personal data for the duration of your employment. The periods for which your data is held after the end of employment is 6 years or in accordance with relevant contract requirements if the latter is greater.

Data held by Ascentor is securely destroyed at the end of the retention period in accordance with our information security policies, required as part of our IASME certification.

Consequences of failure to provide personal data

Failure to provide the required personal data may mean that Ascentor is unable to provide you with services.

As an employee, you have some obligations under your employment contract to provide the business with data. In particular, you are required to report absences from work and may be required to provide information about disciplinary or other matters under the implied duty of good faith. You may also have to provide the business with data in order to exercise your statutory rights, such as in relation to statutory leave entitlements. Failing to provide the data may mean that you are unable to exercise your statutory rights.

Certain information, such as contact details, your right to work in the UK and payment details, have to be provided to enable the business to enter into a contract of employment with you. If you do not provide other information, this will hinder the business’s ability to employ you or administer the rights and obligations arising as a result of the employment relationship efficiently.

Automated decision making

Ascentor does not use automated decision-making.

Your rights as a data subject

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require the organisation to change incorrect or incomplete data;
  • request the organisation to delete or stop processing your data when the data is no longer necessary for the purposes of processing.

If you would like to exercise any of these rights, please contact Ascentor’s Data Privacy Manager by e-mail at: [email protected]

If you believe that Ascentor has not complied with your data protection rights, you can complain to the Information Commissioner’s Office: https://ico.org.uk/concerns/handling/

We may update this privacy statement from time to time by publishing a new version on our website.

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