GENERAL DATA PRIVACY NOTICE
g2 Energy Limited understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our customers, suppliers and staff and will only collect and use personal data in ways that are described here, and in a way, that is consistent with our obligations and your rights under the law.
What does this notice cover?
This Data Privacy Information, together with any documents referred to in it, explains how we collect, store, use and other wise process your data. It also explains your rights under the law relating to your personal data.
What is personal data?
Personal data is defined by the General Data Protection Regulation (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified.
Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
Non-personal data refers to any information that does not identify you as a specific individual. This policy may include non-personal information where both types may be linked by the same document.
How we collect your data
We collect data in a number of ways, including in person, via email, via the website, by phone, post or social media, such as:
- Applying for a vacancy on our website, an external website or through social media
- Offering your services for potential future vacancies
- Using our website, social media or other internet based application
- Cookies when using our website
- Sending in your CV (curriculum vitae), certificates or other details, to update our records
- Making an enquiry
- Having an existing or prior business relationship with us
- By any other means that we may communicate with you
What personal data we collect
We may collect some or all of the following personal data (this may vary according to your relationship with us):
- Personal information (such as name, address, phone number, contact details, date of birth, job title)
- Tax information (such as NI number, UTR number)
- Payment information (such as bank details, pay rates)
- Next of kin details
- Legal documents (such as passport, driving licence)
- Skills evidence information (such as CV’s, training certificates, qualifications)
- Health information (such as driving questions, medical conditions or allergies)
- Security information (such as site security pass details)
- For those applying for employment or for security passes; information including, but not limited to, employment history, education history, referee contact details
- Criminal conviction information
- Business contact details (such as name, address, phone number, contact details, job title)
- Moving Images and recordings (such as CCTV footage)
- Still images (such as photographs)
- Any network information related to use of a device on g2 Energy network
- Health & Safety incident information
- Any other details you choose to submit on a CV
- Any other information required to perform our duties adequately
We shall collect your data from several pieces of data that you may provide us, for example, when applying for a vacancy. However, g2 Energy have no control over additional information that you choose to provide us within documents such as your CV.
In some cases, we may collect data from third parties. This might include HMRC who provide tax verification information, certain clients who might provide site security clearance details, or intermediaries who may act as an introducer. If this happens we shall inform you of the source of the data, including if it came from a publicly accessible source.
If you fail to provide g2 Energy with data that is required for certain functions, it may mean that we are unable to fulfil our requirement for entering into a contract with you or performing the contract that we have entered into.
We will only collect criminal conviction data where it is appropriate given the nature of the services you are to provide to us and where the law permits us. This data will usually be collected during contract negotiation, or in order to perform client requested security checks, however, may also be collected during your engagement. We use criminal conviction data to determine your suitability, or your continued suitability for the engagement. Certain clients may use this data to produce site security clearance or applicable caveats to apply to your site security clearance. You will be informed in advance if a criminal data search is needed as part of any such security checks. We rely on the lawful basis of legitimate interest to process this type of data.
How we use your personal data
Under the GDPR, we will only use your personal data when we have a legal basis for doing so. The legal basis for using your personal data will depend on what we need to do but includes:
- Contract: for us to provide services we have agreed to provide to you
- Legal obligation: for us to comply with the law, this includes examples such as HMRC, and Health & Safety Executive
- Vital Interests: for us to be able to protect someone’s life
- Legitimate Interest: where necessary for our interests or the interest of a third party, but only after carefully considering any effect this may have on you, and in particular your rights and freedoms
- Consent: where you have given us clear consent to use your data for a specific purpose. You have the right to withdraw your consent at any point
- Public Interest: where processing is necessary for us to perform a task carried out in the public interest
We do not use any automated systems or profiling systems for carrying out any data processing.
How long we keep your personal data
We retain a record of your data in order to provide a high quality service to our customers and workforce. We will only retain your data in accordance with the law and we will only retain it for as long as is necessary. How long we will need to keep your personal data will depend on the purpose it was collected for and our basis in law for keeping it.
Your data will be disposed of securely once it is no longer needed.
How and where we store your personal data
We shall protect your data against accidental loss or disclosure, destruction and abuse. Numerous measures are taken to protect your data, depending upon the nature of the storage.
Where any personal data is to be erased or otherwise disposed of for any reason, it shall be securely deleted and disposed of.
Who we share your personal data with
We will not sell, rent, trade or otherwise disclose your data, except as described in this policy, or other documents referred to in this policy. The way that g2 Energy operates means that we may need to share your personal data between departments internally or with GDPR compliant external third parties so that we can provide the service to you.
Employees within g2 Energy who have a responsibility within executive management, human resources, recruitment, sales and marketing, project management, design, operations, HSEQ and finance will have access to your data which is relevant to their function. All employees with such responsibility will be trained in ensuring the data is processed in line with GDPR.
Data may be shared with third parties for particular reasons, including but not limited to:
- To verify details with HMRC for pay and deductions
- To facilitate any payment arrangements
- To obtain references or other relevant data
- To complete security paperwork or checks in order for you to work on client sites
- To inform contractors or clients of personnel names, contact details and applicable training/competence details, in order to verify your suitability for the work
- To inform a Site Manager or other relevant site personnel, of the personnel details related to that project
- To inform a doctor of details relating to you for the purposes of providing medical attention
- Contacting your emergency contact / next of kin in the event of an incident involving you
- As part of an internal or external audit
- To post, courier or deliver an item to you
- If we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority, where we may be legally required to share certain data (for example the Police)
In all cases, shared data will be limited to that required to perform the task.
We may also share your data with third parties as part of a Company sale or restructure, or for other reasons to comply with a legal obligation upon us. A data processing agreement would be in place with such third parties to ensure data is not compromised. Third parties must implement appropriate technical and organisational measures to ensure the security of your data.
Outside of EEA:
We may from time to time transfer personal data to countries outside of the EEA (European Economic Area, being all EU member states, plus Norway, Iceland, and Liechtenstein), for the purposes of our legitimate interests in performing a contract. Such countries may include The Channel Islands, Isle of Man, Gibraltar and USA. g2 Energy would ensure that any data transferred shall be done securely and that the bodies who receive the data that we have transferred, process it in a way required by UK data protection laws.
Your rights regarding your data
Under the GDPR, you have the following rights, which we will always work to uphold:
a ) The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in the ‘How do I contact you’ section
b) The right to access the personal data we hold about you
c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete
d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have
e) The right to restrict (i.e. prevent) the processing of your personal data
f) The right to transfer the data we hold on you to another party. This means that you can ask us for a copy of your personal data held by us to re-use with another service or business in many cases
g) The right to object to us using your personal data for a particular purpose or purposes
h) The right to regulate any automated decision-making and profiling of your personal data. We do not use your personal data in this way
For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in the ‘How do I contact you’ section.
Further information about your rights can also be obtained from the Information Commissioner’s Office (www.ico.org.uk) or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
How you can access your personal data
If you wish to see the personal data we hold for you, you can ask us for details of that personal data. This is known as a “data subject access request”.
All subject access requests should be made in writing and sent to the email or postal addresses shown in the ‘How do I contact you’ section. To make this as easy as possible for you, a Data Subject Access Request Form, is available for you to use. We request the use of this form, as it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible. Before providing any information, we will need to verify your identify and may request further information from you.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will aim to respond to your subject access request within two weeks but in any case, not more than one month of receiving it. Normally, we aim to provide a complete response within that time, however, in some cases, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept informed of our progress.
How to contact us
To contact us about anything to do with your personal data and data protection, including to making a data subject access request, please use the following details
Email address: GDPR@g2energy.co.uk
Postal Address: g2 Energy Limited, 1 Osier Way, Olney Business Park, Olney, Buckinghamshire. MK46 5FP
g2 Energy Limited is the data controller.
Changes to this Privacy Notice
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.