Privacy Policy for Bardwood Support Services Ltd

Effective Date: 16th October 2024

At Bardwood Support Services Ltd (“we”, “our”, “us”), we are committed to protecting and respecting your privacy. This privacy policy outlines how we collect, use, process, and protect your personal data in accordance with the Data Protection Act 2018 (DPA 2018) and the UK General Data Protection Regulation (UK GDPR). Where we operate in other countries, we strive to ensure that we comply with applicable local data protection legislation.

1. Who We Are

Bardwood Support Services Ltd is a recruitment, facilities management (FM), and security services provider based in the United Kingdom. This privacy policy explains how we handle your personal data in relation to the services we offer. We are governed by the laws of the United Kingdom, but where we operate in other countries, we will seek to ensure compliance with local privacy and data protection laws.

For all privacy-related matters, please contact Phil Walton, our Quality & Compliance Director:
Email: phil.walton@bardwood.co.uk
Postal Address: Woodland Place, Hurricane Way, Wickford, Essex, SS11 8YB

Temp to Perm 12 weeks

Some of our contracts offer a possibility for you to transfer over the client after a period of 12 weeks.

2. What Personal Data We Collect

We may collect and process the following types of personal data:

  • Contact Information: such as your name, email address, postal address, and phone number.
  • Employment Data: including CVs, employment history, references, and qualifications.
  • Identification Information: passport numbers, driving licence details, SIA licence numbers.
  • Financial Information: bank account details for payroll, invoicing, and billing.
  • Website Usage Data: including IP addresses, browser type, operating system, and cookies.
3. How We Collect Personal Data

We collect personal data through various methods, including but not limited to:

  • Direct interactions: You may provide personal data through forms on our website, via email, or phone communications.
  • Automated technologies: As you use our website, we collect data through cookies and other tracking technologies (see section 8).
  • Third parties: We may receive personal data from recruitment agencies, reference providers, and background check services.
4. Legal Basis for Processing

We only process your personal data where we have a lawful basis to do so. This may include:

  • Consent: Where you have provided explicit consent to process your data.
  • Contractual Necessity: Processing is necessary for the performance of a contract you are a party to.
  • Legal Obligation: Compliance with legal requirements, such as HMRC or other regulatory bodies.
  • Legitimate Interests: Where processing is necessary for our legitimate interests, unless overridden by your data protection rights.
5. How We Use Personal Data

We use the personal data we collect for the following purposes:

  • To provide recruitment, FM, and security services.
  • To manage employee relationships, including payroll and HR services.
  • To comply with our legal and regulatory obligations both in the UK and in other countries where we operate.
  • To comply with our legal and regulatory obligations both in the UK and in other countries where we operate.
  • To communicate with you about services, job opportunities, or contracts.
6. How We Share Your Data

We do not sell your personal data. However, we may share your data with the following:

  • Service Providers: We may share data with trusted third parties who perform services on our behalf, such as payroll processing, IT services, or legal advisers.
  • Regulatory Authorities: Where required by law, we may share data with government bodies, such as HMRC, the SIA, or other regulatory authorities.
  • Third-Party Recruiters or Contractors: In some cases, we may share data with third-party recruiters or clients in connection with employment opportunities.
7. International Transfers

Where we transfer personal data outside the UK or EEA, we ensure appropriate safeguards are in place to protect your data in compliance with the UK GDPR. This may include standard contractual clauses approved by the UK Information Commissioner’s Office (ICO). In countries where we operate, we will strive to comply with local data protection laws and ensure that your data is handled securely.

8. Cookies and Website Tracking

Our website uses cookies to enhance your browsing experience. Cookies are small text files placed on your device to collect information about how you interact with our website.

We use the following types of cookies:

  • Essential Cookies: Necessary for the operation of our website.
  • Performance Cookies: To collect anonymous data on how visitors use our website, allowing us to improve functionality.
  • Performance Cookies: To collect anonymous data on how visitors use our website, allowing us to improve functionality.
  • Targeting Cookies: To tailor advertising and content based on your browsing habits.

You can control or disable cookies through your browser settings. However, please note that disabling cookies may affect the functionality of our website.

For more detailed information on our use of cookies, please see our Cookies Policy.

9. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected and to comply with legal, regulatory, or contractual obligations. Once this period has expired, we will securely delete or anonymize your data.

10. Your Data Protection Rights

Under the UK GDPR, you have the following rights in relation to your personal data:

  • Right to Access: You can request access to the personal data we hold about you.
  • Right to Rectification: You can request corrections to any inaccurate or incomplete data.
  • Right to Erasure: You can request the deletion of your personal data in certain circumstances.
  • Right to Restriction of Processing: You can request that we limit how we process your personal data.
  • Right to Data Portability: You can request that we transfer your personal data to another organization.
  • Right to Object: You can object to certain types of data processing, such as direct marketing.
  • Right to Withdraw Consent: Where we rely on your consent for processing, you can withdraw your consent at any time.

To exercise any of these rights, please contact Phil Walton at phil.walton@bardwood.co.uk.

11. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These measures include encryption, secure servers, and access controls.

12. Complaints

If you have concerns about how we handle your personal data, please contact Phil Walton at phil.walton@bardwood.co.uk. If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

Website: [https://ico.org.uk]
Telephone: 0303 123 1113

13. Changes to This Privacy Policy

We may update this privacy policy from time to time to reflect changes in our practices, legal obligations, or technology. Any changes will be posted on our website, and where appropriate, notified to you via email.

By using our services and website, you acknowledge that you have read and understood this privacy policy.

For any questions or further details regarding this privacy policy, please contact Phil Walton, Quality & Compliance Director, at phil.walton@bardwood.co.uk.

**NB** This policy is provided in accordance with the UK GDPR, Data Protection Act 2018, and where applicable, local data protection legislation in other countries where we operate.

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