This privacy policy explains how we collect and use any personal information we collect about you.
Scope iT Ltd is committed to protecting your privacy by ensuring that any personal data is collected and used lawfully and transparently. This privacy notice sets out in line with the types of data that we hold on and on behalf of you as a client, employee or supplier to the Company.
This Privacy Notice explains:
Who is Scope iT Ltd
We are an Asbestos Consultant in the UK providing asbestos surveys, air testing, bulk samples and project management.
Personal Data provided to us:
We use electronic contact forms in our website. These forms will prompt users to input basic contact details so we can generate service quotes, updates and respond to enquiries.
You may also provide data to us by corresponding with us by phone, email, letter, social media or registering for employment vacancies. It is important that the personal data we hold about you is accurate and current. You should keep us informed if your personal data changes during your relationship with us.
Where you ask us to provide our services, we may be required to process additional categories of personal data relating to you or other parties to ensure the provisions of our services can be met effectively.
We may collect additional data from you as part of our recruitment process, during your employment for personal details, salary, benefits, tax status information, vehicle data mileage on company vehicles. We may record additional data via CCTV when you visit our offices and premises. We may also ask to verity your identity in limited circumstances by providing valid photographic identification.
Personal Data from other sources
We may receive information about you and/or your company from specific third parties such as from our clients, recruitment agencies, government agencies, third party service providers such as vehicle tracking providers, accountants, management systems and softwares we use.
Where our client discloses your personal data outside of the UK, it relies on a UK adequacy regulation covering the recipient country as having adequate protection for individuals’ rights and freedoms or uses adequate safeguards such as standard contractual clauses to protect your personal data.
Online Identifiers:
When you visit our website, a record of your device’s IP address is retained which is used anonymously in order to determine website and page visitors. If you use any forms on the website to send an email to us, a record will also be made of your email address and your telephone number.
Our legal basis for processing
Before processing any personal data, we ensure that at least one lawful basis under GDPR is met. We will not disclose personal data for any purpose other than what the data was originally collected for; unless there is an overriding legal basis that enables this processing.
We may collect, hold, use and disclose the information collected to compile statistical data and to maintain our database; to develop or improve our website; respond to any queries; notify you of our upcoming services that we think may be of interest to you; manage quality control and compliance issues; provide you and your organization with advice; notify you about important changes or developments to our services; contact you for your views on our services or to determine the suitability for employment with us.
We may also process your personal data in the following circumstances:
To perform our service under the contract
We process information in order to support and maintain our existing or potential contractual relationships. We may process personal data in order to provide various supporting client services, take payments, collect customer reviews and to make improvements to our website.
We may record calls made to our staff members including internal, inbound or outbound calls. The lawful basis which we often rely on to process data for the duration of servicing on your account and for the decision to enter an initial or any subsequent contract is under our legitimate interests. Ensuring our administrative and IT systems are secure and robust against unauthorized access also falls under this basis.
For Fraud Prevention
Due to the services we offer to companies and clients, we also have a legal obligation to validate the status of companies and individuals we work with which may involve identifying and verifying individual data subjects as part of our legitimate interests to safeguard against fraudulent activities. We also need to ensure that VAT and tax is paid.
To Defend Legal Issues:
We have a legitimate interest to process data which may assist us in connection with the establishment, exercise or defence of legal claims.
To Process Sensitive Data
In some cases, where the processing is deemed high risk or highly sensitive, we may ask for your consent before we undertake the processing such as when providing information on reasonable adjustments before an interview. Where consent is used as the lawful basis for the processing, you will be entitled to withdraw that consent at any time as well as exercise your data privacy rights.
When you apply for a vacancy and is employed
You provide several pieces of data to us directly during the recruitment exercise. In some cases, and to facilitate our legitimate interests, we will collect data about you from third parties, such as employment agencies and former employers when gathering references or disclosure and barring service. Should you be successful in your job application, we will gather further information from you, for example your bank details and next of kin details and national insurance number. We will process your personal details such as your name, address, email address, salary, benefits, tax status information. Vehicle data including your mileage, start and end locations and drive times on business journeys and personal journeys on company provided vehicles.
We collect your personal data in the course of job related activities throughout the period of your employment and following the termination of your employment.
Data Sharing
Personal data will only be disclosed on a confidential basis to external service providers so that they can provide services such as financial, tax, , technological or administrative assistance, or in cases where you have given your consent. When we share data with an external third party; these operations are governed by a Data Processing Agreement (DPA)
Where necessary, we may need to share data with external organisations such asHMRC, law enforcement, regulatory bodies, fraud prevention agencies, accountant & tax advisors, third party vehicle log service providers. We do not sell your data to any third parties.
Data Storage and Security
Data provided to us is stored on our secured servers in the UK. We have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.
Data Retention
We will only keep your data for as long as necessary and only when the retention is compatible with the terms of your contract. When you become a client of ours, work for us, we will retain information relating to your contract terms to a maximum of 6 years after our contract/s has ended (for HMRC record keeping and the defence of potential claims).
Some data may be deleted before this time period depending on the category of that data our legitimate interests and retention schedule.
In some circumstances we will anonymise your personal information so that it can no longer be associated with you, in which case we will use such information without further notice to you. Once you are no longer an employee of the company, we retain and securely destroy your data in accordance with applicable law and regulations.
Your Data Privacy Rights
All data subjects have individual rights. As an organization we do not operate any automated decision making systems. Please be aware that your rights of access do not entitle you to physical or digital copies of any documentation we hold.
Request correction of your personal data
You can have your personal data corrected if it is inaccurate or incomplete.
Request erasure of your personal data
In certain circumstances, you may have a right to ask to restrict the processing of your personal data. Where processing is restricted, we shall be allowed to retain sufficient information about you to ensure that the restriction is respected in the future.
Object to the processing of your personal data
You have the right to object the processing of your personal data where we also believe it has a legitimate interest in processing the data. In some cases, we may demonstrate that it has compelling legal grounds to process your personal data which overrides your rights and freedoms.
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 us at email humanresources@scope-it-group.com
You may have to pay a fee to access your personal information or to exercise any of the other rights. We are allowed under the law to charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we can refuse to comply with the request in such circumstances.
We sometimes need to request specific information from you to help us confirm your identity and ensure your right to access the information. This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
Additional Information
We are known as Scope iT Ltd, with company registration number 8606724. Our registered office is at Unit 14, The Quad, Artherleigh Business Park, Gibfield Park Avenue, Atherton, Manchester, M46 0SY
You can write to us at info@scope-it-group.com
Phone number 01942 879067
The supervisory authority in the UK for data protection matters is the Information Commissioner ( ICO ) For further guidance , please approach them at www.ico.org.uk