How we use your information
This privacy notice tells you what to expect when Hantec Systems Limited (Hantec) collects personal information. It applies to information we collect about:
- visitors to our websites;
- complainants and other individuals in relation to a data protection or freedom of information complaint or enquiry;
- people who use our services, e.g. who subscribe to our newsletter or request a publication or enquire about our services;
- people who notify under the Data Protection Act; and
- job applicants and our current and former employees.
Visitors to our websites
When you browse this website, you do so anonymously, unless you have previously indicated that you wish Hantec to remember your personal information or login and password. We use a third-party service, Google Analytics, to collect standard Internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Google Analytics is a free web analytics tools that helps us understand how visitors engage with the Hantec Systems Limited website. These cookies have names that begin with __utm such as __utma and __utmz.
Google Analytics collects information anonymously; it reports website trends without identifying individual visitors. The cookies store information such as the number of visits to the website and what site referred the visitor to the web page. We use the information to view reports about how visitors interact with the website and to help us improve the website. A different set of cookies is used for each website, and visitors are not tracked across multiple sites.
To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.
The Hantec website uses a “session cookie” to identify your browser “session” as you move between pages on the website and perform activities. The cookie is named hantec_ea6vcggjyh1 and will last for 3 months.
The website cookie allows our website to recognise each subsequent request from your browser as being the same browser that made the initial request to our website.
By knowing that each subsequent request is related to the first, our website is able to track your actions as you move around the website and to provide interactive features. By analysing how our website is being used in general, we can improve the website experience for future visitors. Should you experience any problems in using our website, our website developers may be able to use this information to track down your specific “user journey” and investigate and fix any issues that might arise.
The cookie itself is a very small text file that is stored on your device (for example, your PC or your phone) by your web browser. It contains a simple text code that your browser sends back to our website each time you browse to a new page. This allows the website to look up your specific session and associate data for that session with your browser. The data itself is not stored in your cookie but on the server(s) operating the website.
Each page on our website is generated by a sophisticated Content Management System (CMS). This system provides a number of interactive features where your experience may be tailored according to your past activity on the website. Such features require the “session cookie” to operate.
The session cookie provides the ability for you to log on to our website using your unique user name (or e-mail address) and password. Each page on our website may be tailored to you uniquely, based on your past activity on the website, for example to show your name.
The session cookie provides the means to remember your log on state and hence your discussion forum preferences, such as your nickname and the date of your last post. The session cookie provides the means for you to take part in votes (or polls) on the website. The session cookie provides the means to remember that you have submitted a form so that you are not asked to re-submit it.
The session cookie provides the means to remember which files you have requested to be sent to you by email and the date and time at which such requests were made. The session cookie provides the means to remember whether you have ‘liked’ our Facebook page.
As we improve our website over time, similar and more advanced features may be added that also require a “session cookie” to operate.
You may restrict or block the cookies which are set by the Hantec Systems Limited website, or any other website, through your browser settings.
To find out more about cookies and how to manage them, visit www.aboutcookies.org
Please be aware that restricting cookies may impact on the functionality of the Hantec website.
Security and performance
Hantec uses a third-party service, Intergage Limited, to help maintain the security and performance of Hantec website. To deliver this service it processes the IP addresses of visitors to Hantec website.
People who Telephone Us
When you call Hantec by telephone we collect Calling Line Identification (CLI) information. We use this information to help improve its efficiency and effectiveness.
People who email us
We use Transport Layer Security (TLS) to encrypt and protect email. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
People who make a complaint to us
When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do compile and publish statistics showing information like the number of complaints we receive, but not in a form which identifies anyone.
We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant does not want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.
We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.
Service providers reporting a breach
Public electronic communications service providers are required by law to report any security breaches involving personal data to Hantec. If we are advised of any breach that affects the data that we hold about you, we will inform you as soon as possible, and at least within 48 hours.
Job applicants, current and former Hantec employees
Hantec is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information, please contact us at [email protected]
What will we do with the information you provide to us?
All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.
What information do we ask for, and why?
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
The information we ask for is used to assess your suitability for employment. You do not have to provide what we ask for, but it might affect your application if you do not.
We will use the information that you have provided to carry out limited security screening and full written security screening, in accordance with the requirements of the National Police Chief’s Council and in full compliance with BS7858 – security screening of personnel employed in a security environment. This will involve contacting your referees and previous employers using the information that you have supplied to us. We will also share this information with the Police, the Disclosure and Barring Service and may share this information with any of your subsequent employers.
We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.
Your security screening information will be carefully controlled by an authorized Security Screening Controller and may be reviewed by an authorized Security Screening Executive. In exceptional circumstances we may share this information with our insurers.
You will also be asked to provide equal opportunities information. This is not mandatory information – if you do not provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way that can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.
Our hiring managers shortlist applications for interview. They will be provided with your name or contact details or with your equal opportunities information if you have provided it.
We might ask you to participate in assessment days, complete tests or occupational personality profile questionnaires, and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test, or we might take interview notes. This information is held by Hantec.
If you are unsuccessful following assessment for the position you have applied for, we may ask if you would like your details to be retained in our talent pool for a period of six months. If you say yes, we would proactively contact you should any further suitable vacancies arise.
If you are unsuccessful following assessment for the position you have applied for, we will retain the information obtained in a secure location for a period of 7 years, in line with the requirements of BS7858.
If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.
You will therefore be required to provide:
- Proof of your identity – you will be asked to attend our office with original documents, we will take copies. For your convenience, this will be done at the interview.
- Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies. For your convenience, this will be done at the interview.
You will be asked to complete a criminal records declaration to declare any unspent convictions.
We will provide your email address to the organization that will contact you to complete an application for a Basic or Enhanced Criminal Record check via the Disclosure and Barring Service, which will verify your declaration of unspent convictions.
We will contact your referees, using the details you provide in your application, directly to obtain references.
We will also ask you to complete a questionnaire about your health. This is to establish your fitness to work. This is done through a data processor (please see below).
If we make a final offer, we will also ask you for the following:
- Bank details – to process salary payments
- Emergency contact details – so we know who to contact in case you have an emergency at work
- Membership of an existing pension scheme – so we can send you a questionnaire to determine whether you are eligible to re-join your previous scheme.
Post start date
Our Code of Conduct requires all staff to declare if they have any potential conflicts of interest, or if they are active within a political party. If you complete a declaration, the information will be held on your personnel file.
Use of data processors
Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organization apart from us. They will hold it securely and retain it for the period we instruct.
If you are employed by Hantec, relevant details about you will be provided to Khan Morris Accountants who provide payroll services to Hantec. This will include your name, bank details, address, date of birth, National Insurance Number and salary.
Your details will be provided to NEST who are the administrators of the company pension scheme, of which Hantec is a member organization. You will be auto-enrolled into the pension scheme and details provided to NEST will be your name, date of birth, National Insurance number and salary. Your bank details will not be passed to NEST at this time.
Vitality Health provide our Occupational Health service. If we make you a conditional offer, we will ask that you complete a questionnaire which will help to determine if you are fit to undertake the work that you have been offered or advise us if any adjustments are needed to the work environment or systems so that you may work effectively.
We will send you a link to the questionnaire which will take you to Vitality Health’s website. The information you provide will be held by Vitality Health, who will provide us with a fit to work certificate or a report with recommendations. You are able to request to see the report before it is sent to us. If you decline for us to see it, then this could affect your job offer. If an occupational health assessment is required, this is likely to be carried out by Health Management.
Here is a link to their Privacy Notice:
For how long is the information retained?
If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks and references.
If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign.
As your employment requires security screening to BS7858, if you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 7 years following the end of your employment. This information will be retained for a further 3 years in a summarized form. This includes your criminal records declaration, fitness to work, records of any security checks and references.
As your employment requires security screening to BS7858, if you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 7 years and in a summarized format for a further 3 years.
Information generated throughout the assessment process, for example interview notes, is retained by us along with all other recruitment records.
Equal opportunities information is retained for 6 months following the closure of the campaign whether you are successful or not.
How we make decisions about recruitment?
Final recruitment decisions are made by hiring managers and members of our recruitment team. All of the information gathered during the application process is taken into account.
You are able to ask about decisions made about your application by speaking to your contact within our recruitment team or by emailing [email protected]
Under the Data Protection Act 1998 and the General Data Protection Regulation (GDPR), you have rights as an individual which you can exercise in relation to the information we hold about you.
You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
Complaints or queries
Hantec tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Hantec’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
If you want to make a complaint about the way we have processed your personal information, you can contact the Information Commissioner’s Office in their capacity as the statutory body that oversees data protection law – www.ico.org.uk/concerns.
Access to personal information
Hantec tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Act or the Regulation. If we do hold information about you, we will:
- give you a description of it;
- tell you why we are holding it;
- tell you to whom it could be disclosed; and
- let you have a copy of the information in an intelligible form.
To make a request to Hantec for any personal information we may hold you need to put the request in writing addressing it to our compliance department or by writing to the address provided below.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.
If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the compliance department.
Disclosure of personal information
In many circumstances we will not disclose personal data without consent. However, when we investigate a complaint, for example, we will need to share personal information with the organization concerned and with other relevant bodies.
You can also get further information on:
- agreements we have with other organizations for sharing information;
- circumstances where we can pass on personal data without consent for example, to prevent and detect crime and to produce anonymized statistics;
- our instructions to staff on how to collect, use and delete personal data; and
- how we check that the information we hold is accurate and up to date.
- Links to other websites
Children’s Online Privacy Protection
Hantec does not knowingly collect personal information from persons who are under 16 years of age. By agreeing to use our products or services, you represent that you are 16 years or older.
Links from our websites
Some pages of our websites contain external links. You are advised to verify the privacy practices of such other websites. We are not responsible for the manner of use or misuse of information made available by you at such other websites. We encourage you not to provide personal information, without assuring yourselves of the privacy practices of other websites.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 21st May 2018.
How to contact us