Privacy Statement

Introduction

UKS Group Ltd and associated companies (as defined by the Companies Act 2006)  (referred to as “UKS”, “we”, “us”, or “our”) are strongly committed to protecting personal data.  This privacy statement describes why and how we collect and use personal data and provides information about individuals’ rights.  It applies to personal data provided to us, both by individuals themselves or by others.  We may use personal data provided to us for any of the purposes described in this privacy statement or as otherwise stated at the point of collection.

Personal data is any information relating to an identified or identifiable living person.  UKS processes personal data for numerous purposes, and the means of collection, lawful basis of processing, use, disclosure, and retention periods for each purpose may differ. 

When collecting and using personal data, our policy is to be transparent about why and how we process personal data.  To find out more about our specific processing activities, please go to the relevant sections of this statement. 

Security

We take the security of all the data we hold very seriously. We have a framework of policies, procedures and training in place covering data protection, confidentiality and security and review the appropriateness of the measures we have in place to keep the data we hold secure.

When and how we share personal data and locations of processing

We will only share personal data with others when we are legally permitted to do so.  When we share data with others, we put or check that there are contractual arrangements and security mechanisms in place to protect the data and to comply with our data protection, confidentiality and security standards.

Personal data held by us may be transferred to:

  • Other UKS companies
    We may share personal data with UKS associated companies where necessary for administrative purposes and to provide services to our clients (e.g. when providing services involving labour or designs from a UKS associated company). Our business contacts are visible to and used by UKS users from other UKS associated companies to learn more about a contract, client or opportunity they or we have an interest in (please see the Business contacts section of this privacy statement for more information about our processing of this type of data).
  • Third party organisations that provide applications/functionality, data processing or IT services to us
    We use third parties to support us in providing our services and to help provide, run and manage our internal IT systems.  For example, providers of information technology, website hosting and management, data back-up, security and storage services.  The servers powering and facilitating that infrastructure are located in secure data centres, and personal data may be stored in any one of them.
  • Third party organisations that otherwise assist us in providing goods, services or information
  • Auditors and other professional advisers with a concurrent duty of confidentiality
  • Law enforcement or other government and regulatory agencies or to other third parties as required by, and in accordance with, applicable law or regulation

Occasionally, we may receive requests from third parties with authority to obtain disclosure of personal data, such as to check that we are complying with applicable law and regulation, to investigate an alleged crime, to establish, exercise or defend legal rights.  We will only fulfil requests for personal data where we are permitted to do so in accordance with applicable law or regulation.

Changes to this privacy statement

We recognise that transparency is an ongoing responsibility so we will keep this privacy statement under regular review.

This privacy statement was last updated on 21 May 2018.

Data controller and contact information

The data controller is UKS Group Ltd (the limited company registered in England under registration no. 05956163 and with its registered address at 1-3 Dixon Road, Brislington, Bristol, BS4 5QY) and such other UKS associated company that is a contracting party for the purposes of providing or receiving services.

If you have any questions about this privacy statement or how and why we process personal data, please contact us at:

Data Protection
UKS Group Ltd

1-3 Dixon Road

Brislington

Bristol

BS4 5QY

Email: info@UKSgroup.co.uk (with the subject line as Data Protection)
Phone: 0117 9077 298

Individuals’ rights and how to exercise them

Individuals have certain rights over their personal data and data controllers are responsible for fulfilling these rights.  Where we decide how and why personal data is processed, we are a data controller and include further information about the rights that individuals have and how to exercise them below.

Access to personal data

You have a right of access to personal data held by us as a data controller.  This right may be exercised by emailing us at info@UKSgroup.co.uk. We may charge for a request for access in accordance with applicable law.  We will aim to respond to any requests for information promptly, and in any event within the legally required time limits (currently 40 days).

Amendment of personal data

To update personal data submitted to us, you may email us at info@UKSgroup.co.uk or, where appropriate, contact us via the relevant UKS associated company and/or contact.

When practically possible, once we are informed that any personal data processed by us is no longer accurate, we will make corrections (where appropriate) based on your updated information.

Withdrawal of consent

Where we process personal data based on consent, individuals have a right to withdraw consent at any time.  However, we do not in all cases process personal data based on consent (as we can usually rely on another legal basis).  To withdraw consent to our processing of your personal data please email us at info@UKSgroup.co.uk or, to stop receiving an email from a UKS sales or marketing list, please request to be unsubscribed.

Other data subject rights

This privacy statement is intended to provide information about what personal data we collect about you and how it is used.  As well as rights of access and amendment referred to above, individuals may have other rights in relation to the personal data we hold, such as a right to erasure/deletion, to restrict or object to our processing of personal data and the right to data portability.  Some of these rights will only be available from 25 May 2018.

If you wish to exercise any of these rights, please send an email to info@UKSgroup.co.uk.

Complaints

We hope that you won’t ever need to, but if you do want to complain about our use of personal data, please send an email with the details of your complaint to info@UKSgroup.co.uk.  We will look into and respond to any complaints we receive.

You also have the right to lodge a complaint with the Information Commissioner’s Office (“ICO”) (the UK data protection regulator).  For further information on your rights and how to complain to the ICO, please refer to the ICO website.

Individuals whose personal data we obtain in connection with providing services to our clients

Collection of personal data

Our policy is to collect only the personal data necessary for agreed purposes and we ask our clients only to share personal data where it is strictly needed for those purposes.

Where we need to process personal data to provide our services, we ask and expect our clients to provide the necessary information to the data subjects concerned regarding its use.

We collect and use contact details for our clients in order to manage and maintain our relationship with those individuals.  Please see the Business contacts section of this privacy statement for more information about our processing of this type of data.

Given the services we provide to clients, we process multiple categories of personal data, including:

  • Contact details;
  • Business activities;
  • Information about management and employees; and
  • Payroll and other financial-related details.

Generally, we collect personal data from our clients or from a third party acting on the instructions of the relevant client.  For some of our services, for example, when undertaking an underfloor heating design on behalf of a client, we may obtain personal data from the client’s management and employees or from a third party acting on the instructions of the client.

Use of personal data

We use personal data for the following purposes:

  • Providing professional services
    We provide a range services.  Some of our services require us to process personal data in order to provide advice and deliverables.  For example, we will review data and design submissions as part of an order and we often need to use personal data to provide relevant services.
  • Administering, managing and developing our businesses and services
    We process personal data in order to run our business, including:
    – managing our relationship with clients;
    – developing our businesses and services (such as identifying client needs and improvements in service delivery);
    – maintaining and using IT systems;
    – hosting or facilitating training; and
    – administering and managing our website and systems and applications.
  • Security, quality and risk management activities
    We have security measures in place to protect our and our clients’ information (including personal data), which involve detecting, investigating and resolving security threats.  Personal data may be processed as part of the security monitoring that we undertake; for example, automated scans to identify harmful emails.  We monitor the services provided to clients for quality purposes, which may involve processing personal data stored on the relevant client file.  We have policies and procedures in place to monitor the quality of our services and manage risks in relation to client engagements.  We collect and hold personal data as part of our client engagement and acceptance procedures.  As part of our client and engagement acceptance, we carry out searches using publicly available sources (such as internet searches and sanctions lists) to identify key personnel and heightened risk projects and organisations and check that there are no issues that would prevent us from working with a particular client (such as sanctions, criminal convictions including in respect of company directors, conduct or other issues).
  • Complying with any requirement of law, regulation or a professional body of which we are a member
    As with any provider of services, we are subject to legal and regulatory obligations.  We need to keep certain records to demonstrate that our services are provided in compliance with those obligations and those records may contain personal data.

We are continually looking for ways to help our clients and improve our business and services.  Where agreed with our clients, we may use information that we receive in the course of providing services for other lawful purposes, including analysis to better understand a particular issue, industry or sector, provide insights back to our clients, to improve our business, service delivery and offerings and to develop new UKS methods, services, and designs.  To the extent that the information that we receive in the course of providing professional services contains personal data, we will remove the personal data prior to using the information for these purposes.

Data retention

We retain the personal data processed by us for as long as is considered necessary for the purpose for which it was collected (including as required by applicable law or regulation).

In the absence of specific legal, regulatory or contractual requirements, our baseline retention period for records and other documentary evidence created in the provision of services is 8 years.

Business Contacts

Collection of personal data

UKS processes personal data about contacts (existing and potential UKS or associated company clients and/or individuals associated with them).

The collection of personal data about contacts and the addition of that personal data to UKS system is initiated by a UKS user and may include name, employer name, contact title, phone, email and other business contact details.   In addition, UKS may collect data from UKS email (sender name, recipient name, date and time) and calendar (organiser name, participant name, date and time of event) systems concerning interactions between UKS users and contacts or third parties.

Use of personal data

Personal data relating to business contacts may be visible to and used by UKS users to learn more about an account, client or opportunity they have an interest in, and may be used for the following purposes:

  • Administering, managing and developing our businesses and services
  • Providing information about us and our range of services
  • Making contact information available to UKS users
  • Identifying clients/contacts with similar needs
  • Describing the nature of a contact’s relationship with UKS
  • Performing analytics, including producing metrics for UKS leadership, such as on trends, relationships, sales intelligence and progress against account business goals

UKS associated companies do not sell or otherwise release personal data contained in the UKS system to third parties for the purpose of allowing them to market their products and services without consent from individuals to do so.

Data retention

Personal data will be retained on the UKS system for as long as it is necessary for the purposes set out above (e.g. for as long as we have, or need to keep a record of, a relationship with a business contact).

Corporate clients (and individuals associated with our corporate clients)

Collection of personal data

Our policy is to collect only the personal data necessary for agreed purposes and we ask and expect our clients to only share personal data where it is strictly needed for those purposes.

Where we need to process personal data to provide services, we ask and expect our clients to provide the necessary information to the data subjects regarding its use.  Our clients may use relevant sections of this privacy statement or refer data subjects to this privacy statement if they consider it appropriate to do so.

Generally, we collect personal data from our clients or from third parties acting on the instructions of the relevant client.

Use of personal data

We use personal data for the following purposes:

  • Providing professional services
    We provide a diverse range of services.  Some of our services require us to process personal data in order to provide advice and deliverables.  For example, we will review data and design submissions as part of an order and we often need to use personal data to provide relevant services.
  • Administering, managing and developing our businesses and services
    We process personal data in order to run our business, including:
    – managing our relationship with clients;
    – developing our businesses and services (such as identifying client needs and improvements in service delivery);
    – maintaining and using IT systems;
    – hosting or facilitating training; and
    – administering and managing our website and systems and applications.
  • Security, quality and risk management activities
    We have security measures in place to protect our and our clients’ information (including personal data), which involve detecting, investigating and resolving security threats.  Personal data may be processed as part of the security monitoring that we undertake; for example, automated scans to identify harmful emails.  We monitor the services provided to clients for quality purposes, which may involve processing personal data stored on the relevant client file.  We have policies and procedures in place to monitor the quality of our services and manage risks in relation to client engagements.  We collect and hold personal data as part of our client engagement and acceptance procedures.  As part of those procedures we carry out searches using publicly available sources (such as internet searches and sanctions lists) to identify key personnel and heightened risk projects and organisations and check that there are no issues that would prevent us from working with a particular client (such as sanctions, criminal convictions including in respect of company directors, conduct or other issues).
  • Providing our clients with information about us and our range of services
    Unless we are asked not to, we use client business contact details to provide information that we think will be of interest about us and our services.  For example, new services and other information that may be relevant.
  • Complying with any requirement of law, regulation or a professional body of which we are a member
    As with any provider of services, we are subject to legal and regulatory obligations.  We need to keep certain records to demonstrate that our services are provided in compliance with those obligations and those records may contain personal data.

We are continually looking for ways to help our clients and improve our business and services.  Where agreed with our clients, we may use information that we receive in the course of providing professional services for other lawful purposes, including analysis to better understand a particular issue, industry or sector, provide insights back to our clients, to improve our business, service delivery and offerings and to develop new UKS methods, services, and designs.  To the extent that the information that we receive in the course of providing professional services contains personal data, we will remove the personal data prior to using the information for these purposes.

Data retention

We retain the personal data processed by us for as long as is considered necessary for the purpose for which it was collected (including as required by applicable law or regulation).

In the absence of specific legal, regulatory or contractual requirements, our baseline retention period for records and other documentary evidence created in the provision of services is 8 years.

Suppliers (including subcontractors and individuals associated with our suppliers and subcontractors)

Collection of personal data

We collect and process personal data about our clients and suppliers (including subcontractors and individuals associated with our client, suppliers and/or subcontractors) in order to manage the relationship, contract, to receive services from our suppliers and clients, where relevant, to provide services to our clients.

Use of personal data

We use personal data for the following purposes:

  • Receiving services

We process personal data in relation to our suppliers and subcontractors, and their staff as necessary to receive the services. For example, where a supplier is providing us with materials or other outsourced services, we will process personal data about those individuals that are providing services to us.

  • Providing professional services to clients

Where a supplier or subcontractor is helping us to deliver professional services to our clients, we process personal data about the individuals involved in providing the services in order to administer and manage our relationship with the supplier and subcontractor, and the relevant individuals, and to provide such services to our clients (for example, where our supplier is providing people to work with us as part of a UKS Group team providing professional services to our clients).

  • Administering, managing and developing our businesses and services

We process personal data in order to run our business, including:

– managing our relationship with suppliers, subcontractors, and clients;
– developing our businesses and services (such as identifying client needs and improvements in service delivery);
– maintaining and using IT systems;
– hosting or facilitating training; and
– administering and managing our website and systems and applications.

  • Security, quality and risk management activities

We have security measures in place to protect our, our subcontractors’, and our suppliers’ information (including personal data), which involve detecting, investigating and resolving security threats.  Personal data may be processed as part of the security monitoring that we undertake; for example, automated scans to identify harmful emails.  We have policies and procedures in place to monitor the quality of our services and manage risks in relation to our suppliers, subcontractors, and clients.  We collect and hold personal data as part of our contracting procedures.  We monitor the services provided for quality purposes, which may involve processing personal data.

  • Providing information about us and our range of services

Unless we are asked not to, we use business contact details to provide information that we think will be of interest about us and our services.  For example, new services and other information that may be relevant.

  • Complying with any requirement of laws or regulations

As with any provider of professional services, we are subject to legal and regulatory obligations.  We need to keep certain records to satisfy legal requirements and to demonstrate that our services are provided in compliance with any obligations and those records may contain personal data.

Data retention

We retain the personal data processed by us for as long as is considered necessary for the purpose for which it was collected (including as required by applicable law or regulation).

Personal data may be held for longer periods where extended retention periods are required by law or regulation and in order to establish, exercise or defend our legal rights.

Staff and consultants

We collect personal data concerning our own personnel as part of the administration, management and promotion of our business activities.

Staff and consultants should refer to their Employee Handbook for information on why and how personal data is collected and processed.

Recruitment and applicants

When applying for a role at UKS; via the website, any third-party websites/organisations, or other advertisements then applicants should refer to the information made available when applying for a job for details about why and how personal data is collected and processed. We do not and cannot take responsibility for the processing and controlling of your personal data submitted to a third-party organisation, please refer to their privacy statement/policy or terms of use.

Others who get in touch with us

We collect personal data when an individual gets in touch with us with a question, complaint, comment or feedback (such as name, contact details and contents of the communication).  In these cases, the individual is in control of the personal data shared with us and we will only use the data for the purpose of responding to the communication or further development from that communication, such as leading onto a business relationship.

 

If you feel that we, or an associated company, are not following this information policy, you may contact us at the above addresses or phone number.