Roemex Ltd promises to respect any personal data you share with us, to process your data securely and keep it safe. We aim to be clear when we collect your data and not do anything you wouldn't reasonably expect.
This policy includes:
If you have any questions, comments or suggestions, please let us know by contacting the Data Controller at
Badentoy Park, Portlethen
Where we collect information about you from
We collect information in the following ways:
VISITORS TO OUR WEBSITE
Like most websites we use ‘cookies’ to improve your experience on our website and for functionality purposes. Cookies mean that a website will remember you. They're small text files that sites transfer to your computer, phone or tablet.
The website uses a cookie for Google Analytics. It does not capture or store personal information, but merely logs the user's IP address which is automatically recognised by the web server. This is used to record the number of visitors to our site and volumes of usage.
For more information about Google Analytics visit the Google Analytics website.
If you do not wish to accept cookies on to your machine you can disable them by adjusting the settings on your browser.
LINKS TO OTHER WEBSITES
This privacy notice does not cover the links within our site linking to other websites including social media. We encourage you to read the privacy statements on the other websites you visit.
PEOPLE WHO REQUEST AND/OR USE ROEMEX LTD SERVICES (CLIENTS)
We have to hold the details of the people who have requested our services in order to provide them. However, we only use these details to provide the service which the person or company has requested and for other closely related purposes.
THIRD-PARTY CLASSIFICATION BODIES (BSI)
We submit our business processes and systems to third-party classification audits. These help us to continually improve our service offering and deliver regulatory and high-quality services. In order to complete the audit process, your data may be shared with the auditing company as required. To ensure our auditors process and hold data securely and do not share or use your data out-with the purpose stated, we require them to fill out a data processing agreement.
PEOPLE WHO VISIT OUR PREMISES
CCTV is visible and in operation throughout the site. The CCTV is used for monitoring persons within the site to assist with Health and Safety procedure. The CCTV allows for a true record of events to be reviewed if necessary. The videos are not constantly monitored but are available for review if there is cause. The data is stored securely on the Roemex server, it is not shared and is overwritten every 30 days.
Upon visiting our corporate premises, we will collect your name, car registration number as well as the time you arrived and departed the building. This information is used in the instance of an emergency in helping to identify the number of people in the building. It is also used to monitor vehicles parked in the car park. Your information will be disposed of confidentially upon your departure.
PEOPLE WHO EMAIL US
We use Office 365 Message Encryption (OME) to encrypt and protect email traffic in line with government regulations. If your email service does not support Office 365 Message Encryption (OME), 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.
Roemex Ltd is aware of its obligations under the General Data Protection Regulation (GDPR) and is committed to processing your data securely and transparently. This privacy notice sets out, in line with GDPR, the types of data that we collect and hold on you as a job applicant. It also sets out how we use that information, how long we keep it for and other relevant information about your data.
Roemex Ltd is the data controller for the information you provide during the application process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at email@example.com
As part of any recruitment process, the organisation collects and processes personal data relating to job applicants. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
The organisation needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you.
In some cases, the organisation needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts.
The organisation has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the organisation to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job.
The organisation may also need to process data from job applicants to respond to and defend against legal claims.
Where the organisation relies on legitimate interests as a reason for processing data, it has considered whether or not those interests are overridden by the rights and freedoms of employees or workers and has concluded that they are not.
The organisation processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.
Where the organisation processes other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes.
For some roles, the organisation is obliged to seek information about criminal convictions and offences. Where the organisation seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.
The organisation will not use your data for any purpose other than the recruitment exercise for which you have applied.
You are under no statutory or contractual obligation to provide data to the organisation during the recruitment process. However, if you do not provide the information, the organisation may not be able to process your application properly or at all.
Recruitment processes are not based solely on automated decision-making.
What personal data we collect and how we use it
The type and quantity of information we collect and how we use it depends on why you are providing it.
If you request or use our services we will usually collect:
We will mainly use your data to:
If we use your services we will usually collect:
We will mainly use your data to:
As a job applicant Roemex Ltd collects a range of information about you. This includes:
The organisation collects this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online tests.
The organisation will also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. The organisation will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.
Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).
If you form part of our mailing list you may from time to time receive occasional information from us about our company, new services and important industry news. We will only ever send you information which we feel is of genuine interest to you, however if you would prefer not to receive these updates please just get in touch at any time firstname.lastname@example.org to let us know and we will make sure your wishes are followed. You can unsubscribe and/or update your preferences at any time.
How we keep your data safe and who has access
We ensure that there are appropriate technical controls in place to protect your personal details; for example our network is protected and routinely monitored.
We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff and contractors.
As a job applicant, your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.
We sometimes use external companies and software packages, such as Sage (Pinnacle), Law at Work, ActivPayroll, Innes Associates and ISN Skibo.
We use these recognised partners and companies who adhere to privacy regulations and each has data processing agreements in place that sets out how they handle your data.
We’d like to reassure you that we have not and will not retain your information in an unauthorised way nor share, sell or pass on your details to any other 3rd party for the purposes of marketing. We will only ever share your data in other circumstances if we have your explicit and informed consent.
How long will we hold your data?
We will only hold your information for as long as is necessary to fulfil the purposes for which it was collected.
As a job applicant, if your application for employment is unsuccessful, the organisation will hold your data on file for 6 months after the end of the relevant recruitment process. At the end of that period, your data is deleted or destroyed. If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in an employee privacy notice.
From time to time we may ask you to update your details or re-subscribe to our contact list. If you choose to unsubscribe from our mailing list, we may keep a ‘suppression list’ which includes your details so that we know you have chosen to be removed from the list.
Your right to know what we know about you, make changes or ask us to stop using your data
You have a right to ask us to stop processing your personal data. If it's not necessary for the purpose you provided it to us for (e.g. providing a service or product) we will do so.
Contact us on 01224 783444 or email email@example.com if you have any concerns.
You have a right to ask for a copy of the information we hold about you. If you spot any mistakes, please let us know and we will correct them.
If you want to access your information, send a description of the information you want to see and proof of your identity by post to the Data Controller, Roemex Ltd, Badentoy Crescent, Badentoy Park, Portlethen, Aberdeen, AB12 4YD. We do not accept these requests by email to make sure we only send personal information to the right person.
This policy was last updated July 2018
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How to contact us
Badentoy Park, Portlethen,