Privacy Notice – Clients & Suppliers Policy

At RJ McLeod (Contractors) Ltd we are committed to data privacy and the protection of our customers’ and suppliers’ data. We are registered with the Information Commissioner’s Office (ICO) under registration reference: Z5422066.

What information do we collect about you?

We collect information about you when we enter into contracts with you and to manage your account with us.
Depending on the nature of our business relationship, this information may include:

• Full name / company name
• Address – postal and email
• Contact names / numbers
• Email addresses
• Bank details
• National Insurance number
• HMRC UTR
• VAT registration number

Using your personal information

We collect information about you to enable us to manage our contractual relationship with you and to comply with legislation.

We work with a number of trusted suppliers, agencies and businesses in order to provide you with the high quality services you expect from us.

Some examples of the categories of third parties with whom we may share your data are:

• Payment processing: we work with trusted third party payment processing providers in order to
  securely make payments to our suppliers.
• IT companies: we work with businesses that support our website and other business systems.
• Government agencies: we are legally required to report certain information to government agencies, such as HMRC.

If you provide us with details of third parties, i.e. trade references, please ensure you have received their consent to use their details in this way, prior to submitting them to us.

How long we keep your information

If we collect your personal information, the length of time we retain it is determined by the details set in our data retention policy.

We may require your personal information to establish, bring or defend legal claims. For this purpose, we will always retain your personal information for 7 years after the date it is no longer required by us for any of the purposes listed under ‘Using your personal information’ above. The only exceptions to this are where:

• The law requires us to hold your personal information for a longer period, or delete it sooner;
• You exercise your right to have the information erased (where it applies) and we do not require to hold it in connection with any of the reasons permitted or required under the law;
• We bring or defend a legal claim or other proceedings during the period we retain your personal information, in which case we will retain your personal information until those proceedings have
  concluded and no further appeals are possible; or
• In limited cases, existing or future law or a court or regulator requires us to keep your personal information for a longer or shorter period.

Coronavirus Covid-19

In meeting our obligations in managing our activities during the coronavirus covid-19 pandemic we may ask that you complete a self-declaration form in respect of your health. The answers you give in the health questionnaire will help confirm your availability to work on one of our sites and help us to ensure your health and safety and the health and safety of others.

On some of our sites you may also be asked to provide a temperature reading. We collect and use this type of data because it is necessary for compliance with legal obligations placed on us (e.g. health and safety) and employment law obligations (e.g. duty of care to our staff). It might also be necessary for reasons of public interest in the area of public health, or to allow us to defend any potential legal claims.

Where we deem it necessary in order to protect our employees and persons, we may be required to disclose to our employees and other individuals the names of individuals who are displaying symptoms of covid-19 or have tested positive for covid-19. Any such disclosures will only be where it is necessary to do so in order to protect the health and safety of our employees and other individuals, and in so far as it is possible we will inform the relevant individual prior to the intended disclosure.

This information is automatically destroyed after 28 days of your leaving the site on which you are working, unless we are required to retain this information longer for the purposes of any potential claims or disputes

Your rights

Under the General Data Protection Regulation (GDPR) you have a number of rights with regard to your personal data. You have the right to request from us access to and rectification or erasure of your personal data, the right to restrict processing and object to processing.

If you have provided consent for the processing of your data you have the right (in certain circumstances) to withdraw that consent at any time which will not affect the lawfulness of the processing before your consent was withdrawn.

You have the right to lodge a complaint to the ICO if you believe that we have not complied with the requirements of the GDPR with regard to your personal data.

Identity and contact details of Controller and Data Compliance Manager

RJ McLeod (Contractors) Ltd is the controller of data for the purposes of the GDPR. If you have any concerns as to how your data is processed you can contact:

Martin Judd, Data Compliance Manager
Email: dcm@rjmcleod.co.uk
Postal Address: RJ McLeod (Contractors) Ltd, 2411 London Road, Glasgow G32 8XT