INFORMATION WE HOLD

What personal data do we hold, where did it come from

• Personnel files held in lockable filing cabinets behind JLH desk and beside SH desk.
• This information is provided by employees when they are hired by the company and is updated as and when necessary by the Compliance Manager or Managing Director.
• Data held is: name, address, phone number, date of birth, NI number, Bank Account details, next of kin, driving licence number, details of unspent convictions, clothing size (for PPE), name and ID number for any qualifications,
• Customer details required to produce sales invoices o This information is provided by the customers at the time of making an estimation request or when Birchwood Gas Services Limited raises documents for the customer. The information is updated as and when the customer contacts us to inform us that their information has changed.
• This information is held on our Sage Accounting Software and various tracking spreadsheets held on our secure server and in files held in filing cabinets behind the Managing Director’s desk.
• Hard copies of invoices raised by Birchwood Gas Services Limited and sent to our customers are held in a file on the Account Manager’s desk and in storage in our secured lock-up.
• Data held is: company name, address, phone number, Co Reg number, VAT number, name, com pany telephone number and company email address of sales and accounts contacts, addresses of sites and contact details for site contacts.
• Supplier details required to make supplier payments.
• This information is provided by the suppliers when they send documents to us for payment for goods or services. The information is updated as and when the supplier contacts us to inform us that their information has changed.
• This information is held on our Sage Accounting Software and various tracking spreadsheets held on our secure server.
• Hard copies of supplier invoices are held in physical files located on the Account Managers desk and in filing cabinets behind the Managing Director’s desk and in storage in our secured lock-up.
• Data held is: company name, address, phone number, Co Reg number, VAT number, name, bank account details for making payments, company telephone number and company email address of sales and accounts contacts.

How do we maintain appropriate records and registers?

• Personnel files are maintained by the Birchwood Gas Services Limited Compliance Manager, the Accounts Manager and the Managing Director as and when additional information is received regarding personal data, training data and HMRC data.
• Customer data files are created by the Birchwood Gas Services Limited Customer Care Officer when a potential customer makes contact.
• Files held in the Sage accounting software are maintained by the Accounts Teanm Files held on tracking spreadsheets are maintained by the teams that use the spreadsheets; i.e. the Estimating Team maintain the Estimating spreadsheet and the Project Managers maintain their costing spreadsheets, maps, designs and other documents that refer to their customers.
• Supplier data files are created by the Accounts Team in Sage accounting software. They are maintained by the Accounts Team.

No data is shared outside the European Economic Area.

COMMUNICATING PRIVACY INFORMATION

When requesting data, all employees of Birchwood Gas Services Limited are to identify themselves as Birchwood Gas Services Limited employees and explain why they require the information and get their consent to process or hold the data.

ACCESS AND PORTABILITY

Only Birchwood Gas Services Limited employees have access to the data held. Certain types of information is only accessible by certain employees — e.g. Personnel Data is only available to the Managing Director, the Compliance Officer and the Accounts Manager. Management Data is only available to management; other data is only accessible to directors.

Some contact details may be kept on the company mobile phones or laptops. These devices are password protected. The data is only used by Birchwood Gas Services Limited employees to contact their customers or suppliers while out of the office.

Occasionally data is shared with subcontractors as they often work directly with our customers and therefore need to make direct contact with the customer.

DATA PROTECTION PRACTICES AND SAFEGUARDING SENSITIVE DATA

All data we hold and collect is secure on our server which is protected by a firewall. All computers, laptops and phones are password protected.

All users have separate user names except apprentices who access data via their managers. System access for former employees is cancelled and the data held by them passed to the Managing Director to be redeployed to the replacement employee or archived to our server. People have the right to have their personal data erased upon request.

No data held by Birchwood Gas Services Limited is used for marketing purposes. Birchwood Gas Services Limited does not hold any information on health, race, sexual orientation, religion nor personal beliefs. The company does not process data on children.

WARNINGS

In the event of a data breach, people would be informed if there is a serious risk to them. Dependent upon the data breached, people would be informed in person, by email, by telephone or by post; i.e. if personnel data was breached, employees would be informed in person, however if customer data was breached, customers would be informed via email initially, and by phone or post, dependent upon the data held for each customer (if no email address was held, then contact would be made by phone or post).

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