Net Technical Solutions – Privacy Policy May 2023

This privacy policy sets out how Net Technical Solutions Ltd (NTS) collects, processes and protects any information that is given to NTS via the use of the website www.ntsols.com or during the course of general business dealings.

NTS is committed to ensuring that our customers’ privacy is protected. We will:

• Only collect information that is required for a specific purpose
• Ensure that it is relevant and up to date
• Only hold as much as is needed, and only for as long as is required
• Allow the subject of the information to see it on request
• Keep it secure
• Comply with both the law and good practice
• Respect individuals’ rights
• Be open and honest with individuals whose data is held
• Provide training and support for staff who handle personal data, so that they can act confidently and consistently

A full copy of our GDPR Compliance Statement and Cyber Essentials Certification can be found here

Compliance with legal obligations

Should we ask you to provide certain information by which you can be identified, you can be assured that it will only be used in accordance with the guidelines set out via the General Data Protection Regulation 2018 (GDPR), the Privacy and Electronic Communications (EC Directive) Regulations 2003 (PEC) and also this Privacy Policy. NTS may change this Privacy Policy from time to time by updating this page. You should check this document periodically to ensure that you are happy with any changes. This policy is effective from 25^th May 2018

What we collect 

We may be required to collect the following personally identifiable information (PII) as part of our day to day business to business interaction:

• Full name
• Job title
• Company name
• Email address
• Business telephone number
• Mobile telephone number
• Residential telephone number
• Business postal address
• Residential postal address

What we do with the information we gather 

We require these details in order to provide you with information relating to our products and services, and in particular for the following reasons: 

• Internal record keeping
• Management of ongoing support cases
• Delivery of goods and services
• Installation of IT hardware and/or software

We may periodically send newsletters or promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided. If you do not wish to receive such emails you are free to ‘opt out’ at any time, and a link will be provided in all emails to allow you to do this.

Your rights

You have the right to request from NTS access to and rectification or erasure of personal data, or restriction of processing concerning your personal data, or to object to processing as well as the right to data portability. Should you choose to erase all personally identifiable information held on our systems, this will take place immediately in accordance with our obligations under GDPR. We may however not be able to comply with any historical opt-out requests should we have a legitimate reason for collecting your data again at some point in the future.

Any such requests should be made in writing to the following postal address:

Mr Richard Brain
Data Protection Officer
Net Technical Solutions
The Millennium Centre
Crosby Way
Farnham
Surrey
GU9 7XX

Or via email to the following address: dpo@ntsols.com

Security 
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

How we use cookies 
A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. 

NTS uses cookies to help manage the security of the customer portal element of our website and identify users when they authenticate. This also helps us analyse data about activity and system usage so that we can improve our website in order to tailor it more closely to customer needs. 

Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. 

You can choose to accept or decline cookies when logging in to our customer portal however this may prevent access. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Call Recordings
Net Technical Solutions records all calls in and out of the business for training and quality purposes, and also for the protection of both our customers and our staff against abuse and/or data loss/breach. Call recordings are kept for a period of 6 months, in a secure environment in strict adherence to the guidelines as set out in the GDPR.

Net Technical Solutions - Recruitment Privacy Notice May 2023

Data protection legislation regulates the way in which certain data about yourself (received as part of applying for employment with Net Technical Solutions NTSOLS), both in paper and electronic form is used and held. 

The following statement describes the type of data that NTSOLS keeps about job applicants and the purpose for which it is kept and your rights under the GDPR related to data processed about you, should you apply to work for t NTSOLS. This applies whether your application is received direct by NTSOLS or via an agency.

WHAT DATA WE WILL PROCESS

Unless otherwise agreed with you, we will only collect basic personal data about you, which does not usually include any special categories of personal information about you (often known as ‘sensitive personal data’).

The personal data we collect or receive includes the following as applicable:

• Name
• Address
• Email and other contact details
• Date of birth
• Job history (including salary , annual leave, pension and benefits information )
• Educational history, qualifications & skills
• Visa and other right to work or identity information
• Passport
• Bank details
• National insurance and tax (payroll) information
• Next of kin and family details
• Contact details of referees
• Personal information relating to hobbies, interests and pastimes
• Disclosure and Barring record where a requirement for the role
• Information contained in references and pre-employment checks from third parties
• Interview details including notes of interviewers, dates and times

We may obtain your personal data from the following sources (please note that this list is not exhaustive):

• You (e.g. a Curriculum Vitae, application or registration form)
• Other candidates or internal referrals
• Online jobsites
• The public domain
• Social Media
• At interview
• Conversations on the telephone or video conferencing (which may be recorded)
• Notes following a conversation or meeting
• Our websites and software applications

WHAT WE DO WITH IT?

The processing of your personal information may include:

• Collecting and storing your personal data, whether in manual or electronic files

• Notifying you of potential roles or opportunities
• Assessing and reviewing your suitability for job roles
• Retaining a record of our dealings
• Establishing quality, training and compliance with our obligations and best practice
• For the purposes of backing up information on our computer systems

HOW DO WE PROTECT DATA?

NTSOLS takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

HOW LONG DO WE KEEP DATA?

We keep the personal information that we obtain about you during the recruitment process for no longer than is necessary for the purposes for which it is processed. How long we keep your information will depend on whether you are engaged by us or not, the nature of the information concerned and the purposes for which it is processed.

We will keep recruitment information (including interview notes) for no longer than is reasonable, taking into account the limitation periods for potential claims such as race or sex discrimination (as extended to take account of early conciliation), after which they will be destroyed. If there is a clear business reason for keeping recruitment records for longer than the recruitment period, we may do so but in a secure manner. If you are not successful in an immediate job offer via us then we may discuss (and agree) retaining your records in order that if any work suitable to your skills set arises then we would contact you. Records will not usually be kept for over two years and you have the right to withdraw your consent in this regard.

 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 a new privacy notice.

WHAT ARE YOUR RIGHTS?

You may, within a period of thirty days of your written request, inspect and/or have a copy (subject to the requirements of the legislation) of information held about you and, if necessary, require corrections should such records be faulty.

Your rights under the GDPR also include the following:

• The right to rectification
• Right to erasure (sometimes known as the right to be forgotten)
• Right to restrict processing
• Right to data portability
• Right to object
• Rights in relation to automated decision making and profiling

Should you have any complaints regarding the handling of your data you have the right to lodge a complaint with Richard Brain,  NTSOLS’s Data Protection Officer. You can contact him at: 01252 235 235