Privacy Policy

General Data Privacy Notice

This Privacy Notice tells you what to expect in relation to personal information about you which is collected, handled and processed by Promonix.

Promonix, 4 Snowdon avenue, Oakham, Rutland Phone number 07591568097 is the Data Controller.

We acknowledge and agree that any personal data of yours that we handle will be processed in accordance with all applicable data protection laws in force from time to time.  With effect from 25 May 2018, the General Data Protection Regulations (“GDPR”) will come into force.

The information we may collect

The information about you that we may collect, hold and process is set out below:

Job Applicants: Information collected and processed as part of our recruitment processes:

• your name
• your address
• your email address
• your telephone number
• your CV/work history
• relevant employment -related information (e.g. career and development aspirations)
• results of occupational tests and/or psychometric assessments
• any other information voluntarily provided by you

This information will have been provided, or will be provided, by you or a third party who we work with, such as a Job Board company or an HR consultancy business or recruitment agency.

How we use the information

The above information is used to contact you and assess your suitability for work at Promonix.

The information may be used as follows:
To match your skill sets with our job vacancies
To put forward your details to our clients should there be a requirement to do so
To place you with a client should there be a requirement to do so
To keep you informed of available job opportunities for up to 12 months as they arise

How we hold the information

All the personal data we have is stored securely on our database in the UK.

Disclosure of your information

Your CV and related information will be shared internally at Promonix and/or with our clients.  Such clients will usually be located inside the European Economic Area (EEA) but may be outside of the EEA.  Personal data shall not be transferred to a country or territory outside the EEA unless that country or territory ensures an adequate level of protection or the appropriate safeguards are in place for your rights and freedoms.  Before such a transfer takes place outside of the EEA, we will provide you with further information concerning this.

Other trusted third parties that we may share your data which include: other companies for the purpose of undertaking pre-engagement checks for the role, companies we use to conduct occupational or personality assessments as part of the recruitment process.

What is the legal basis for processing the information?

We will rely on your consent to process the information above which is collected at the outset of the recruitment process. We will not process your job application unless we have received your consent. If you attend an interview, the meeting notes, together with your personal information, will be held for a period of 12 months. The legal basis for retaining this data is our legitimate business interest.
If you join Promonix as a member of our Personnel, we will further explain what additional data we may need to hold, where we hold it, why we hold it and how we may process it and the legal basis for us doing so.

Your rights

In addition to this right of access you will also have the following rights:

• right to access your data – You currently have the right at any time to ask for a copy of the information about you that we hold.  If you would like to make a request for information please email jarmo.myller@promonix.net
• right to be informed about the processing of personal data via this Privacy Notice
• right to rectification if your personal data is inaccurate or incomplete please email jarmo.myller@promonix.net Requests to amend information will normally be processed within one month
• right to be forgotten by having personal data deleted or removed on request where there is no compelling reason for Promonix to continue to process it or where your consent is withdrawn. Requests to be forgotten should normally be processed within one month. Please email jarmo.myller@promonix.net
• right to restrict processing of personal data, for example, if you consider that processing is unlawful or that the data is inaccurate
• right to data portability of the personal data so that you can reuse it for you own purposes should you wish
• right to object to the processing of your personal data for direct marketing, scientific or historical research, or statistical processes.

Retention of your data

Your data will be retained for no longer than is necessary and in accordance with our normal data retention guidelines.

If you consent to us processing your personal data for recruitment processes, we will hold your data for up to 12 months and we may contact you during this period about relevant job opportunities.

Withdrawal of consent

If you have provided us with your consent to process your data, for the purpose of securing a role within Promonix, you have the right to withdraw this at any time.  In order to do so you should contact us by emailing jarmo.myller@promonix.net

Clients/Supplier

Information which may be collected and processed for maintaining a business relationship with you. This includes maintaining contact with you during the course of a design or print job; to inform you of relevant news, events, activities and services; to provide services to you; or to purchase goods, materials and services from you:

• your name
• your company address
• your email address
• your telephone number(s)
• your job title
• any other information voluntarily provided by you

This information will have been provided, or will be provided, by you or a third party who we work with, such as your nominated agent.

How we use the information

The above information is used to contact you, and in the case of suppliers it is used to assess suitability for provision of goods, materials and services.

The information may be used as follows:

For proposal and project communications and for marketing purposes.

For the purposes of purchasing goods, materials and services for the legitimate running of the business.

Sharing with approved third parties as part of the proposal or project process, should there be a requirement to do so.

How we hold the information

All the personal data we have is stored securely on our database in the UK.

Disclosure of your information

Your personal data will be treated as company confidential and will be shared with staff to offer and provide our services to you and with staff directly involved in the proposal or delivery of a job for you.

Personal data shall not be transferred to a country or territory outside the EEA unless that country or territory ensures an adequate level of protection or the appropriate safeguards are in place for your rights and freedoms.  Before such a transfer takes place outside of the EEA, we will provide you with further information concerning this.

Trusted third parties that we may share your data with include: suppliers involved in the proposal or delivery of a job for you.

What is the legal basis for processing the information?

The legal basis for retaining this data is to enable us to comply with the specific terms of your contract, to comply with any legal requirements, pursue the legitimate interests of Promonix and protect our legal position in the event of legal proceedings. If you do not provide this data, we may be unable in some circumstances to comply with our obligations and we will tell you about the implications of that.

Your rights

• right to access your data – You currently have the right at any time to ask for a copy of the information about you that we hold.  If you would like to make a request for information please email jarmo.myller@promonix.net
• right to be informed about the processing of personal data via this Privacy Notice
• right to rectification if your personal data is inaccurate or incomplete please email jarmo.myller@promonix.net Requests to amend information will normally be processed within one month
• right to be forgotten by having personal data deleted or removed on request where there is no compelling reason for Promonix to continue to hold and process it. Requests to be forgotten should normally be processed within one month. Please email jarmo.myller@promonix.net
• right to restrict processing of personal data, for example, if you consider that processing is unlawful or that the data is inaccurate
• right to data portability of the personal data so that you can reuse it for you own purposes should you wish
• right to object to the processing of your personal data for direct marketing, scientific or historical research, or statistical processes.

Retention of your data

Your data will be retained for no longer than is necessary and in accordance with our normal data retention guidelines. The legal requirement for retention of data:

• For general business and financial data this may be for a period of 6 years

Right to Object

Where information about you is required by law for the provision of our services we will retain that data in accordance with our normal data retention guidelines. Outside of that data, you are under no statutory or contractual requirement or obligation to provide us with your personal data but this may reduce or prevent communication with you. In order to object to the use of your data contact us by emailing jarmo.myller@promonix.net

Concerns

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance by emailing jarmo.myller@promonix.net or contacting us at the business address of Promonix. If your concern is not dealt with to your satisfaction you may wish to contact the Information Commissioners Office at https:\\ico.org.uk\concerns\

Contact

Please address any questions, comments and requests regarding our data processing practices to jarmo.myller@promonix.net

Changes to the Privacy Notice

This Privacy Notice may be changed by us at any time.  This Privacy Notice will be updated in due course to comply with any further requirements under the GDPR.