The GDPR is here…

This legislation will replace current data privacy law, giving more rights to you as an individual and more obligations to organisations holding your personal data.

One of the rights is a right to be informed, which means we have to give you even more information than we do now about the way in which we use, share and store your personal information.

We are publishing this privacy notice so you can access this information, along with information about the increased rights you have in relation to the information we hold on you and the legal basis on which we are using it.

How we use your information

This privacy notice tells you what to expect when Ainscough collects personal information. It applies to information we collect about:

– Visitors to our websites
– People who use our services
– Suppliers of services to us
– Job applicants and our current and former employees

Visitors to our website

When someone visits www.groupainscough.co.uk, www.ainscough.co.uk, www.james-jack.co.uk or www.awes.co.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

Use of cookies by Ainscough

A ‘cookie’ is a small piece of data sent from a website and stored on the user’s computer by the user’s web browser while the user is browsing. When you visit a site that uses cookies for the first time, a cookie is downloaded onto your computer/mobile device so that the next time you visit that site, your device will remember useful information such as items added in the shopping cart, visited pages or logging in options.

Cookies are widely used in order to make websites work, or to work more efficiently, and our site relies on cookies to optimise user experience and for features and services to function properly.

Most web browsers allow some control to restrict or block cookies through the browser settings, however if you disable cookies you may find this affects your ability to use certain parts of our website or services.  For more information about cookies visit https://www.aboutcookies.org.

Security and performance

People who contact us via Social Media

If you send us a private or direct message via social media the message will be stored for twelve months. It will not be shared with any other organisations.

People who call our telephone numbers

When you call Ainscough we collect Calling Line Identification (CLI) information. We use this information to help improve its efficiency and effectiveness.

People who email us

We use Transport Layer Security (TLS) to encrypt and protect email traffic. If your email service does not support TLS, 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.

People who use our LiveChat service

We use a third party provider, Zopim, to supply and support our LiveChat service, which we use to handle customer enquiries in real time.

If you use the LiveChat service we will collect your name, email address (optional) and the contents of your LiveChat session. This information will be retained for two years and will not be shared with any other organisations.

You can request a transcript of your LiveChat session if you provide your email address at the start of your session or when prompted at the end.

Job applicants, current and former Ainscough employees

Ainscough is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us a recruitment@ainscough.co.uk.

What will we do with the information you provide to us?

All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for. 

What information do we ask for, and why?

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t. 

Application stage

If you use our online application system, this will be collected by a data processor on our behalf (please see below).

We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.

You will also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way which can identify you. Any information you do provide will be used only to produce and monitor equal opportunities statistics.

Assessments

We might ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by Ainscough.

If you are unsuccessful following assessment for the position you have applied for, we may ask if you would like your details to be retained in our talent pool for a period of 2 years. If you say yes, we would proactively contact you should any further suitable vacancies arise.

Conditional offer

If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.

You will therefore be required to provide:

– Proof of your identity – you will be asked to attend our office with original documents, we will take copies.
– Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies.
– You will be asked to complete a criminal records declaration to declare any unspent convictions.
– We will contact your referees, using the details you provide in your application, directly to obtain references.
– We will also ask you to complete a questionnaire about your health. This is to establish your fitness to work.

If we make a final offer, we will also ask you for the following:

– Bank details – to process salary payments
– National Insurance number – to process your salary payments
– Drivers licence details – for Ainscough to verify eligibility to drive a company vehicle
– Emergency contact details – so we know who to contact in case you have an emergency at work

Use of data processors

Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

EBOSS (Applicant Tracking System)

If you use our online application system, you will provide the requested information to EBOSS who provide this online service for us. Once you click ‘apply now’ you will be taken to EBOSS’s website and they will hold the information you submit but Ainscough will have access to it.

Here is a link to their Privacy Notice.

https://www.ebossrecruitment.com/privacy-policy/

Northgate

If you accept a final offer from us, some of your personnel records will be held on Northgate which is an internally used HR records system.

Here is a link to their Privacy Notice.

https://www.ngahr.com/privacy-policies

Alere (now Abbott)

Alere (now Abbott) provide our Medical Assessment service. If we make you a conditional offer, we may ask you to undertake a safety critical medical to determine if you are fit to undertake the work that you have been offered.  This assessment will also be carried out periodically throughout your employment.

There may be occasions when you are asked to be referred to occupational health to allow us to understand your fitness for work.  You will be asked to give your consent before we do this and you are able to request to see the report before it is sent to us.

Here is a link to their Privacy Notice.

https://www.alerehealthcareconnections.com/

Standard Life

Your details will be provided to Standard Life who is the administrators of Ainscough’s Pension Scheme. You will be auto-enrolled into the pension scheme and details provided to Standard Life will be your name, date of birth, National Insurance number and salary. Your bank details will not be passed to Standard Life at this time.

Here is a link to their Privacy Notice.

https://www.standardlife.com/sl/privacy-policy.page

Sodexo

We will provide your name, email address and job title to Sodexo in order to give you access to the employee benefits portal that Ainscough has carefully selected for its employees.

Here is a link to their Privacy Notice.

https://uk.sodexo.com/home/legal-privacy.html

How long is information retained for?

If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks and references.

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign.

Information generated throughout the assessment process, for example interview notes, is retained by us for 6 months following the closure of the campaign.

Complaints or queries

Ainscough tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

If you wish to make a complaint, please contact our Data Protection Officer at the address below.

Access to personal information

Ainscough tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the GDPR. If we do hold information about you we will:

– give you a description of it;
– tell you why we are holding it;
– tell you who it could be disclosed to; and
– let you have a copy of the information in an intelligible form.

To make a request to Ainscough for any personal information we may hold you need to put the request in writing addressing it to our Data Protection Officer, or writing to the address provided below.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the Data Protection Officer.

How to contact us

If you want to request information about our privacy policy you can write to:

The Data Protection Officer

Ainscough Crane Hire Ltd.
Bradley Hall
Bradley Lane
Standish
Wigan
WN7 0XQ

Contains public sector information licensed under the Open Government Licence v3.0 which can be viewed here.

Privacy Policy - Ainscough Group