Privacy Policy

ROBINSONS FACILITIES SERVICES LIMITED PRIVACY POLICY

Robinsons Facilities Services Limited (company number 08359924) (we/us) are committed to protecting your privacy, including your personal data. We will be the data controller of any personal data which we collect from or about you. This Policy sets out the terms on which we will hold and process your personal data. If you have any queries about this Policy or how we use your data, you can contact us using the contact details below.

When Do We Collect Information?

We will collect information from you when you become our customer or supplier, or contact us in person, by telephone, by e-mail, by post or by social media. We also collect information from you when you voluntarily complete customer surveys or provide feedback or complete a contact form on our website.

We may collect information about you from credit reference agencies when we undertake checks such as credit and identity checks. We may also collect information about you from mailing lists ensuring that all data collection practices comply with data protection legislation. This includes verifying that you have provided consent for marketing communications and confirming the legitimacy and provenance of any mailing lists acquired.

Information may also be collected about you when you visit our website (for example via cookies), such as your IP address and other browser-generated information.

We may receive personal data about you from various third parties and public analytics providers, such as but not limited to Google, which may be based outside the UK.

What Information Will We Collect?

We may collect the following information:-

• Your contact details or those of your employees, such as name, address, telephone number and email address;
• Your date of birth, nationality, country of birth, country of residence, employment status and tax identification number (i.e. National Insurance Number);
• Passport details, driving licence and utility bills;
• Details of any goods or services you sell to us, or ask us to supply;
• Details of your credit history and any records held by financial crime prevention agencies, on the Electoral Register and by providers of utility service;
• Details of your employment status and income.
• Marketing and communications information, such as your preferences in receiving marketing from us and your communication preferences; and
• Technical Data e.g. IP addresses and usage Data such as how users interact with website, product and services and subscriber data (mentioned in the Marketing and Promotions section).

If you are a subcontractor, we may also collect Criminal Data, specifically data relating to criminal convictions and offences or related security measures, including data obtained through Disclosure and Barring Service (DBS) checks for subcontractors. This processing is necessary for the purposes of complying with, or assisting other persons to comply with, a regulatory requirement which involves a person taking steps to establish whether another person has committed an unlawful act, been involved in dishonesty, malpractice, or other seriously improper conduct, as outlined under “Regulatory requirements relating to unlawful acts and dishonesty” condition 12 in Part 2 of the Data Protection Act 2018 Schedule 1.

This condition is met if:

1. the processing is necessary for the purposes of complying with, or assisting other persons to comply with, a regulatory requirement which involves a person taking steps to establish whether another person has committed an unlawful act or been involved in dishonesty, malpractice, or other seriously improper conduct;
2. in the circumstances, the controller cannot reasonably be expected to obtain the consent of the data subject to the processing; and
3. the processing is necessary for reasons of substantial public interest.

We may carry out these checks to ascertain whether the third parties that are requesting DBS checks to comply with a regulatory requirement, which may involve legislation or generally accepted principles of good practice relating to a type of body or activity. The collection of criminal data is necessary to assist other persons, such as schools or hospitals, to comply with their regulatory obligations regarding the establishment of whether individuals have committed unlawful acts or been involved in dishonesty, malpractice, or other seriously improper conduct.

How We Will Use Your Information and Purposes for which we use your information.

Marketing and Promotions

From time to time we may use your data including identity and contact data, such as your name and email address, technical data, such as your internet protocol (IP) address and browser type and version, to ensure that any marketing messages are sent to you in a format compatible with your device and browser, and marketing and communications data, such as your preferences to receive marketing from us and your communication preferences, to contact you with information about our services.  You will receive marketing communications from us if you have agreed to be included on our marketing database or in most cases where you, the organisation which you represent has purchased services from us. or have made enquiries about our services.

Email marketing messages may contain tracking beacons / tracked clickable links or similar server technologies in order to track subscriber activity within email marketing messages. Where used, such marketing messages may record a range of subscriber data relating to engagement, geographic, demographics and already stored subscriber data.

You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us at any time.

Disclosure of Your Information

We may disclose your information:-

• to businesses that are part of the same group of companies as us, or that become part of that group;
• to our IT providers and others who provide us with support services so that we can comply with our contractual obligations to you;
• to our appointed accountants, lawyers and other professional advisers (including our bankers), to the extent that they require access to the information in order to advise us;
• to credit reference agencies and other organisations to allow us to undertake the checks set out below;
• to debt collection agencies or to the Court;
• if required to do so by any legal requirement;
• to law enforcement agencies and others in order to investigate or prevent fraud or activities believed to be illegal or otherwise in breach of applicable laws;
• as subcontractors for specialised repairs or maintenance;
• to HMRC if obliged to do so by law, who may pass this on to tax authorities in other jurisdictions; or
• if we or substantially all of our assets are acquired by a third party, in which case personal data held by us about our customers and suppliers may be one of the transferred assets.

We will not disclose your information to third parties other than as outlined above, ensuring all disclosures are made in compliance with privacy laws and ICO guidance.

Please be aware that in the course of our operations, we may occasionally need to host or process your data outside the United Kingdom. We want to assure you that we take your privacy seriously and make every effort to ensure that such data hosting or processing aligns with the stringent data protection requirements as set forth by UK legislation. Our aim is to collaborate only with trusted third-party processors who demonstrate compliance with these standards or employ mechanisms such as Standard Contractual Clauses (SCCs) to safeguard your data. Despite these efforts, please understand that the regulatory environment is subject to change, and we are committed to adapting our practices accordingly to ensure that we remain in compliance with the law.

Storage of Your Personal Data

We will only keep your personal data for as long as we need to in order to fulfil the purpose(s) for which it was collected, as set out above in this Policy, and for as long as we are required to keep it by law. We may keep your data for a longer period in case of a complaint or if there is a reasonable likelihood of litigation in relation to our dealings with you.

We retain personal data collected in connection with the performance of our contractual obligations to you and the information provided to us for identity checks and anti-money laundering checks for 7 years after performance of our contract with you.  You have the right to request the deletion of your personal data after this period, unless a legal requirement necessitates longer retention.

Our retention of service records and associated personal data is guided by legal mandates and the necessities of ongoing maintenance agreements, ensuring we adhere to both legal obligations and operational requirements.

We take appropriate security measures (including physical, electronic and procedural measures) to help safeguard your personal information from unauthorised access and disclosure.

It is important to note that while you can request us to delete your personal data, this is not an absolute right and is subject to certain legal conditions and exceptions. You are welcome to update your personal data by contacting us directly. You can update your personal data by contacting us.

Cookies

Our website uses cookies to distinguish you from other users to enable us to provide you with a better experience when you browse our website and to allow us to improve our site. Please see our cookie policy [LINK] for further details.

Your Rights

You have the following rights which can be exercised by contacting us using the details provided below:-

The right:

• to ask us not to process your personal data for marketing purposes;
• to access personal information held about you and to obtain a copy of it;
• to prevent any processing of personal data that is causing or is likely to cause unwarranted and substantial damage or distress to you or another individual;
• to obtain the rectification or completion of personal data which are inaccurate or incomplete;
• to restrict or object to the processing of your personal data and to request its erasure under certain circumstances;
• The right to object to processing of your personal data where we rely on a legitimate interest (or those of a third party), including for profiling based on our legitimate interests. We may demonstrate compelling legitimate grounds for processing that override your rights;
• in certain circumstances, to receive a copy of your personal data in a structured, commonly-used and machine-readable format and the right to require us to transmit that data to another data controller where technically feasible;
• to be informed about any use of your personal data to make automated decisions about you, and to obtain meaningful information about the logic involved, as well as the significance and the envisaged consequences of this processing;
• The right to request the erasure of your personal data where it is no longer necessary for us to retain it, subject to legal and regulatory requirements;
• to lodge a complaint about the way in which your personal data is being used; and
• to withdraw your consent to any use by us of your personal data otherwise than for one of the legitimate purposes set out above.

Note: In responding to your requests, we may ask you to verify your identity to ensure the security of your personal data. This process is kept general to protect your privacy further.

Changes to Our Privacy Policy

We reserve the right to amend this Policy at any time.  We advise you to check our website regularly to ensure that you are familiar with the most up-to-date version of our policy.

Contacting Us

If you have any queries, comments or requests regarding this Policy or would like to exercise any of your rights set out above, you can contact us at:-

Email: info@robinsonsfs.com Post: Robinsons Facilities Services Limited, The Courtyard, Oakwood Park Business Centre, Fountains Road, Bishop Thornton, Harrogate. HG3 3BF.

If we cannot resolve your concerns, you may report a concern to the Information Commissioner at ico.org.uk/concerns or telephone (0303) 123 1113 for further information about your rights.