CDL Privacy Policy
Cheshire Datasystems Ltd
1. Who are we?
For the purposes of current UK data protection legislation, the Data Controller is Cheshire Datasystems Ltd of Kings Reach Road, Stockport, SK4 2HD, referred to throughout this document as CDL.

This Privacy Policy lays out how CDL will handle the personal data that it collects via:

its recruitment and employment processes
incoming telephone calls and electronic messages
CCTV on our premises

2. Security Measures
CDL takes security measures in line with data protection regulations. CDL has security measures in place designed to prevent data loss, to preserve data integrity, and to regulate access to the data. Only authorised CDL employees, and authorised employees of our Third Party service providers processing data on our behalf, have access to your personal data. All CDL employees who have access to your personal data are required to adhere to the CDL Privacy Policy. In addition, contracts are in place with all third-party service providers acting as data processors for CDL that have access to your personal data, to ensure that the level of security required is in place, and that your personal data is processed only as instructed by CDL.

3. How we use your information
This privacy notice tells you what to expect when we collect personal information or you provide personal information to us. It applies to information about:

Visitors to our websites
Use of Cookies by CDL
Individuals who contact us
Complainants
Use of CCTV by CDL
Job applicants and our current and former employees.

3.1 Visitors to our websites
When someone visits cdl.co.uk we use a third party service, Google Analytics, to collect information about how visitors use our site. We do this to find out things such as the number of visitors to the various parts of the site. We then use the information to compile reports and to help us improve our site. This information is only processed in a way which does not identify anyone.

3.2 Use of cookies by CDL
You can read more about how we use cookies in our Cookies Notice.

3.3 People who call our telephone line
When you call CDL’s telephone line(s) we may collect Calling Line Identification (CLI) information. We use this information to help improve efficiency and effectiveness. Calls may be recorded and/or monitored to help improve our service.

3.4 Electronic Communications
Any electronic communication, including any attachments, may be monitored and used by us for reasons of security, statistical analysis and for monitoring compliance with office policy. Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.

Information may be passed on to 3rd parties in order to carry out services and functions on our behalf. Please refer to these organisations’ privacy notices:

Microsoft
Email system hosting
https://privacy.microsoft.com/en-gb/privacystatement

3.5 People who make a complaint to us
By making a complaint you are consenting to us processing your data to resolve your complaint. When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.

We will only use the personal information we collect to process and resolve the complaint.

We may have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, revealing details of a complaint, to the party that is implicated, would identify the complainant by association. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.

We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained according to our retention schedule. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.

Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry.

When we take enforcement action against someone, we may publish the identity of the defendant in our Annual Report or elsewhere. Usually we do not identify any complainants unless the details have already been made public.

Information may be passed on to 3rd parties in order to carry out services and functions on our behalf. Please refer to these organisations’ privacy notices:

Microsoft
Email system hosting
https://privacy.microsoft.com/en-gb/privacystatement

3.6 CCTV
We use CCTV in our premises for health and safety and security purposes. CCTV recordings are retained for at least 3 months.

CDL operates its CCTV systems in compliance with the CCTV Code of Practice issued by the Information Commissioner’s Office in 2017. The Code describes best practice standards which should be followed by organisations operating devices which view or record images of individuals. It also covers other information derived from those images that relates to individuals (for example vehicle registration marks).

The use of CCTV is necessary for our legitimate interests in protecting the security of our premises and the health and safety of our employees and visitors to our premises. By following the CCTV Code of Practice we are satisfied that the use is balanced against the rights and freedoms of individuals on our premises.

If you have any queries in relation to the use of CCTV operating on our premises please contact us.

Information may be passed on to 3rd parties in order to carry out services and functions on our behalf. Please refer to these organisations’ privacy notices:

ESI
CCTV monitoring
https://esi-alarms.co.uk/privacy-policy/

3.7 Vacancies mailing list
By providing us with your email address you are giving us your consent to contact you regarding employment opportunities.

We will only use this mailing list to contact you regarding employment opportunities at CDL. Your details will not be shared. You may unsubscribe at any time and, on receipt of your unsubscribe request, your details will be deleted from our vacancies mailing list.

Information may be passed on to 3rd parties in order to carry out services and functions on our behalf. Please refer to these organisations’ privacy notices:

Microsoft
Email system hosting
https://privacy.microsoft.com/en-gb/privacystatement

3.8 Job applicants, current and former CDL employees
When individuals apply to work at CDL, we will only use the information they supply to us to process their application and to monitor recruitment statistics.

Information may be passed on to 3rd parties in order to carry out services and functions on our behalf. Please refer to these organisations’ privacy notices:

Workable
Application processing
https://www.workable.com/privacy

Hireright
Candidate checks and screening
http://www.hireright.com/emea/legal/privacy-policy

CEB
Aptitude Testing
https://www.cebglobal.com/privacy.html

Cornerstone
Performance management
https://www.cornerstoneondemand.co.uk/privacy-policy

Hurst
Payroll processing
http://www.hurst.co.uk/privacy-policy

HMRC
Taxation
https://www.gov.uk/help/privacy-policy

E3 Employment Law LLP
HR legal advice
http://www.e3employmentlaw.co.uk/privacy-information/

Mercer
Job role profiling
https://www.uk.mercer.com/privacy.html

AXA
Occupational healthcare provider
https://www.axappphealthcare.co.uk/privacy-and-legal/

Chase DeVere
Pension provider
https://www.chasedevere.co.uk/privacy-policy.aspx

WorkBuzz
Employee surveys
https://workbuzz.com/privacy-policy/

Great with Talent
Exit interview provider
http://www.greatwithtalent.com/PRIVACY/

Data collected throughout the recruitment process may include background screening information, opinions and results of aptitude tests. Data published by the applicant on social media and networking profiles may also be referred to.

Personal information about unsuccessful candidates will be held for 12 months after the recruitment exercise has been completed, it will then be destroyed or deleted. We retain de-personalised statistical information about applicants to help inform our recruitment activities, but no individuals are identifiable from that data.

When providing information to other parties, for example, providing references to prospective employers, we will only provide ‘matter of fact’ statements, no personal information will be disclosed.

During employment at CDL, technical information from corporate devices issued to employees will be collected and monitored for security and compliance purposes. This data is stored for a maximum of 1 year. At no time is this data used to track the location of CDL employees.

CDL process employment and recruitment data where it is necessary for the entering and the performance of your employment contract and where it is necessary for our legitimate interests. Where we are required to process special category data and criminal conviction data we only do so where it is necessary for us to fulfil our obligations under employment law.

Employment records are retained throughout your employment with CDL and we will continue to hold your records for a period of time once your employment ceases. The length of time information will be held will be dependent on the nature of the information and statutory obligations we are under.

4. Access to personal information
You have the right to:

Access the personal information we hold about you
Request that inaccurate personal data is corrected
Request the deletion of your personal data 
Request the restriction of the processing of your personal data or to object to the processing of your personal data 
Request a copy of your data in a portable format.

To exercise any of these rights, or make a complaint regarding the manner in which CDL has processed your personal data, please contact our Data Protection Officer using the details below. You will need to provide proof of identification.

You also have the right to complain to the Information Commissioner regarding the processing of your personal data. https://ico.org.uk/for-the-public

5. Disclosure of personal information
The information you share with us will only be disclosed to our trusted 3rd party service providers for the purposes outlined above or to comply with legal requirements.

In most circumstances we will not disclose personal data without consent. However we may need to share information with other organisations or relevant bodies, for example when we investigate a complaint, where we are required by law or in connection with legal proceedings, or where the disclosure is necessary for the prevention or detection of crime

CDL reserve the right to disclose information to associated companies and third parties as required, in accordance with the terms of the UK Data Protection Act 2018.

6. Personal Data we Process on behalf of other Data Controllers
CDL may act as a data processor for other data controllers.

When acting in the role of Data Processor, CDL will only process personal information in line with the instructions of the Data Controller.

When CDL processes personal data on behalf of a Data Controller the security measures in place are no less than would be implemented for the personal data we process as a Data Controller.

Any queries, concerns, or Data Subject Rights requests should be made directly to the appropriate data controllers

7. Links to other websites
As you use the cdl.co.uk website and load associated resources and links you may request page elements and links from third parties. Notable third parties are as follows:

Careers (Workable)
Cdl.co.uk contains embedded job vacancy listings, hosted by the provider workable.com. Accessing these vacancy listings may set cookies on your computer. Submitting information in relation to a vacancy may set cookies on your computer and may cause any personal information you provide to be stored by workable.com, as required to process your application. Full details can be found here:
https://www.workable.com/privacy

Mailing list (MailChimp)
CDL maintains a mailing list, comprising email addresses and other personal information. If you elect to access or join the mailing list cookies may be set on your computer, and information you provide may be stored by MailChimp.com as explained here:
http://mailchimp.com/legal/privacy/

YouTube (Google)
We embed videos from both our official YouTube channel and other providers' channels. We use YouTube's standard methods, which may set cookies on your computer. Read more at
https://support.google.com/youtube/answer/171780

Maps (Google)
We embed maps from the Google Maps service. We use Google Maps' standard methods, which may set cookies on your computer. Read more at
https://www.google.com/policies/technologies/cookies/

Social Media (Various)
We use social media content from a variety of companies including Facebook, Twitter and LinkedIn. Accessing these social media posts may set cookies on your computer as detailed in the cookie policies of the relevant provider.

This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

8. Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 18/07/2019. Any changes we make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.

9. How to contact us
If you want to request any further information about our privacy policy or would like to submit any comments or requests you can email us or write to:

Data Protection Officer, CDL, Strata House, Kings Reach Road, Stockport, SK4 2HD
10 Intellectual Property Rights
In the event that the ownership of CDL or the ownership or operation of this website is transferred to another party, the ownership and access to any data collected, processed or stored will transfer to the new owner.