Privacy policy

We are committed to protecting your privacy and keeping your personal information confidential.

What information do we collect?

When you contact Trackwork Moll Ltd we may collect the following details to enable us to contract you, provide a service and carry out our legal duties.

• Name, company name, address and contact details including telephone numbers and email address
• Relevant financial details to be able to carry out relevant to the needs of both parties
• Details about your health that you have consented to share to ensure your health and wellbeing
• A copy of your driving license
• Information about your vehicle
• Work history and location of employment past and present
• Emergency contact details
• Training records, performance information, qualifications, disciplinary and grievance history
• CCTV footage and audio recordings obtained in the course of working at our premises

How do we use the information?

The Client will process and control such data principally for personnel, administrative and pay purposes and for the purposes of managing the performance of your contract for services. Data may also be used where the Client is under a legal obligation to do so or where it is necessary and proportionate to safeguard the public interest.

The Client may receive and share data with the following parties in order to assist them in the management of their duties and fulfil the purpose set out above:

• Accountants and Payroll organisations;
• HMRC, HSE and other governmental bodies;
• The main franchisor;
• Training providers;
• Insurance companies and legal advisors including helpline providers and solicitors;

Data will be retained for as long as necessary to fulfil the purposes it was collected for in accordance with this policy. Where Data is considered sensitive data (such as health records, criminal conviction information, CCTV footage etc) to determine the appropriate retention period for Data consideration will be given to the amount, nature, and sensitivity of the Data collected, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which data is processed and whether those purposes can be achieved through other means, and the applicable legal requirements.

Your rights

You have a right to ask for a copy of the information we hold on you and to have any inaccuracies corrected.

How to raise a complaint

You can raise a complaint through any of the following channels:

• Email: info@trackwork-moll.co.uk
• Telephone: 01302 765970
• Post/ Written Letter: General Manager, Trackwork Moll Limited, Ten Pound Walk, Doncaster. DN4 5HX

You can also use the company Data Protection Complaints form

Information required within your complaint to allow this to be investigated effectively

We ask that you please enclose the following information within your complaint;

• Your full name
• Your manager
• Your Job title
• Your Contact details to allow ourselves to respond back to you (email, telephone, postal address)
• A clear description of your data protection complaint (including any relevant evidence, dates or correspondence that you would like us to take into consideration).

How your complaint will be dealt with

Upon receipt of your complaint the company will date-stamp your complaint and enter this into our compliance logs and initiate the following step by step process to ensure that your complaint is dealt with effectively and efficiently;

Acknowledgment

We will write to you within 30 days of receipt of your complaint to confirm acknowledgement that this has been received and ensure that with undue delay, we take the appropriate steps to investigate and keep you informed of our outcome of your complaint.

Internal Investigation

• We will review your complaint and investigate this through our internal systems, databases, retrieve where necessary any internal emails, IT logs, records or files relating to a Subject Access Request (SAR) to understand if there has been a data infringement.
• Where your complaint involves a third party of the business such as one of our suppliers, clients or software vendors, we will make the appropriate contact with them to review and retrieve any information required for the completion of our investigations.
• Where our investigations are going to take longer than the expected 3 months (ICO Guidelines), we will keep you informed of this and provide you with an update of the progress of your complaint and our investigations.

Resolution of Complaint and Outcome

Upon completion of our investigation we will provide you with a written outcome of our findings including:

• A clear explanation of the outcome of our investigation.
• The reasons for our decision.
• Any actions that we have or will be taking as a business to rectify or eliminate this moving forward.
• Where it is discovered that an error or system issue has occurred we will ensure that this is rectified immediately and appropriate action and security measures implemented to mitigate any further risk.

This outcome will be the end of the complaints process with the business and where you are not satisfied with our final response, or if you feel that we have failed to handle your complaint appropriately, you have the right to escalate the matter further to the UK independent data regulator ICO.

How to Escalate your Complaint Further to the Regulator if you are not Satisfied with the Outcome

You will need to make contact the Information Commissioner’s Office (ICO) via one of the following resources

• Website: ico.org.uk/make-a-complaint
• Helpline: 0303 123 1113

Your consent

By using our website at www.trackwork-moll.co.uk you consent to the collection, processing and use of this information.

Changes

Any changes to our privacy policy will be highlighted on this web page so that you are always aware of what information we collect, how we use it and under what circumstances we disclose it.

Liability

All third parties to the contract for services are required to take appropriate security measures to protect your personal information in line with this agreement. They are not allowed to use your personal data for their own purposes. Permission has/will only be granted for them to process your personal data for specified purposes and in accordance with our instructions. The Client does not accept responsibility or control of Data willingly shared by you with any other third party independent of and outside of the Client’s control.

Cookies

The Trackwork Moll Ltd website uses ‘cookies’ which are small pieces of information stored on your computer’s hard drive by your browser. These allow us to recognise you and to provide features to make your use of our website a personalised experience. Most browsers allow the cookie function to be turned off.

Further information

We value your opinion, if you have any comments or queries about our privacy policy, please contact us to discuss.