The website www.martinandhamilton.co.uk is operated by martin & hamilton Limited a limited company incorporated in Northern Ireland under company number NI 6965, of 46 Doury Road, Ballymena, Northern Ireland BT43 6JB.  We are a Data Controller under GDPR. This means that we are responsible for, and control the processing of, your personal information.  martin & hamilton Limited is committed to protecting and respecting your data and your privacy.

This Privacy Notice (together with our Data Protection Policy, Terms of Contract, Order Terms and any other documents referred to within them) sets out the basis on which any personal data we collect from you, or that you provide to us, or will be processed by us and the purpose for our collection of it. Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

The Notice outlines:

  • How we will adhere to the principles relating to processing of personal data set out in the GDPR
  • How any data collected or provided by you will be processed lawfully, fairly and in a transparent manner
  • On what lawful basis we will rely to process your data, as set out in the GDPR
  • Our commitment to ensuring that personal data will be kept accurate and stored only for the period which it is required to complete its purpose
  • Our commitment that personal data will be securely stored and protected
  • The rights Data Subjects have when it comes to how we handle their personal data
  • Our accountabilities and responsibilities, as a Data Controller

Our principles for processing personal data

As outlined in the GDPR and the Notice, we will:

  • Process data lawfully, fairly and in a transparent manner (Lawfulness, Fairness and Transparency)
  • Collect only for specified, explicit and legitimate purposes (Purpose Limitation)
  • Collect only adequate, relevant and limited data proportionate to what is necessary for the purposes for which it is Processed (Data Minimisation).
  • Keep data accurate and where necessary up to date (Accuracy)
  • Not keep data in a form which permits identification of Data Subjects for longer than is necessary for the purposes for which the data is Processed (Storage Limitation)
  • Process data in a manner that ensures its security using appropriate technical and organisational measures to protect against unauthorised or unlawful Processing and against accidental loss, destruction or damage (Security, Integrity and Confidentiality)
  • Not transfer to another country without appropriate safeguards being in place (Transfer Limitation)
  • Make data available to Data Subjects and Data Subjects allowed to exercise certain rights in relation to their personal data (Data Subject's Rights and Requests)
  • Be responsible for and comply with the data protection principles listed above (Accountability)

Our principles for processing personal data

We may collect and process personal data about you including information you have:

  • Provided by filling in the form on our website
  • Provided by filling in forms or handing us your details at exhibitions
  • Communicated through email or other electronic means
  • Communicated during certain telephone calls to and from us, if further engagement is required
  • Supplied in postal or hardcopy correspondence
  • Provided to us to allow customer or supplier transactions and business relationships
  • Supplied to us to allow a non-transactional business activity to be conducted
  • Provided to us as part of a job application or student placement application
  • Supplied as part of consenting to opt into our marketing communications
  • Offered as part of being an employee

We may also collect personal data and other information about you in other ways, for example:

  • If we are undertaking a business activity that involves you eg. as a party related to one of our projects
  • Indirectly, through one of our employees, your colleagues, a client or a third party
  • From publicly available sources, for example Companies House, trade media
  • From financial parties, for example credit check providers

How we use your personal data

The way we process the personal data we collect as set out above, varies depending on our relationship with you. In each case the purposes for which we request the information will be clear from the context in which it is acquired. These may include:

  • Processing and fulfilling a business service or transaction
  • Keeping a record of the business service, transaction or other related customer service support activity
  • Administering customer and supplier records for transactional purposes
  • Keeping records of your subscriptions, registrations, queries, complaints and deliveries
  • Keeping records of face-to-face appointments, with outcomes
  • Verifying your identity through credit checks
  • Verifying your identity
  • Communicating for business or service reasons by mobile (SMS), telephone, email, fax or post (non-marketing communications)
  • Communicating marketing messages to you, based on lawful consent as set out in the GDPR, by telephone, email, fax or post
  • Communicating tailored marketing messages to you, based on lawful consent as set out in the GDPR, that are relevant to your role
  • Keeping a record of any withdrawn consent to receive marketing communications from us
  • For market research
  • Activity to meet our legal, regulatory and contractual obligations arising from our relationship with you
  • To administer services provided through our websites
  • By verifying or enforcing compliance with this Privacy Notice and applicable laws
  • By informing you of legal or contractual changes that may affect you
  • For recruitment purposes, if necessary

Disclosure of your personal data

We will only disclose your Personal Data to another person or organisation where we:

  • Are required to disclose the information to comply with the law or the requirements of a regulatory authority
  • Are compelled to share the information to provide a product or service you have requested
  • Are obligated to send the information to persons or organisations who conduct legal services on our behalf
  • Employ GDPR compliant external contractors to undertake marketing activities on our behalf eg mailchimp

Our legal basis for using your personal data

Our use of your personal data as outlined above is subject to different legal basis for processing, including where necessary for:

  • Compliance with our legal and regulatory responsibilities
  • The purposes of fulfilling any contract we enter with you
  • Carrying out a service request or transaction
  • To protect your vital interests
  • Pursuing our legitimate interests for purposes where they are not overridden because the Processing prejudices the interests or fundamental rights and freedoms of Data Subjects. In such cases, these may include:
    • Communicating marketing messages to transactional customers
    • Communicating marketing messages to customers we enter a contract with or supply or perform a service for
    • Communicating with third-party marketing service providers that are GDPR compliant
    • Communicating with recipients who have legally consented with a third-party to receive updates relating to their sector or role. Such third-parties will be GDPR compliant
  • Or where you have given clear consent

We will only use your data for the purposes outlined above and will not store any of your data which is unrelated to our legal basis for processing it.

Withdrawing consent or your right to refuse:

Where we ask for your consent to provide us with your personal data, you are free to refuse and withdraw your consent at any time by contacting us using the details set out below. This shall not affect the lawfulness of any processing that was based on your consent before you withdrew it.

If you do not agree to provide your personal data to us we may not be able to provide you with the transaction or service you require.

Our principles of using your data for marketing

Where processing your data for marketing purposes in compliance with GDPR, we will adhere to the following principles to ensure our commitment to protecting your data is clear:

  • We will not sell your data to any third-party company
  • If you opt in to the martin & hamilton marketing database, you will receive company marketing information via email.
  • We will check our marketing database for accuracy and compliance on an ongoing basis
  • You can opt-out of receiving marketing updates through a single request
  • martin & hamilton will use a single, secure and trusted platform, for all automated marketing communications. Within this platform we will keep the email record of anyone opting out of marketing communications, to ensure compliance, on an on-going basis. This will not prevent you from opting-back in at any point

Personal data we may collect, to ensure our marketing communications are relevant to you:

  • Name
  • Title
  • Job title/Job function or role
  • Company name
  • Company type
  • Work address (unless you specify other)
  • Work telephone number (unless you specify other)
  • Working mobile number (unless you specify other)
  • Work email address (unless you specify other)
  • Details of any current/upcoming projects
  • Date obtained at event if applicable

Recruitment

It may be necessary to for us to obtain data from prospective employees, in-order to monitor and evaluate our recruitment practices and ensure they remain legally compliant with equal opportunity legislation. Mechanisms for data collection may include on and off-line.

Personal Data we may collect, as part of our recruitment and graduate programmes which may include:

  • Name
  • Title
  • Education history
  • Contact telephone number
  • Contact address
  • Age where required for example in apprenticeships
  • Gender/Ethnic group where required for Fair Employment data
  • Disabilities

Storage and transfer of your personal data outside of the UK and EU (Economic European Area -EEA)

Due to the nature of servers and cloud-based storage all over the world, during the processing of your data it may leave the EEA. In this case, we will take steps to ensure that an adequate level of protection is provided in accordance with UK data protection law. By submitting your personal data you are agreeing to this potential transfer, storing or processing at a location outside the EEA.

Retention of your personal data

We will retain your personal information for as long as is reasonably necessary for the purpose for which it was obtained and in accordance with our legal obligations. We will also ensure that we follow our data retention and destruction policy and processes thereafter. For more information about our retention period please contact us at the details listed below to receive a copy of our Data Protection Policy.

Links to other websites

This Policy only extends to our website, which is owned and operated by martin & hamilton Limited and does not therefore extend to your use of, provision of information to the collection of information on any website not connected to martin & hamilton, which you may link to us, by using the hypertext links within our website; or from other websites naming or related to us.

Your rights

Your personal information is protected under GDPR and you have several rights, as listed below, which you can seek to implement. Please contact us in writing, by email or telephone using the details shown under the 'Contact and Complaints' section below if you wish to do so, or if you have any queries in relation to your rights. Please note these rights do not apply in all circumstances.

  • Right of access – subject to certain exceptions, you have the right of access to your personal data that we hold
  • Right to rectify your personal information – if you identify that the information we hold about you is inaccurate or incomplete, you have the right to have this information rectified (i.e. corrected)
  • Right to withdraw consent – you may ask us to delete information we hold about you in certain circumstances. This right is not absolute and it may not be possible for us to delete the information we hold about you, for example, if we have an ongoing contractual relationship or are required to retain information to comply with our legal obligations
  • Right to restriction of processing i.e. for marketing purposes
  • Right to object to processing – you may object to the processing of your personal information when it is based upon our legitimate interests. You may also object to the processing of your personal information for the purposes of direct marketing
  • Right to know how we process your data – the right to be told how we process your data
  • Right to challenge - the ability to challenge the processing of your data
  • Right to request EEA agreements if your data is being transferred – you can request a copy of our agreement under which Personal Data may be transferred outside of the EEA
  • Right to prevent damage or distress - the choice to stop data processing that is likely to cause damage or distress to the Data Subject or anyone else
  • Right to be notified of a breach – we have the obligation and you have the right to be notified of a personal data breach which is likely to result in high risk to your rights and freedoms
  • Right to make a complaint – you can make a complaint to the supervisory authority. The Supervisory Authority for the United Kingdom is the Information Commissioner's Office (ICO) who can be contacted at https://ico.org.uk/ or by calling them on 0303 123 1113.

Security

martin & hamilton Limited takes great care to ensure the security of our platforms, including the website and your personal information is kept secure and safe. Only authorised personnel have access to your information. We will keep your information secure by taking appropriate technical and organisational measures against unauthorised or unlawful processing, accidental loss, destruction and damage.

Changes to this Privacy Notice

We may change this Policy at any time by amending this page. You are expected to check this page from time to time to take notice of any changes we have made, as they are binding on you.  If we make any substantial changes in the way we use your personal data, we will notify you by email.

Contact us

If you have any questions about how we treat your personal data and protect your privacy, or if you have any comments or wish to seek to exercise any of your rights as outlined above, to opt-out of receiving marketing communications from us or to complain about our use of your personal data, please contact us at:

Marketing Manager
martin & hamilton Limited
46 Doury Road
Ballymena
Northern Ireland
United Kingdom
BT43 6JB
Tel: +44 (0)28 2565 3672

Available During Office Hours
Mon - Fri: 09:00 - 17:00 (GMT)

Last updated: 14 October 2018