Privacy Policy
adam HTT Limited t/a adam is a limited liability company registered in England and Wales with registered number 7718565 and its registered office at The Pinnacle, 170 Midsummer Boulevard, Milton Keynes, MK9 1BP, United Kingdom.
When we refer to “we”, “us”, “our” or “adam” we are referring to adam HTT Limited.
Statement of Privacy and Acceptance of The Privacy Policy
adam is committed to safeguarding and preserving your privacy when you visit our websites and applications (including,www.useadam.co.uk, www.sproc.net, www.demand.sproc.net etc. – collectively the “Applications”); provide us or one of our customers or accredited suppliers with information; or communicate electronically with us.
Our data protection policies articulate our privacy commitments to our customers, accredited suppliers and service users and these are updated in line with legislative and regulatory requirements.
This Privacy Policy governs the collection and usage by us of your personal information (this means any information which personally identifies you e.g. your email address, name etc.) (your “Personal Data”.) By continuing to use our Applications, you consent to the data practices as described in this Privacy Policy.
Data Protection Officer
Our Data Protection Officer can be reached at data.protection@useadam.co.uk
Changes to this privacy policy
This policy was last updated 15th October 2018.
Please note that from time to time we may update this Policy. Any amendments will be published to this page so please do return and review this Policy regularly. If the changes are significant, we may provide a more prominent notice or get your consent, as required by law.
If we plan to use personal data for a new purpose, we will update our privacy policy and communicate the changes to individuals before starting any new processing.
Sources of personal data
This privacy policy tells you what to expect when adam collects personal information. It applies to information we collect about:
Visitors to our website
People who call our helpline
People who email us
People who use our services, i.e. our Customers and our Accredited Suppliers
People who we meet at conferences, events, networking & functions etc.
Job applicants, current and former employees
Visitors to our website
The information which we collect and store during normal use of our website www.useadam.co.uk.
If we do want to collect personally identifiable information through our website, we will be up front about this.
Log data
When you visit our Applications, our servers automatically record information (“log data”), including information that your browser sends whenever you visit a website. This log data may include your Internet Protocol address, the data and time or your request, and cookie data. We retain copies of the general web server logs for 120 days on our secure servers.
Cookies
Cookies are small text files that are stored on your web browser in order to enable your complete usage of the Applications. They temporarily create a unique user number to track your usage for each session and to make sure that the Applications work for you at your appropriate administration levels. The Applications will store the minimal number of cookies required per session and only those that are essential for your operation of the Applications.
Since cookies will allow you to take advantage of some of the Applications features, we recommend that you leave them turned on.
You have the ability to accept or decline cookies through your browser settings. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. If you choose to decline cookies, you may find some parts of our websites and applications are not available.
How do I change my cookie settings?
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.
To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.
Using our Online Contact Form
If you provide your details through the Contact Form on our website, the information you provide will be sent to our team.
Our enquiries team shall process your information to respond to your enquiry.
A back-up copy of the completed online contact form shall be retained on our secure servers indefinitely for audit and quality purposes, unless we receive a request for deletion.
People who call our helpline
We use a third party provider, Elite Telecoms to supply the infrastructure for our support helpline. Elite Telecoms is under contract with adam to provide this service.
If you call our support helpline we will collect your calling line identification and a recording of your call. During your call we may collect your name and email address to enable us to assist you with your enquiry. This information is utilised for aggregate management information and to monitor the quality of our support services. This information shall be retained on secure servers for the duration of our contract with Elite Telecom.
Here is a link to Elite Telecom’s general Privacy Policy: http://www.elitetelecoms.com/privacy-policy
People who email us
We 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.
We retain email back-ups on our secure servers indefinitely for business purposes and audit.
People who use our services
Our Customers and Accredited Suppliers utilise our SProc.Net product, which has its own Privacy Policy.
People we meet at conferences, events, networking, functions etc.
We may collect information that you provide to us directly or indirectly at conferences, events or other similar occasions. This may be in the form of collecting your business card or when you complete a contact form and hand it to our team. We will process your information in line with this Privacy Policy and provide you with an opportunity to actively consent to hear from us and our partners.
How we use your information
- We will use your personal information for a number of purposes including:
- To market our, or (where you have consented) selected partners’ services to you;
- To provide our services or online content, to provide you with information about them and to deal with your requests, resolve your issues and enquiries.
- For service administration purpose, which means that we may contact you for reasons related to the service you have signed up for (e.g. to provide you with password reminders, to notify you of system maintenance, to notify you of updates to our Privacy Policy)
- We may also use and disclose information in aggregate (so that no individuals are identified) for marketing, strategic development and management information reporting – for example analysing our investment in online marketing;
- Your information may also be used for other purposes for which you give your express permission or when required by law.
Basis for processing
Our lawful basis for processing is through legitimate interests having assessed these interests against the benefit to you of the services we provide to you and the risks associated with the information we share.
Email communications
To help us make emails more useful to you we often receive a confirmation when you open emails from us if your computer or device supports such capabilities. If you do not want to receive emails from us, please adjust your contact preferences accordingly.
Please note we will never ask you to confirm your password or payment details via email. If you receive an email that request this information and appears to have been sent by us, please treat this as fraudulent and do not reply or provide any information. If you receive any such emails, please contact our data protection officer to provide us with further details.
How and when do we share information?
We may share your information where we believe that disclosure is reasonably necessary to comply with a law, regulation or legal request; to protect the safety, rights or property of the public or any person; or to detect, prevent or otherwise address fraud or security issues.
Where applicable we may disclose your personal data to an affiliated company in order to run our business. All affiliated companies are subject to equivalent data protection policies and procedures.
We may share your information where it is necessary to provide you with a service you have expressly requested.
We may share information with other companies and organisations for fraud protection and credit risk reduction. We may where we deem it necessary or at request of our Customers, complete searches with credit reference agencies to assess a Supplier’s financial risk.
We may compare our mailing list to lists received from other companies to avoid sending unnecessary messages to you.
Third-party service providers – We appoint third party providers as data processors to perform some functions on our behalf. We will share information with such data processors in order for them to assist us in providing services to you and to run our business. Examples of services provided on our behalf by our third-party service providers include: providing marketing assistance, accounting packages and CRM system. In sharing your information with these parties, we are pursuing our legitimate interests having assessed those interests against the benefits to you of the additional efficiencies gained by us using the selected third-party service providers and taken account of the types of personal information we share.
Affiliated companies & businesses we do not control – We may work with other businesses to create joint offerings or promote services which you may be interested in. You should check the Privacy Policy for each of these businesses to understand how they use your information. Examples of our joint offerings are available on our website. We will make it clear when a third party is involved and shall only share your information with the third party with your consent or where it is necessary to provide the service which you have requested.
We may share anonymous, aggregate information with third parties for research and marketing purposes but we won’t share your information with any other organisations for marketing, market research or commercial purposes, unless we have obtained your consent or you have requested a service provided with or in conjunction with another organisation.
As our business continues to grow and develop, we might sell or buy subsidiaries or business units. In such transactions, personal data is one of the business assets which are transferred but will remain subject to the terms of this Privacy Policy – unless we notify you otherwise.
Job applicants, current and former employees
adam is the data controller for the information you provide during the recruitment process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at careers@useadam.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.
Offer
If we make an 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 becoming an employee of adam. 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 highest qualification certificate – 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, or our recruiters, will contact your referees, using the details you provide in your application, directly to obtain references
On arrival we will:
- ask you for the following:
- Bank details – to process salary payments
- P45/P46 – to set you up with payroll
- National insurance number – for payroll processing
- Personal contact details, i.e. phone number, email address & postal address – to contact you
- Emergency contact details – so we know who to contact in case you have an emergency at work
- provide your email address to CBS Screening Services who will contact you to complete an application for a Basic Criminal Record check via the Disclosure and Barring Service.
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.
People HR
If you accept a final offer from us, some of your personnel records will be held on People HR which is an internally used HR records system.
Here is a link to their Privacy Notice: https://www.peoplehr.com/privacy.html
Recruiters
We sometimes engage recruitment agencies to assist us with our recruitment. Any recruitment agencies engaged will be data controllers in regard to your personal data and we therefore advise that you check their Privacy Policies prior to sharing your personal data with them.
CBS Screening Services
If you are successful, we will submit you for a Basic Criminal Record check via the Disclosure and Barring Service. This will be undertaken by CBS Screening. Your consent will be requested before screening checks are performed.
Here is a link to their Privacy Policy:
How long is the 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, records of any security checks and references. We will erase emergency contact details and bank details within three (3) months of your last day at adam.
If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for up to six (6) months from the closure of the campaign.
Information generated throughout the assessment process, for example interview notes, is retained by us for up to six (6) months following the closure of the campaign.
How we make decisions about recruitment?
Final recruitment decisions are made by hiring managers and members of our Senior Management Team. All of the information gathered during the application process is taken into account.
You are able to ask about decisions made about your application by speaking to your contact within our recruitment team or by emailing careers@useadam.co.uk
Keeping your data secure
Sending information over the internet is generally not completely secure, and therefore we can’t guarantee the security of your data while it’s in transit. Transmission of such data is therefore entirely at your own risk. We have procedures and security features in place to keep your data secure once we receive it.
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.
Where we have given you (or where you have chosen) a password so that you can access certain parts of our Applications, you are responsible for keeping this password confidential. You should not at any time share your username or password with third parties to allow them to access Applications. If you become aware of any unauthorised use of the Applications you should contact us immediately in order that we may take the appropriate steps. You should only use your own password and login details to access the Applications and should not share those login details and passwords with any third parties or allow any third parties to access your own device when logged in.
Data that is provided to us is stored on our secure servers. Details relating to any transactions entered into on our Applications will be encrypted to ensure its safety.
What about third-party advertisers and links to other websites?
Our Applications may include third-party advertising and links to other websites. If you access other websites using the links provided, the operators of those websites may collect information from you in accordance with their Privacy Policy. We provide these links for convenience, any link from us to an external website does not mean that we endorse or accept any responsibility for the content or use of such website.
Marketing
adam may use your data to inform you of other products or services available from adam and its business partners where you have consented to receive such communications.
adam may also contact you via surveys to conduct research about your experience and opinion of the current services or of potential new services that may be offered.
You may opt out from receiving future promotional emails and surveys from adam by following the specific instructions in the email you receive. These instructions explain how to stop receiving such emails.
Transfers outside UK
Our Technology, SProc.Net does not operate outside of England and Wales. This means that any information provided via SProc.Net is hosted and processed at data centres within the UK.
Business operations:
We engage data processors to provide services to us, (such as business administration, customer relationship management tools; accounting and marketing tools), and some of these companies may process data from centres in the EEA and US.
We only engage data processors who are required under their contract with us to protect your information in line with UK standards and in line with the GDPR. The data processors shall only have access to personal data needed to provide the contracted services and will only use the data for this purpose. The information which may be shared with data processors may include your name, email address, phone number and postal address. We will only share this information with third-party service providers where we are pursuing our legitimate business interests having assessed those against the benefits to you of the efficiencies gained by using such third-party service providers and taken account of the types of personal information we share.
Your rights
Under the GDPR, you have the following rights in regard to the personal data we hold about you:
Right to access
You have the right to request details of the personal data we hold about you.
Right to rectification
You have the right to request rectification of your personal data.
Right to be forgotten
You have the right to request the erasure of your personal data.
Right to restrict processing
You have the right to request the restriction or suppression of processing of your personal data.
Right to data portability
You have the right to request a copy of your personal data in a commonly used and machine readable form.
Right to object
You have the right to object to the use of your personal data for direct marketing.
Right to lodge a complaint with supervisory authority
You also have the right to lodge a complaint with your data protection supervisory authority. If you are based in the UK, this is the Information Commissioner’s Office.
Exercising your rights
Should you wish to exercise your above rights, please contact our Data Protection Officer with details of your request via email to data.protection@useadam.co.uk
We may ask you to verify your identity using reasonable means, i.e. requesting you provide a proof of identity document. If we have asked you to verify your identity, we will proceed with your request upon completion of verifying your identity.
We will respond to your request within one (1) calendar month from the day we receive your request.
If we need to extend our response period to fulfil your request we will inform you within one month of the receipt of the request and explain why the extension is necessary. We will only extend the period by a further two months.
We shall respond to your request free of charge unless your request is found to be manifestly unfounded or excessive in which case we will charge you a reasonable fee. This fee will be to cover the administrative costs of complying your request only. If we have advised that a reasonable fee is chargeable, we will not proceed with your request until we have received the fee.
Refusing to respond
If we refuse to respond to a request because it is manifestly unfounded, excessive or we have an exemption, we will write to you and explain our decision.
If you disagree with our decision you also have the right to lodge a complaint with your data protection supervisory authority. If you are based in the UK, this is the Information Commissioner’s Office. You have the right to seek a judicial remedy.
Certifications & Accreditations
We are committed to ensuring that your information is secure We have stringent physical. Electronic and managerial procedures to safeguard and secure your data.
We are ISO 27001 Accredited. The scope covers how we manage information security in providing commissioning tools for procurement of complex services in the public sector.
adam HTT Limited is registered with the Information Commissioner’s Office (ICO) under registration number: ZA104405
Penetration Testing
We commission regular independent penetration testing of our infrastructure to ensure that we keep our Applications free from vulnerabilities.
How to Contact Us
We welcome any queries, comments or requests you may have regarding this Privacy Policy.
Please do not hesitate to contact us by by completing the enquiry form or in writing to The Pinnacle, 170 Midsummer Boulevard, Central Milton Keynes, MK9 1BP.
For all data protection queries should be referred to our Data Protection Officer at data.protection@useadam.co.uk