We ask that you read this privacy notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and on how to contact us and supervisory authorities in the event you have a complaint.
Who we are
KOVA Asbestos Consultants Ltd collects, uses and is responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.
The personal information we collect and use
Information collected by us
In the course of air monitoring and bulk sample analysis we collect the following personal information when you provide it to us:
- Contact details: Name, email and phone number of staff responsible for booking air monitoring/placing orders
- Details of visits to the Sites: Site address, photos of the work area, phone numbers and names and signature of site contacts
- Correspondence: Name, email and phone number of office staff responsible for reports and invoice receipts
- Survey/feedback responses: Information from survey/feedback, if you choose to respond to them
How we use your personal information
We use your personal information to:
- To provide you with our services: We use your personal data to effectively take bookings, attend site to carry out our services, construct the reports
- To comply with our legal obligations: Provide proof for UKAS and other governing agencies
- To maintain our records and improve accuracy: We process your personal data in the course of maintaining and administering our internal records
- To respond to enquiries, complaints and disputes: We use the personal data we hold about you to help us respond to any enquiries or complaints you have made, or deal with any dispute which may arise in the course of us providing our products and services to you, in the most effective manner.
Who we share your personal information with
We may be required to share above noted personal data with our external quality control consultant, UKAS personnel and external IT support and suppliers and service providers. If you would like a list of these please contact us. This data sharing enables us to adhere to UKAS/HSE requirements, legal obligations in order to protect the rights, property, or safety of our business and our customers as well as maintain an effective database and data backup system.
None of these third-party recipients are based outside the European Economic Area.
We will share personal information with law enforcement or other authorities if required by applicable law.
In certain circumstances, we process your personal data only after obtaining consent to do so for the purposes of sharing your name, email, phone number and address with new potential clients; forwarding your reports where they were requested by third party; and discussing details of specific site with third parties to deal with complaints and legal claims.
Whether information has to be provided by you, and if so why
The provision of all of above noted personal data is required from you to enable us to carry out our services to you and comply with UKAS/HSE requirements. We will inform you at the point of collecting information from you, whether you are required to provide the information to us.
How long your personal information will be kept
We will hold your information for different lengths of time depending on the type of data.
- All Air Test reports and their supporting data is retained for 7 years ( the period we are required to retain this information by applicable UK legislation (5 years), our Indemnity Insurance (6 years) and our Company Quality Manual (7 years)
As soon as it is no longer necessary for us to keep your personal data, it will be securely deleted.
Reasons we can collect and use your personal information
We rely on legitimate interests as the lawful basis on which we collect and use your personal data. Our legitimate interests are to enable us to carry out our services to you, to ensure that our services are presented in the most effective manner for you; respond to any enquiries or complaints you have made, ensure effective operational management and internal administration of our business, document retention, compliance with regulatory guidance and exercise or defence of legal claims or deal with any dispute which may arise and to comply with UKAS/HSE requirements.
Transfer of your information out of the EEA
We will not transfer your personal information outside the European Economic Area (EEA).
Under the General Data Protection Regulation you have a number of important rights free of charge. In summary, those include rights to:
- fair processing of information and transparency over how we use your use personal information
- access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address
- require us to correct any mistakes in your information which we hold
- require the erasure of personal information concerning you in certain situations
- receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
- object at any time to processing of personal information concerning you for direct marketing
- object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
- object in certain other situations to our continued processing of your personal information
- otherwise restrict our processing of your personal information in certain circumstances
For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation.
If you would like to exercise any of those rights, please:
- email, call or write to us
- let us have enough information to identify you
- let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill), and
- let us know the information to which your request relates (including any report number or site address, if you have them)
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.
How to complain
We hope that we can resolve any query or concern you raise about our use of your information.
The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: [0303 123 1113].
Changes to this privacy notice
This privacy notice was published on 23.05.2018 and last updated on 30.05.2018
We may change this privacy notice from time to time when we do we will inform you via email.
How to contact us
Please contact us if you have any questions about this privacy notice or the information we hold about you.
If you wish to contact us please send an email to firstname.lastname@example.org, write to 141 Heath Drive, Chelmsford, CM2 9HQ or call 01245 929029.
Do you need extra help?
If you would like this notice in another format (for example audio, large print, braille) please contact us (see ‘How to contact us’ above).