Privacy Policy – Mud Dock

We are Mud Dock Limited (Registered Company No: 02856367). Our Registered Office is at 4th Floor Portwall Place, Portwall Lane, Bristol BS1 6NA.We are committed to protecting the privacy and security of personal data. This policy tells you how we will collect and use your personal data, and what you should expect in respect of the personal information about you that we have collected.

The person with responsibility for our data protection compliance is Jerry Arron, a Director (“the Data Protection Manager”), and he can be contacted via email.

We are the data controller of the personal data that we keep and use, and we are therefore responsible for making sure that our systems, processes and people comply with the relevant data protection laws in respect of that personal data.

We will act in respect of personal data to comply with the six principles of the GDPR, which are:

lawfulness, fairness and transparency
purpose limitation
data minimisation
accuracy
storage limitation
integrity and confidentiality.

You have rights in respect of how your personal data can be processed. These include the right to:

request of a copy of your personal data
request that inaccurate data is rectified
request that your personal data is in certain circumstances erased or restricted

You have the right to complain to the Information Commissioner, which you can do by contacting the Information Commissioner’s Office (ICO) directly. Full contact details, including a helpline number, can be found on the ICO website. This website also has useful information on your rights and our obligations.

1. Collection, use and disclosure of personal data

We collect and process data for the following reasons:

1.1 personal data collected and created in relation to us providing our products and services

1.2 personal data relating to people who have asked to receive our newsletters or other information

1.3 personal data relating to our people (which means those people working for us or providing services to us, or potentially working or providing services to us, including employees, consultants, temporary or casual workers and contractors).

All of our people are required to abide by our Privacy Policy when handling personal data. Any breach of data protection will be taken seriously, and may result in disciplinary action. Our Data Protection Manager will provide the advice and guidance to our people on data protection issues as required.

1.1 Providing products and services to our customers

Collection

We may collect personal data from customers directly in the course of fulfilling orders for products or delivering services they have requested.

Use

We will use this personal data for the necessary administration of the relationship with our customers, and to comply with processes we are required or recommended to undertake, including credit checks and identity checks.

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in one or more of following circumstances:

in the fulfillment of a purchase or delivery of a service
compliance with a legal obligation
where it is necessary for our legitimate interests (or those of a third party) and your interests, and fundamental rights do not override those interests.

We may also use your personal data in the following situations, which are likely to be less common:

where we need to protect your interests (or someone else’s interests);
where it is needed in the public interest or for official purposes.

Disclosure

We may share personal data with third party providers who deliver services to support the operation of our business. We may also need to share your personal data to comply with the law.

In respect of all disclosures of personal data, we will only share the personal information which is necessary for the particular purpose for which it is provided, or where we have another legitimate interest in doing so, and we will ensure that the personal data is appropriately protected.

Retention period

We will keep personal data only for as long as is necessary to fulfil the purposes for which we collected it, including for the purposes of satisfying any legal, accounting or reporting requirements. Normally, our retention period for personal data collected for this purpose is a minimum of 6 years after the end of the period that we are providing services or the end of the arrangement with our contractors or suppliers.

1.2 Provision of our newsletters and other information marketing our business

Collection

We will collect data such as name, email address, IP address (or similar unique identifiers) and any additional details that you provide to us, for example when you let us know which information you are interested in receiving from us. In respect of events or venue hire, this information may include details of any access or dietary requirements that you have, which may reveal information about the health or religious beliefs of a data subject.

When you tell us that you wish to receive updates, or otherwise give us your personal details, we will collect personal data, MailChimp. You may at any time tell us that you wish to stop receiving our information.

Use

Personal data will be used to provide you with information that you ask for, or that we think is relevant to the preferences that you may have given to us. We may analyse what areas of information are of interest to you so that we can better target the information that we provide.

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in one more the following circumstances:

with your consent
in performance of a contract (the agreement to provide our products or services)
where it is necessary for our legitimate interests (or those of a third party, and your interests and fundamental rights do not override those interests).

Disclosure

We currently use an email system provider to store and process data in respect of the provision of our information. In respect of all disclosures of personal data, we will only share the personal information which is necessary for the particular purpose for which it is provided, or where we have another legitimate interest in doing so, and we will ensure that the personal data is appropriately protected.

Retention period

We will keep personal data only for as long as is necessary to fulfil the purposes for which we collected it. Any personal data that we have from you solely for the purposes of your receiving our information will not be used once you have asked us to stop providing these to you (except to the extent that it is necessary to stop you receiving the information).

1.3 Recruiment, employment and management of our people

Collection

We will collect names, addresses, contact details, education and employment history, identity and other background checks (which may include appropriate criminal and financial checks and confirmation of the right to work in the UK), marital status and information on next of kin and dependents, financial information (such as bank details and NI numbers), date of birth, gender, a copy of your passport and driving licence, performance information and compensation history, recruitment information (including references), salary, benefits, pension and annual leave information, disciplinary and grievance information, photographs, information about your use of our information and communications systems and CCTV footage or other information obtained through electronic means.

We may collect and use special categories of personal data as required in the carrying out of obligations and exercising specific rights of us or the data subject in the field of employment. This may include information relating such as health, racial origin, religious belief and offences or alleged offences.

Personal data may be collected from you during the selection process (for example via your application form and CV) and during your employment (including holiday forms, expense claims, performance reviews, any disciplinary or grievance processes), or from third parties’, including referees, health service providers, background check providers.

Use

Personal data of our people will be used for HR administration and management, both in respect of the selection of people to work for us (including suitability, eligibility and/or fitness to work), and those who do work for us, to include learning and development, disciplinary and security (of people, offices and data) requirements, providing and liaising with benefits providers, business management and planning (including accounting and auditing), paying you and dealing with tax and NI deductions, assessing and deciding on salary reviews and compensation, conducting performance reviews and managing performance, dealing with legal disputes involving you or others, preventing fraud, monitoring your use of our information and communications systems, ensuring compliance with our policies, and equal opportunities monitoring.

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in one or more the following circumstances:

in performance of a contract with you
compliance with a legal obligation
vital interests of the data subject
where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

We may also use your personal data in the following situations, which are likely to be less common:

where we need to protect your interests (or someone else’s interests)
where it is needed in the public interest or for official purposes.

In respect of special categories of personal data, we may process this in one or more of the following circumstances:

in limited circumstances with your explicit written consent
where we need to carry out our legal obligations and in line with our policies
where it is needed in the public interest (such as for equal opportunities monitoring or in relation to our occupational pension scheme), and in line with our policies
where it is needed to assess your working capacity on health grounds, subject to appropriate confidentiality safeguards.

Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your (or someone else’s) interests and you are not capable of giving your consent, or where you have already made the information public. We may also process such information about our people (or former people) in the course of our legitimate business activities with the appropriate safeguards.

The special categories of personal data may be used in the following ways:

in relation to leaves of absence, to comply with employment and other laws
in relation to your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work, to monitor, manage and administer benefits and absences
in relation to your race, national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.

Disclosure

Personal data may be transferred to service providers who support the operation of our business (such as payroll service providers), to other third parties reasonably necessary in the conduct of our business (including insurers, professional advisors, regulators). These third parties may be acting as processor, or controller of personal data in their own right. Personal data may also be shared with our clients in offering or in the provision of marketing services.

Retention period

We will keep personal data only for as long as is necessary to fulfil the purposes for which we collected it, including for the purposes of satisfying any legal, accounting or reporting requirements. We will normally keep personal data of applicants who we do not employ for six months after we receive it.

We will keep personal data of employees throughout your employment and normally for a minimum of six years after your employment ends.

2. Changes to your personal data

It is very important that the personal information that we hold about you is accurate and current. Please tell us if your personal information changes during your relationship with us.

3. Data security

We have put in place measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those of our people and other third parties who have a business need to know. They will only process your personal data on our instructions and where they have agreed to treat the information confidentially and to keep it secure. We have put in place procedures to deal with any suspected data security breach and will notify you and the ICO of a suspected breach where we are legally required to do so.

4. Where we store your personal data

We will not transfer personal data outside of the EEA unless personal data is adequately protected, as required by the GDPR.

5. Your rights

Under certain circumstances, you have the right by law to:

request access to your personal data. This enables you to ask to receive a copy of the personal data that we hold about you and to check that we are lawfully processing it
request correction of the personal data that we hold about you
request erasure of your personal data
object to processing of your personal data where we are relying on our legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes
request the restriction of processing of your personal data
request the transfer of your personal data to another party

6. Links from our website

Our website may, from time to time, contain links to and from the websites of third parties that we permit to make such links. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. We recommend that you check these policies before you submit any personal data to these websites.

7. Cookies

Why use cookies?

Most major web sites use cookies. Cookies cannot be used by themselves to identify you. If a website doesn’t use cookies, it will think you are a new visitor every time you move to a new page on the site – for example, when you enter your login details and move to another page it won’t recognise you and it won’t be able to keep you logged in.

Cookies may be set by the website you are visiting (‘first party cookies’) or they may be set by other websites who run content on the page you are viewing (‘third party cookies’).

We use cookies to help improve your user experience by enabling the website to ‘remember you’, either for the duration of your visit (using a ‘session cookie’) or for repeat visits (using a ‘persistent cookie’).

What is in a cookie?

A cookie is a simple text file that is stored on your computer or mobile device by a website’s server (so that the website can remember who you are) and only that server will be able to retrieve or read the contents of that cookie. Each cookie is unique to your web browser. It will contain some anonymous information such as a unique identifier and the site name and some digits and numbers. It allows a website to remember things like your preferences or what’s in your shopping basket.

How we use cookies

We use performance cookies for internal purposes to help us to provide you with a better user experience. Information supplied by cookies helps us to understand how our visitors use our website so that we can improve how we present our content to you. They also allow us to test different design ideas for particular pages.

We may also sometimes use functionality cookies e.g. Flash cookies, which are stored in your Adobe Flash Player rather than your browser. These are used by Adobe to provide features such as auto-resume, remembering the point to which you played a flash movie programme, and for saving preferences such as your volume setting.

Sharing tools

You may also see embedded ‘share’ buttons on our web pages; these enable users to easily share content with their friends through a number of popular social networks e.g. Facebook and Twitter. When you click on one of these buttons, a cookie may be set by the service you have chosen to share content through. We do not control the dissemination of these cookies.

You may prevent us from storing a cookie on your computer by setting your browser so that it will not accept Cookies. However, this may prevent us from providing the full range of facilities to you over our website.

8. Changes to our Privacy Policy

Any changes we may make to our Privacy Policy in the future will be posted on this page, so please ensure that you are viewing the correct version. This version was updated on 21 May 2018.

If you have any questions, comments or requests regarding this Privacy Policy, please contact us.