Hague Fasteners Limited Privacy Policy Notice

How we use your information

This privacy notice tells you what to expect when Hague Fasteners Limited collects personal information. It applies to information we collect about:

• visitors to our websites;
• client feedback surveys
• trade payment data
• our employees
• customers and clients
• suppliers and services providers
• advisers, consultants and other professional experts
• complainants and enquirers
• individuals captured by CCTV images
• job applicants and our former employees.

Visitors to our websites

When someone visits the Hague Fasteners Website, we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

Cookies

Important notice for users – Like most websites, this site uses Google Analytics cookies and session cookies. These are small files of data that collect information about how visitors use our site, for instance which pages visitors go to most often, and if they get error messages from web pages.

These cookies don’t collect information that identifies a visitor. All information these cookies collect is aggregated and therefore anonymous. The information is only used to improve the responsiveness of our website when you visit.

By using our website, you agree that we can place these types of cookies on your device.

For more information about cookies please read our cookies policy.

Search engine

Our website powered by WordPress. Search queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by either Hague Fasteners Limited or any third party.

E-newsletter

We use a third party provider, IHM Ltd, to deliver our e-newsletters. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. All recipients are on an opt-in basis and can Unsubscribe at any time. For more information, please see IHM’s privacy notice.

Website security and performance

The Hague Fasteners Limited uses a third party service to help maintain the security and performance of the Hague Fasteners Limited website. To deliver this service it processes the IP addresses of visitors to the Hague Fasteners Limited website.

WordPress & Website

We use a third party service, WordPress.com, to publish our websites. These sites are hosted at LCN.com Ltd. WordPress.com, is run by Automattic Inc. We use a standard WordPress service to collect anonymous information about users’ activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it. WordPress requires visitors that want to post a comment to enter a name and email address. For more information about how WordPress processes data, please see Automattic’s privacy notice.

Further Information for Users

Legal basis of processing

The Owner may process Personal Data relating to Users if one of the following applies:

• Users have given their consent for one or more specific purposes. Note: Under some legislations the Owner may be allowed to process Personal Data until the User objects to such processing (“opt-out”), without having to rely on consent or any other of the following legal bases. This, however, does not apply, whenever the processing of Personal Data is subject to European data protection law;
• provision of Data is necessary for the performance of an agreement with the User and/or for any pre-contractual obligations thereof;
• processing is necessary for compliance with a legal obligation to which the Owner is subject;
• processing is related to a task that is carried out in the public interest or in the exercise of official authority vested in the Owner;
• processing is necessary for the purposes of the legitimate interests pursued by the Owner or by a third party.

In any case, the Owner will gladly help to clarify the specific legal basis that applies to the processing, and in particular whether the provision of Personal Data is a statutory or contractual requirement, or a requirement necessary to enter into a contract.

Further information about retention time

Unless specified otherwise in this document, Personal Data shall be processed and stored for as long as required by the purpose they have been collected for and may be retained for longer due to applicable legal obligation or based on the Users’ consent.

Therefore:

• Personal Data collected for purposes related to the performance of a contract between the Owner and the User shall be retained until such contract has been fully performed.
• Personal Data collected for the purposes of the Owner’s legitimate interests shall be retained as long as needed to fulfill such purposes. Users may find specific information regarding the legitimate interests pursued by the Owner within the relevant sections of this document or by contacting the Owner.

The Owner may be allowed to retain Personal Data for a longer period whenever the User has given consent to such processing, as long as such consent is not withdrawn. Furthermore, the Owner may be obliged to retain Personal Data for a longer period whenever required to do so for the performance of a legal obligation or upon order of an authority.

Once the retention period expires, Personal Data shall be deleted. Therefore, the right of access, the right to erasure, the right to rectification and the right to data portability cannot be enforced after expiration of the retention period.

The rights of Users

Users may exercise certain rights regarding their Data processed by the Owner.

In particular, Users have the right to do the following, to the extent permitted by law:

• Withdraw their consent at any time. Users have the right to withdraw consent where they have previously given their consent to the processing of their Personal Data.
• Object to processing of their Data. Users have the right to object to the processing of their Data if the processing is carried out on a legal basis other than consent.
• Access their Data. Users have the right to learn if Data is being processed by the Owner, obtain disclosure regarding certain aspects of the processing and obtain a copy of the Data undergoing processing.
• Verify and seek rectification. Users have the right to verify the accuracy of their Data and ask for it to be updated or corrected.
• Restrict the processing of their Data. Users have the right to restrict the processing of their Data. In this case, the Owner will not process their Data for any purpose other than storing it.
• Have their Personal Data deleted or otherwise removed. Users have the right to obtain the erasure of their Data from the Owner.
• Receive their Data and have it transferred to another controller. Users have the right to receive their Data in a structured, commonly used and machine readable format and, if technically feasible, to have it transmitted to another controller without any hindrance.
• Lodge a complaint. Users have the right to bring a claim before their competent data protection authority.

Users are also entitled to learn about the legal basis for Data transfers abroad including to any international organization governed by public international law or set up by two or more countries, such as the UN, and about the security measures taken by the Owner to safeguard their Data.

Details about the right to object to processing

Where Personal Data is processed for a public interest, in the exercise of an official authority vested in the Owner or for the purposes of the legitimate interests pursued by the Owner, Users may object to such processing by providing a ground related to their particular situation to justify the objection.

Users must know that, however, should their Personal Data be processed for direct marketing purposes, they can object to that processing at any time, free of charge and without providing any justification. Where the User objects to processing for direct marketing purposes, the Personal Data will no longer be processed for such purposes. To learn whether the Owner is processing Personal Data for direct marketing purposes, Users may refer to the relevant sections of this document.

How to exercise these rights

Any requests to exercise User rights can be directed to the Owner through the contact details provided in this document. These requests can be exercised free of charge and will be answered by the Owner as early as possible and always within one month, providing Users with the information required by law. Any rectification or erasure of Personal Data or restriction of processing will be communicated by the Owner to each recipient, if any, to whom the Personal Data has been disclosed unless this proves impossible or involves disproportionate effort. At the Users’ request, the Owner will inform them about those recipients.

People who contact us via social media

If you send us a private or direct message via social media the message will be stored by the social media provider it will not be shared with any other organisations.

People who call by telephone

When you call Hague Fasteners Limited we collect Calling Line Identification (CLI) information. We use this information to help improve our efficiency and service effectiveness.

People who email us

We use Secure Sockets Layer Security (SSL) to encrypt and protect email traffic. If your email service does not support SSL, you should be aware that any emails we send or receive may not be protected in transit.

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.

People who use our LiveChat service 

We use a third party provider, Zendesk Inc., to supply our LiveChat service, which we use to handle customer enquiries in real time. If you use the LiveChat service we will collect IP address and the contents of your LiveChat session.  Your name & email address are optional and entered by the user. This information will be retained for two years and will not be shared with any other organisations.

You can request a transcript of your LiveChat session if you provide your email address at the start of your session or when prompted at the end. Please see Zendesk Inc.’s privacy notice.

People who use our Client Feedback Service 

We use a third party provider, Survey Monkey Europe UC to process and report on Client Feedback Surveys which we use to handle our Continuous Improvement and Performance Management. If you respond to our Feedback Survey Request we collect all data you freely submit along with your IP Address. This information will be retained for two years and will not be shared with any other organisations. For further information please see Survey Monkey’s Privacy Policy.

Trade Payment Data and Credit Risk

Hague Fasteners work with Creditsafe (Creditsafe Business Solutions Limited) who are authorised and regulated by the Financial Conduct Authority FCA FRN 742313 to access global company information, consumer credit data, ID verification, anti-money laundering (AML), PEP and Sanction checks all through their automated API linked to our ledgers to automate and improve our client and supplier onboarding and monitoring process.

This platform gives us deep insight into any company and its directors with company information and financial data collected from official registries globally then enhanced with a trusted Creditsafe company credit score. This also gives us access to credit and identity verification and automates credit decisions with access to consumer credit data from Equifax, TransUnion and GBG all through the Creditsafe service.

We therefore screen prospective clients and suppliers against extensive global PEP and sanction lists which helps us monitor PEPs, sanctions and negative news in real-time, and allows us to verify the ownership of business bank accounts to reduce fraud and analyse current accounts, loan and credit card information to assess affordability.

Live data from our ledgers is shared with Creditsafe which allows them to analyse payment performance and review Payment Days Beyond Terms agreed. Their system combines this with their information and then portrays a true insight on how businesses from across the globe pay their invoices and risk scores revised. Late payment of our Sales invoices may therefore affect a Clients Credit Risk Score through this platform.

By sharing our commercial trade payment data with Creditsafe we are able to formulate an accurate picture of a business’s payment performance on a company credit report, ensuring we have the most up-to-date credit information available to make informed decisions. For more information see Credit Safe Data & Privacy Policy

Job applicants, current and former Hague Fasteners Limited employees

Hague Fasteners Limited is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us by email, phone or post.

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 fulfill 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 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 fulfill 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. 

Application stage

We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.

You will also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way which can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.

Shortlisting

Our hiring managers shortlist applications for interview. They will not be provided with your name or contact details or with your equal opportunities information if you have provided it.

Assessments

We might ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by Hague Fasteners Limited.

If you are unsuccessful following assessment for the position you have applied for, we may ask if you would like your details to be retained in our talent pool for a period of six months. If you say yes, we would proactively contact you should any further suitable vacancies arise.

Conditional offer

If we make a conditional 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 a final offer. 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 qualifications – 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 will contact your referees, using the details you provide in your application, directly to obtain references
• We will also ask you to complete a questionnaire about your health. This is to establish your fitness to work.

If we make a final offer, we will also ask you for the following:

• Bank details – to process salary payments
• Emergency contact details – so we know who to contact in case you have an emergency at work

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, fitness to work, records of any security checks and references.

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the vacancy.

Information generated throughout the assessment process, for example interview notes, is retained by us for 6 months following the closure of the vacancy.

Equal opportunities information is retained for 6 months following the closure of the vacancy whether you are successful or not.

Evidence of Personal Protective Equipment and Health & Safety records, showing only your name, will be retained on secure archive so that they may be recalled if needed, in the event that a claim is brought against Hague Fasteners Limited, in relation to some latent industrial injury where our treatment or management of you during your period of employment may come under challenge.

How we make decisions about recruitment?

Final recruitment decisions are made by hiring managers and members of our recruitment 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 them.

Under the General Data Protection Regulations (GDPR), you have rights as an individual which you can exercise in relation to the information we hold about you.

Hague Fasteners Limited tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Hague Fasteners Limited’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.

CCTV Recording

Hague Fasteners CCTV system and the images produced by it are controlled by the Managing Director who is responsible for how the system is used. Hague Fasteners notifies the Information Commissioner about the CCTV system, including any modifications of use and/or its purpose (which is a legal requirement of the General Data Protection Regulations (GDPR)).

Hague Fasteners has considered the need for using CCTV and have decided it is required for the prevention and detection of crime and for protecting the safety & health of Hague Fasteners employees and visitors. It will not be used for other purposes. Hague Fasteners will conduct regular reviews of our use of CCTV and out CCTV Policy. Appropriate Signage is displayed to notify of CCTV recording. You have the right to request access to CCTV footage relating to you under the General Data Protection Regulations (GDPR), Hague Fasteners will respond to requests within 30 calendar days of receiving the written request and any fee. Hague Fasteners reserves the right to refuse access to CCTV footage where this would prejudice the legal rights of other individuals or jeopardise an on-going investigation. There will be no disclosure of recorded data to third parties other than to authorised personnel such as the Police and service providers to Hague Fasteners where these would reasonably need access to the data (e.g. investigators). Recordings will be destroyed after 14days under normal circumstances where there is no cause for incident investigation during that time. Complete details are contained in the Hague Fasteners CCTV Policy & Code of Practice.

Access to personal information

Hague Fasteners Limited tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the General Data Protection Regulations (GDPR). If we do hold information about you we will:

• give you a description of it;
• tell you why we are holding it;
• tell you who it could be disclosed to; and
• let you have a copy of the information in an intelligible form.

To make a request to Hague Fasteners Limited for any personal information we may hold you need to put the request in writing addressing it to “The Data Controller”, or writing to the address provided below.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting “The Data Controller”.

Full details of our Employee Data Policy including data retention periods and detailed rights are available from “The Data Controller”.

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 4^th February 2022.

How to contact us

If you want to request information about our privacy policy you can email us ,or write to:

The Data Controller
Hague Fasteners Limited, Monmer Close, Willenhall, West Midlands, WV13 1JR