How we use your information
This privacy notice tells you what to expect when Breathe Safety collects personal information. It applies to information we collect about:
- Visitors to our website;
- People who contact us via social media;
- People who call us;
- People who email us;
- People we train;
- People we face fit test;
- People who make a complaint to us and;
- Job applicants and our current and former employees
Visitors to our websites
When someone visits www.breathesafety.com we use 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.
We also use A1 Web Stats to identify companies that have been on our website. Similarly to Google Analytics, this doesn’t identify an individual but tracking behaviours allows us to refine and improve our website.
Our website search and decision notice search is powered by the b4b cms2 content management system. Search queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by either Breathe Safety or any third party.
Security and performance
Breathe Safety uses a third party service to help maintain the security and performance of our website. To deliver this service it processes the IP addresses of visitors to our website.
People who contact us via social media
If you send us a private or direct message via social media the message will be stored indefinitely on our SM account. It will not be shared with any other organisations.
People who call us
Calls may be recorded to verify content and may be used together with your customer records for regulatory compliance, quality control and staff training, preventing or detecting criminal activity and for complaint resolution. Calls are stored securely and with restricted access. Calls are stored for 6 months and then securely deleted.
People who email us
All inbound and outbound emails are routed through a spam filtering service that blocks 99.99% of spam and viruses in the cloud. The filtering service provides protection against spam, viruses, malware, phishing, denial of service attacks and data loss.
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 we train
At the beginning of every training course we will collect the name, place of employment, date of birth and signature of all candidates on the course. We use this to record that the individual has attended training and in order to create certificates once the training is complete.
This is stored on our Skill-I training management system for as long as the qualification lasts – usually 2-3 years. We may keep the records for longer, depending on the type of training that has been done.
People we face fit test
When face fit testing, we will record the name, date of birth and company of the person being tested on the FitPro+ software. We do this so the software allows us to start the test and to ensure that the fit testing data collected can be linked with a specific person.
We back this up to the FitPlus database so we can re-print certificates as needed and so there is a record of the fit test having been done.
None of your personal data is shared with any third party organisation.
People who make a complaint to us
When we receive a complaint from a person we make up a document containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint. We usually have to disclose the complainant’s identity to whoever the complaint is about but if a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.
We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for five years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.
Job applicants, current and former Breathe Safety employees
Breathe Safety 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 at email@example.com
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.
We might ask you to 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 Breathe Safety.
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.
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 provide your email address to the Government Recruitment Service who will contact you to complete an application for a Basic Criminal Record check via the Disclosure and Barring Service, or Access NI, which will verify your declaration of 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. This is done through a data processor (please see below).
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
- Membership of a Civil Service Pension scheme – so we can send you a questionnaire to determine whether you are eligible to re-join your previous scheme.
Johnsons Chartered Accountants
If you are employed by Breathe Safety, relevant details about you will be provided to Johnsons Chartered Accountants who provide payroll services to Breathe Safety. This will include your name, bank details, address, date of birth, National Insurance Number and salary.
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 campaign.
Information generated throughout the assessment process, for example interview notes, is retained by us for 6 months following the closure of the campaign.
Equal opportunities information is retained for 6 months following the closure of the campaign whether you are successful or not.
Vacancy Filler will provide us with management information about our recruitment campaigns. This is anonymised information which tells us about the effectiveness of campaigns, for example, from which source did we get the most candidates, equal opportunities information for monitoring purposes. This anonymised information will be retained for 6 years from the end of the campaign.
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 firstname.lastname@example.org
Under the GDPR, you have rights as an individual which you can exercise in relation to the information we hold about you.
You have the right to be forgotten. At any time you can ask us to delete all personal information we have about you.
Complaints or queries
Breathe Safety 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 conciseness and clarity in mind. It does not provide exhaustive detail of all aspects of Breathe Safety’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.
Access to personal information
Breathe Safety 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 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 Breathe Safety for any personal information we may hold, you need to put the request in writing sending it 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, writing to the address below.
Disclosure of personal information
In many circumstances we will not disclose personal data without consent. However, when we investigate a complaint, for example, we will need to share personal information with the organisation concerned and with other relevant bodies.
You can also get further information on:
- agreements we have with other organisations for sharing information;
- circumstances where we can pass on personal data without consent for example, to prevent and detect crime and to produce anonymised statistics;
- our instructions to staff on how to collect, use and delete personal data; and
- how we check that the information we hold is accurate and up to date.
Changes to this privacy notice
How to contact us
Data Protection Officer
Breathe Safety Ltd
17 Whittle Road
Ferndown Industrial Estate