Privacy & Cookies Policy

What This Privacy Notice Covers

This Privacy Notice tells you what to expect in relation to personal information about you which is collected, handled and processed by Pendersons Limited and covers the activities of Pendersons Limited including all trading styles of the company. The data controller is the relevant company whose services are being used (collectively referred to in this Notice as "Pendersons", "we", "our" or "us").

We are committed to doing the right thing when it comes to how we collect, use and protect your personal data. That's why we've developed this Privacy Notice which:

  • sets out the types of personal data that we collect
  • explains how and why we collect and use your personal data
  • explains when and why we will share personal data within the Pendersons companies and with other organisations; and
  • explains the rights and choices you have when it comes to your personal data

We acknowledge and agree that any personal data of yours that we handle will be processed in accordance with all applicable data protection laws in force from time to time.  On 25th May 2018, the General Data Protection Regulations (“GDPR”) came into force, which has changed the law.

Pendersons companies serve a variety of registered customers in different ways and this Notice applies to you if you use our services (referred to in this Notice as "our Services").

To Use Our Services You Could Be A:

  • Employee or Apprentice
  • Rail Contractor requiring training for your employees
  • Rail Worker attending training arranged by your employer
  • Railway Worker arranging training for yourself
  • Rail Resourcing Agency requiring to use Railway Workers sponsored by us under a sub-contract basis
  • Railway Worker sponsored by us for the purpose of sub-contracting to a Rail Provider
  • Student attending our Sector Based Work Academy
  • Business purchasing our products or services

The Information We May Collect

The information about you we may collect, hold and process is set out below:

1. Information collected and processed for employing you or finding you a suitable role is as follows:

Your name

Your address

Date of birth

Proof of Identification

Passport & proof of right to work, including any visa

Your email address

Your telephone number

National Insurance Number & Limited Company details if applicable

Nationality

Emergency contact details

Health Declaration

CV/work history including referees

Job preferences including role, geographical areas and salary

Any other work related information you provide, for example, education or training certificates, NR competence logbook

Your Sentinel Card or CSCS number if applicable

Outcome of criminal record checks and security clearance for certain roles

Financial information (including but not limited to bank details, payroll details and terms, HMRC data, pension scheme details, court orders and statutory payments)

A log of our communications with you by email and telephone

2. Information collected and processed for the purpose of delivering a training course:

Company Name

Your name

Your address

Date of birth

Proof of Identification

Passport if not UK resident

Your email address

Your telephone number

National Insurance Number

Ethnic Group for the purpose of the Equality & Diversity policy

Any learning difficulties or disability for the purpose of the Equality & Diversity policy

Emergency contact details

Any medication which could affect your performance

Your Sentinel Card number

Any other work related information you provide, for example, training certificates, NR competence logbook

A log of our communications with you by email and telephone

3. Information collected and processed for the purpose of supplying products or services

Company Name

Your name

Your address

Your email address

Your telephone number

How We Use the Information

This information will have been provided, or will be provided, by you or a third party who we work with, such as your employer or another employment or government agency.  In the case of references, these may be from your previous employer. Medical information may be supplied by a third party such as your GP, Consultant or Medical Centre.  The outcome of criminal record checks and security clearance checks, where relevant, will be supplied by the Disclosure and Barring Service or other external company applicable to the placement.

The above information is used to provide our services to you in our capacity as:

1.   A training provider - to comply with Governing Body regulations

2.   An employer - to find you suitable work whether on a temporary or permanent basis based on your requirements.

3.   A supplier – to supply you with goods purchased

The information under 1 above may be used as follows:

To establish you hold the necessary pre-requisites for courses

To confirm identification and to record new competences.

To send our invoices to obtain payment

To keep you informed of available opportunities as they arise

To keep you informed of the services offered by us

The information under 2 above may be used as follows:

To employee you directly working at Pendersons Limited

To match your skill sets with job vacancies & to assist in finding you the positions that most suit you

To put forward your details to our clients for you to be considered for vacancies

To place you with our clients

To keep you informed of available opportunities as they arise

To keep you informed of the services offered by us

To establish that you have the right to work

To undertake relevant security and criminal record checks as required by our clients and prospective employers and as permitted by law

To deal with any medical and health and safety issues relating to certain positions

To put in place contractual arrangements and documentation once a role has been secured

To pay you if placed

The information under 3 above may be used as follows:

To arrange delivery of purchased items or services

To put in place contractual arrangements and documentation regarding supply & payment

To obtain payment

How We Hold the Information

All the personal data we have is stored on our database and portfolios held in secure storage in the UK.

Disclosure of Your Information

Your CV and/or job related information may be shared or sent to our clients.  Once you have secured a placement additional information may be provided to them to enable the placement to proceed. Such employers and clients will usually be located inside the European Economic Area (EEA) but may be outside of the EEA.  Personal data shall not be transferred to a country or territory outside the EEA unless that country or territory ensures an adequate level of protection or the appropriate safeguards are in place for your rights and freedoms.  Before such a transfer takes place outside of the EEA, we will provide you with further information concerning this.

Other trusted third parties that we may share your data with are as follows: HM Revenue and Customs, pension scheme providers, legal advisors and other companies for the purpose of undertaking pre engagement or pre-training checks or for paying you.

What is the Legal Basis for Processing the Information?

We will rely on your consent to process the information which is collected at the outset & during the training, employment or supply.  Information and documentation to establish your right to work is processed by us as we are legally obliged to do so.

In respect of medical information, the basis for us processing this will depend on the circumstances, but will usually be for one of the following reasons: it is necessary to protect health and safety or to prevent discrimination on the grounds of disability or where consent has been obtained, if required.

Information in relation to criminal record checks, which are relevant for some roles, will be processed on the basis that it is necessary for us to comply with the law or consent will be obtained, if required.

Once a position has been found for you, we will process your personal data, including financial information, for the purpose of you entering into a contract to fulfil your role and to enable us to pay you, depending on the specific contractual arrangements and circumstances.

For the purposes of paying you, where relevant, we are legally obliged to provide information to HMRC.

Once a placement has been secured, we may also process your data on the basis of our legitimate interests i.e. for administrative purposes.  Once a training course has been delivered,  we may also process your data on the basis of our legitimate interests i.e. for administrative purposes.

Your Rights

You currently have the right at any time to ask for a copy of the information about you that we hold.  We will not charge an administration fee for this service.  If you would like to make a request for information please email our Compliance Manager at j.moult@pendersons.com

In addition to this right of access, you will also have the following rights: erasure, restriction of processing, objection and data portability.  We will update you further in connection with these rights when they come into force.

Retention of Your Data

Your data will be retained for no longer than is necessary and in accordance with our Data Retention Policy.

Withdrawal of Consent

If you have provided us with your consent to process your data, for the purpose of using our services and us finding you suitable work, you have the right to withdraw this at any time.  In order to do so you should contact us by emailing j.moult@pendersons.com

Concerns

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to Information Commissioners Office at https://ico.org.uk/concerns/

Contact

Please address any questions, comments and requests regarding our data processing practices Joanne Moult, Contracts & Compliance Manager – j.moult@pendersons.com

 

COOKIES POLICY

Pendersons Limited use cookies to improve the user experience on our website. We do not pass on or in any way collect personal information about you as an individual user.

Cookies are placed onto your machine by every website you visit and most of those websites, including ours, may not function correctly without them. However if you would like to disable cookies, you can read how to do so in your browser on AboutCookies.org.

On our website, we use the following cookies:

First Party Cookies

These cookies are created by pendersons.com to enable the functionality of various aspects of our website

Cookie Name                                           Function

Random numbers and letters                      PHP session cookie which identifies a specific user's session. This will expire when you leave the website.

Third Party Cookies

Third party cookies are created by companies to provide various services which we use to enhance our site. See below for details:

Cookie Name          Source                       Function

_ga

_gid                         Google Analytics        _ga & _gid are used to distinguish users

_gat                        Google Analytics         _gat is used to limit the collection of analytics data on high traffic sites

For further information, please read Google's overview of privacy and safeguarding data

 

 

Changes to the Privacy Notice

This Privacy Notice may be changed by us at any time.  This Privacy Notice will be updated in due course to comply with the further requirements under the GDPR which came into force on 25th May 2018.

These cookies are part of Google Analytics and allow us to measure information about how visitors use our site. This includes identifying each unique user to our site and details of each page visited. _gat is used to limit the collection of analytics data on high traffic sites.