WHY IT’S NEEDED

This privacy policy applies between you, the user of this website or web application and Arcus Solutions (Holdings) Ltd, the owner and provider of this Website and/or Web Application. Arcus Solutions (Holdings) Ltd takes the privacy of your information very seriously. This privacy policy applies to our use of any and all data collected by us or provided by you in relation to your use of the website and/or web application.

Please read this privacy policy carefully.

WHAT IT APPLIES TO

This privacy policy applies only to the actions of Arcus Solutions (Holdings) Ltd and users with respect to this website and/or web application. It does not extend to any websites or web application that are not under the control of the organisation or to third-party websites such as social media platforms.

For purposes of the applicable data protection laws, Arcus Solutions (Holdings) Ltd is the ‘data controller’. This means that Arcus Solutions (Holdings) Ltd determines the purposes for which and the manner in which, your data is processed.

HOW WE ARE REGULATED

Arcus Solutions (Holdings) Ltd and its subsidiaries, Arcus FM Limited (Registration number: ZA218996), Arcus Managed Services Limited (Registration number: ZA791328) and BEMS Ltd (Registration number: ZA791481) are registered in conformance the Data Protection (charges and information) Regulations 2018 with the Information Commissioner’s Office (ICO).

DEFINITIONS AND INTERPRETATION

In this privacy policy, the following definitions are used:

In this privacy policy, unless the context requires a different interpretation:

1. The singular includes the plural and vice versa.
2. References to sub-clauses, clauses, schedules or appendices are to sub-clauses, clauses, schedules or appendices of this privacy policy.
3. A reference to a person includes firms, companies, Government entities, trusts and partnerships.
4. ‘Including’ is understood to mean ‘including without limitation’.
5. Reference to any statutory provision includes any modification or amendment of it.
6. The headings and sub-headings do not form part of this privacy policy.

POLICY DETAIL

1.1 Data collected

We may collect the following data, which includes personal data, from you:

1. Name.
2. Date of birth (for job applications only).
3. Photo (for job applications only).
4. Job title and company name.
5. Expected salary (for job applications only).
6. Contact information such as email addresses and telephone numbers.
7. Known Arcus colleagues (for job applications only).
8. Personal social media URL.
9. IP address (automatically collected).
10. Web browser type and version (automatically collected).
11. Operating system (automatically collected).
12. A list of URLs starting with a referring site, your activity on this Website, and the site you exit to (automatically collected).

In each case, in accordance with this privacy policy.

1.2 How we collect data

We collect data in the following ways:

• Data is given to us by you.
• Data is received from other sources.
• Data is collected automatically.

1.3 Data that is given to us by you

Arcus Solutions (Holdings) Ltd will collect your data in a number of ways, for example:

• When you contact us through the website, by telephone, post, e-mail or through any other means.
• When you register with us and set up an account to receive our products, services or apply for a job.
• When you elect to receive marketing communications from us.

In each case, in accordance with this privacy policy.

1.4 Data that is received from third parties

Arcus Solutions (Holdings) Ltd may receive data about you from the following groups of third parties:

(Please note this is not an exhaustive list and is subject to change)

• Social media platforms.
• Job advertisement sites.
• Educational partners.
• Current and past employees.

1.5 Data that is collected automatically

To the extent that you access the website and/or web applications, we will collect your data automatically, for example:

• We automatically collect some information about your visit to the website and/or web applications. This information helps us to make improvements to website/web application content and navigation and includes your IP address, the date, times and frequency with which you access the website and the way you use and interact with its content.
• We will collect your data automatically via cookies, in line with the cookie settings on your browser. For more information about cookies, and how we use them, see the section below, headed ‘cookies’.

1.6 Our use of data

a. Any or all of the above data may be required by us from time-to-time in order to provide you with the best possible service and experience when using our website. Specifically, data may be used by us for the following reasons:

• Internal record keeping.
• Transmission by email of marketing materials that may be of interest to you.

In each case, in accordance with this privacy policy.

b. We may use your data for the above purposes if we deem it necessary to do so for our legitimate interests. If you are not satisfied with this, you have the right to object in certain circumstances (see the section headed ‘your rights’ below).

c. For the delivery of direct marketing to you via e-mail, we’ll need your consent, whether via an opt-in or soft-opt-in.

• Soft opt-in consent is a specific type of consent which applies when you have previously engaged with us (for example, you contact us to ask us for more details about a particular product/service, and we are marketing similar products/services). Under ‘soft opt-in’ consent, we will take your consent as given unless you opt-out.
• For other types of e-marketing, we are required to obtain your explicit consent; that is, you need to take positive and affirmative action when consenting by, for example, checking a tick box that we’ll provide.
• If you are not satisfied with our approach to marketing, you have the right to withdraw consent at any time. To find out how to withdraw your consent, see the section headed ‘your rights’ below.

d. When you register with us and set up an account to receive our services, the legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

1.7 Who we share data with

We may share your data with the following groups of people for the following reasons:

• Any of our group companies or affiliates – to ensure the proper administration of our website and the job application process.
• Our employees, agents and/or professional advisors – to respond to any website queries, job information or to review job applications.
• Relevant authorities – to facilitate the detection of crime and comply with all relevant UK laws.

In each case, in accordance with this privacy policy.

1.8 Keeping data secure

a. We will use technical and organisational measures to safeguard your data, for example:

• Access to your account is controlled by a password and a username that is unique to you.
• We store your data on secure servers.

b. We are certified to Cyber Essentials. This standard helps us manage your data and keep it secure using recognised and approved technical controls.

c. Technical and organisational measures include measures to deal with any suspected data breach. If you suspect any misuse or loss or unauthorised access to your data, please let us know immediately by contacting us via this e-mail address: hrteam@arcusfm.com and state in the subject line ‘data breach’.

d. 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.

1.9 Data retention

Unless a longer retention period is required or permitted by law, we will only hold your data on our systems for the period necessary to fulfil the purposes outlined in this privacy policy or until you request that the data be deleted.

Even if we delete your data, it may persist on backup or archival media for legal, tax or regulatory purposes.

1.10 Your rights

a. You have the following rights in relation to your data:

• Right to be informed– the right to be informed about the collection and use of your personal data. This is a key transparency requirement under the GDPR and one we follow carefully.
• Right to access– the right to request (i) copies of the information we hold about you at any time, or (ii) that we modify, update or delete such information. If we provide you with access to the information, we hold about you, we will not charge you for this unless your request is ‘manifestly unfounded or excessive’. Where we are legally permitted to do so, we may refuse your request. If we refuse your request, we will tell you the reasons why.
• Right to rectification– the right to have your data rectified if it is inaccurate or incomplete.
• Right to erasure– the right to request that we delete or remove your data from our systems.
• Right to restrict processing– the right to ‘block’ us from using your data or limit the way in which we can use it.
• Right to data portability– the right to request that we move, copy or transfer your data.
• Right to object– the right to object to our use of your data including where we use it for our legitimate interests.
• Rights related to automated decision-making including profiling

b. To make enquiries exercise any of your rights set out above, or withdraw your consent to the processing of your data (where consent is our legal basis for processing your data), please contact us via this e-mail address: hrteam@arcusfm.com and state in the subject line the data right you wish to exercise.

c. If you are not satisfied with the way a complaint you make in relation to your data is handled by us, you may be able to refer your complaint to the relevant data protection authority. For the UK, this is the Information Commissioner’s Office (ICO). The ICO’s contact details can be found on their website at https://ico.org.uk/.

d. It is important that the data we hold about you is accurate and current. Please keep us informed if your data changes during the period for which we hold it.

1.11 Links to other websites

This website may, from time-to-time, provide links to other websites. We have no control over such websites and are not responsible for the content of these websites. This privacy policy does not extend to your use of such websites. You are advised to read the privacy policy or statement of other websites prior to using them.

1.12 Changes of business ownership and control

a. Arcus Solutions (Holdings) Ltd may, from time to time, expand or reduce our business and this may involve the sale and/or the transfer of control of all or part of Arcus Solutions (Holdings) Ltd. Data provided by users will, where it is relevant to any part of our business so transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this privacy policy, be permitted to use the data for the purposes for which it was originally supplied to us.

b. We may also disclose data to a prospective purchaser of our business or any part of it.

c. In the above instances, we will take steps with the aim of ensuring your privacy is protected.

1.13 Cookies

1.14 General

a. You may not transfer any of your rights under this privacy policy to any other person. We may transfer our rights under this privacy policy where we reasonably believe your rights will not be affected.

b. If any court or competent authority finds that any provision of this privacy policy (or part of any provision) is invalid, illegal or unenforceable, that provision or part-provision will, to the extent required, be deemed to be deleted, and the validity and enforceability of the other provisions of this privacy policy will not be affected.

c. Unless otherwise agreed, no delay, act or omission by a party in exercising any right or remedy will be deemed a waiver of that, or any other, right or remedy.

d. This agreement will be governed by and interpreted according to the law of England and Wales. All disputes arising under the agreement will be subject to the exclusive jurisdiction of the English and Welsh courts.

1.15 Changes to the privacy policy

Arcus Solutions (Holdings) Ltd reserves the right to change this privacy policy as we may deem necessary from time to time or as may be required by law. Any changes will be immediately posted on the website and you are deemed to have accepted the terms of the privacy policy on your first use of the website or web application following the alterations.

CONTACT US

To contact us about this policy or other general data protection information, please use the details below.

Arcus FM Limited
Data Protection Officer
Oakenshaw House
Clews Road, Redditch
Worcestershire, B98 7ST
Email: contactus@arcusfm.com