HanseUK Marine Consultants Ltd.  PRIVACY NOTICE

We process personal information for certain legitimate business purposes which include, some or all, of the following:

Where the processing enables us to enhance, modify, personalise or otherwise improve our services/communications for the benefit of the customer.

To identify and prevent fraud.

To enhance the security of our networks and information systems.

To better understand how people, interact with our social media and web sites.

To provide postal communications which we think will be of benefit and interest to you.

To determine the effectiveness of our promotional campaigns and our advertising.

Whenever we process data for these purposes we will ensure that we always keep your Personal Data rights in the highest regard and take into account all of your data protection right under any and all current UK legislation.

You have the right to object to this processing at any time. If you wish to do so, please advise via email:  info@hanseuk.co.uk Please bear in mind that if you object, this may affect our ability to carry out the tasks above which may be of benefit to you.

HANSEUK MARINE CONSULTANTS LTD

Independent Contractors

DATA PROTECTION POLICY

Privacy Notice

1. POLICY STATEMENT

  • HanseUK Marine Consultants Ltd ( “the Company” ) is committed to protecting the

privacy and security of your personal information.

  • This privacy notice describes how we collect and use personal information about you during and after your working relationship with us, in accordance with the General Data Protection Regulation (GDPR).
  • The Company is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this
  • This notice applies to employees, workers and contractors. This notice does not form part of any contract of employment or other contract to provide services. We may update and amend this policy at any
  • It is important that you read this policy, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.

2. DATA PROTECTION PRINCIPLES

We will comply with data protection law. This says that the personal information we hold about you must be:

  • Used lawfully, fairly and in a transparent way;
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;
  • Relevant to the purposes we have told you about and limited only to those purposes;
  • Accurate and kept up to date;
  • Kept only as long as necessary for the purposes we have told you about;
  • Kept

3. THE KIND OF INFORMATION WE HOLD ABOUT YOU

  • Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
  • We will collect, store, and use all or some of the following categories of personal information about you:
  • Written particulars of employment or written contract for services, including any amendment(s).
  • Personal contact details such as name, title, addresses, telephone numbers, and personal email
  • Date of
  • Marital status and
  • Next of kin and emergency contact
  • National Insurance
  • Bank account
  • Payroll records and tax status
  • Salary or rates of pay, bonus, annual leave, pension and benefits
  • Shareholdings in the
  • Invoice details and VAT
  • Location of employment or
  • Right to work documentation such as passport, visa or residence
  • Recruitment information including information included in a CV or cover letter or as part of the application process (such as qualifications, skills, experience and employment history).
  • Updated CV’s to send out to clients and potential
  • References from former
  • Employment records (including job titles, work history, working hours, training records and professional memberships).
  • Maternity records.
  • Absence records, including sickness and family
  • Performance
  • Disciplinary and grievance
  • Any reportable accident, death or injury in connection with
  • CCTV footage and other information obtained through electronic means such as swipecard
  • Information about your use of our information and communications
  • We may also collect, store and use information about your health, including any medical condition, health and sickness records – known as "special categories" of more sensitive personal information – which require a higher level of

4. HOW IS YOUR PERSONAL INFORMATION COLLECTED?

  • We collect personal information about employees, workers and contractors through the application and recruitment process, either directly from candidates or sometimes from an employment agency or background check We may sometimes collect additional information from third parties including former employers and academic referees.
  • We will collect additional personal information in the course of job-related activities throughout the period of you working for

5. HOW WE WILL USE INFORMATION ABOUT YOU

  • We will only use your personal information when the law allows us Most commonly, we will use your personal information in the following circumstances:
  • Where we need to perform the contract we have entered into with
  • Where we need to comply with a legal
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those
  • We may also use your personal information in the following situations, which are likely to be rare:
  • Where we need to protect your interests (or someone else's interests).
  • Where it is needed in the public

6. SITUATIONS IN WHICH WE WILL USE YOUR PERSONAL INFORMATION

  • We need all the categories of information in the list above (see paragraph 2 ) primarily to allow us to perform our contract with you and to enable us to comply with legal obligations. In some cases, we may use your personal information to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights do not override those interests. The situations in which we will process your personal information are set out below:

Making a decision about your recruitment or appointment

To take steps in preparation for entering into a contract with you

Determining the terms on which you work for us

To take steps in preparation for entering into a contract with you

Checking you are legally entitled to work in the UK

To comply with our legal obligations

Paying you and, if you are an employee, deducting tax and National Insurance contributions

In the performance of our contract with you

Providing the following benefits to you:

· Private medical insurance

· Interest free travel scheme

· Cycle Scheme

In the performance of our contract with you

· “A” Share Options

· Reimbursement of expenses

Liaising with your pension provider

In the performance of our contract with you

Administering the contract we have entered into with you

In the performance of our contract with you

Business management and planning, including accounting and auditing

To comply with our legal obligations

Conducting performance reviews, managing performance and determining performance requirements

In the performance of our contract with you

Making decisions about salary reviews and compensation

In the performance of our contract with you

Assessing qualifications for a particular job or task, including decisions about promotions

In the performance of our contract with you

Gathering evidence for possible grievance or disciplinary hearings

In the performance of our contract with you

Making decisions about your continued employment or engagement

In the performance of our contract with you

Making arrangements for the termination of our working relationship

In the performance of our contract with you

Education, training and development requirements

In the performance of our contract with you and, where necessary, to comply with our legal, professional and regulatory obligations

Dealing with legal disputes involving you, or other employees, workers and contractors, including accidents at work

To comply with our legal obligations

Ascertaining your fitness to work

In the performance of our contract with you

Managing sickness absence

In the performance of our contract with you

Complying with health and safety obligations

To comply with our legal obligations

To monitor your use of our information and communication systems to ensure compliance with our IT policies

We have a legitimate interest to ensure that our information and communication systems are being used properly and in the best interests of the Company

To ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution

We have a legitimate interest to ensure that our network and IT systems are secure and protected from interception

  • Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal

7. IF YOU FAIL TO PROVIDE PERSONAL INFORMATION

If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as paying you or providing a benefit), or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our workers).

8. CHANGE OF PURPOSE

  • We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do
  • Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

9. HOW WE USE PARTICULARLY SENSITIVE PERSONAL INFORMATION

  • "Special categories" of particularly sensitive personal information require higher levels of We need to have further justification for collecting, storing and using this type of personal information. We may process special categories of personal information in the following circumstances:
  • In limited circumstances, with your explicit written
  • Where we need to carry out our legal obligations or exercise rights in connection with
  • Where it is needed in the public interest, such as for equal opportunities monitoring.
  • 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 interests (or someone else's interests) and you are not capable of giving your consent, or where you have already made the information

10. OUR OBLIGATIONS AS AN EMPLOYER

We will use your particularly sensitive personal information in the following ways:

  • We will use information relating to leaves of absence, which may include sickness absence or family related leaves, to comply with employment and other
  • We will use information about 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 provide appropriate workplace adjustments, to monitor and manage sickness absence and to administer

11. DO WE NEED YOUR CONSENT?

We do not need your consent if we use special categories of your personal information in accordance with our written policy to carry out our legal obligations or exercise specific rights in the field of employment law. In limited circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of your contract with us that you agree to any request for consent from us.

12. INFORMATION ABOUT CRIMINAL CONVICTIONS

  • We may only use information relating to criminal convictions where the law allows us to do so. This will usually be where such processing is necessary to carry out our obligations and provided we do so in line with this Data Protection
  • Less commonly, we may use information relating to criminal convictions where it is necessary in relation to legal claims, where it is necessary to protect your interests (or someone else's interests) and you are not capable of giving your consent, or where you have already made the information
  • We do not envisage that we will hold information about criminal convictions, however we will notify you if this position

13. AUTOMATED DECISION-MAKING

  • Automated decision-making takes place when an electronic system uses personal information to make a decision without human
  • We do not envisage that any decisions will be taken about you using automated means, however we will notify you in writing if this position

14. DATA SHARING

We may have to share your data with third parties, including third-party service providers and other entities in the group. We require third parties to respect the security of your data and to treat it in accordance with the law.

15. WHY MIGHT YOU SHARE MY PERSONAL INFORMATION WITH THIRD PARTIES?

We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.

16. WHICH THIRD-PARTY SERVICE PROVIDERS PROCESS MY PERSONAL INFORMATION?

"Third parties" includes third-party service providers (including contractors and designated agents) and other entities within our group. The following activities are carried out by third-party service providers: payroll, pension administration, benefits provision and administration, accountancy services, legal services, management consultancy services, travel agencies and visa services..

17. HOW SECURE IS MY INFORMATION WITH THIRD-PARTY SERVICE PROVIDERS AND OTHER ENTITIES IN OUR GROUP?

All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

18. WHEN MIGHT YOU SHARE MY PERSONAL INFORMATION WITH OTHER ENTITIES IN THE GROUP?

We will share your personal information with other entities in our group as part of our regular reporting activities on company performance, in the context of a business reorganisation or group restructuring exercise, for system maintenance support and hosting of data.

19. WHAT ABOUT OTHER THIRD PARTIES?

We may share your personal information with other third parties, for example in the context of the possible sale or restructuring of the business. We may also need to share your personal information with a regulator or to otherwise comply with the law.

20. TRANSFERRING INFORMATION OUTSIDE THE EEA

  • We may transfer the personal information we collect about you to any country in the world in order to perform our contract with you. For example, we may need to send your personal information to overseas ports and hotels so that you may carry out your duties.
  • There are adequacy decisions by the European Commission in respect of the following countries: Andorra, Argentina, Canada (commercial organisations), Faroe Islands, Guernsey, Israel, Isle of Man, Jersey, New Zealand, Switzerland, Uruguay and the US (limited to the Privacy Shield framework). This means that these countries to which we may transfer your data are deemed to provide an adequate level of protection for your personal
  • In respect countries where there is no adequacy decision by the European Commission, it will be necessary in certain circumstances to send your personal information to third parties within those countries in order for you to perform your employment contract with us and conduct inspections

21. DATA SECURITY

  • We have put in place measures to protect the security of your information. These measures include:
  • Hard copy physical records are stored in secure environments and monitored by CCTV cameras;
  • Email correspondence and other Word, Excel, scanned and other computer documents are stored on on-site mail servers, an on-site NAS server and an offsite fail safe server. In order to access the on-site servers a user name and password is required. All access to the server is logged. The off site server requires two factor authentication and has other security controls. A further NAS back up system requires username and password to gain
  • All security systems are monitored and reviewed
  • Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it
  • We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of
  • We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do

22. DATA RETENTION

  • We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting
  • We retain some of your personal information during your employment or engagement with us, and for a period of seven years after your employment or engagement ends. We have a legitimate purpose of retaining personal information for this length of time for legal and taxation
  • In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to

23. RIGHTS OF ACCESS, CORRECTION, ERASURE AND RESTRICTION

  • Your duty to inform us of changes

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

23.2. Your rights in connection with personal information

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

  • Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) 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
  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing
  • Request the transfer of your personal information to another

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the Data Privacy Manager in writing.

23.3. No fee usually required

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

23.4. What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

24. RIGHT TO WITHDRAW CONSENT

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact the Data Privacy Manager. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

  • You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection

25. CHANGES TO THIS PRIVACY NOTICE

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

HanseUK Marine Consultants Ltd Data Protection Policy

Version 1.0

May 2018

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