Further information can be found in our Data Protection Policy, copies of which are available upon request.
We operate in accordance with all applicable laws and regulations in force.
In connection with your relationship with 3DReid, we are the “Data Controllers” in terms of the General Data Protection Regulations, and all data protection related queries should be addressed in the first instance to Calum MacDonald, Director, 3DReid.
In the course of our relationship with you, we will require to process some of your personal data. This processing could include obtaining, recording or holding the data, or carrying out any operation or set of operations on the data including organising, amending, retrieving, using, disclosing, erasing or destroying it. It may also involve transmitting or transferring personal data to third parties. The information that we process could include personal data such as your name, email address, location, date of birth etc. In certain limited circumstances, we may also collect sensitive personal data, such as information about your physical or mental health, trade union memberships, marital status, criminal convictions etc.
In processing your personal data we undertake to ensure that it is:
• Used lawfully, fairly and in a transparent way;
• Collected only for valid purposes that are clearly explained and not used in any way that is incompatible with those purposes;
• Relevant to specific purposes and limited only to those purposes;
• Accurate and kept up to date;
• Kept only as long as necessary for the specified purposes; and
• Kept securely.
The lawful basis for processing your personal data will usually be when it is necessary in order for us to fulfil our legal obligations, whether in respect of a contract with you or a prevailing law, when it is needed to assess a candidate’s suitability for employment with us, or when we are pursuing our legitimate business interests.
We may also process personal data when it is necessary to protect a data subject’s interests (or someone else’s interests) or when it is necessary in the public interest (or for official purposes). It is envisaged that these circumstances would occur very rarely.
It is envisaged that we will only require to process sensitive data in relation to our employees in order to meet our legal obligations or to pursue our legitimate business interests. We may also process special categories of data in relation to legal claims or where it is needed to protect a data subject’s interests (or someone else’s interests) and the data subject is not capable of giving consent, or where a data subject has already made the information public.
We do not use automated decision making in our business practices.
Applicants should be aware that failure to provide us with certain categories of personal data may render us unable to enter into a contract for services or employment with you.
The information we collect
We collect personal data in a number of ways, including but not limited to direct communication with you, websites, social media sites, IP address and Cookies. We may, for example, keep a record of your name, mailing address, bank details, home/work telephone number, mobile telephone number, e-mail address and interest or mail preferences.
Personal data about staff members may be collected through the application and recruitment process in the following ways:
1. directly from candidates either in response to an advertisement, or by way of a speculative application;
2. from an employment agency or background check provider;
3. from third parties including former employers; or
4. from other publicly available sources, including but not limited to websites or other social media sites.
Every time you connect to our website, we store web server logs which show your unique IP address. This identifies what you have looked at; whether the page request was successful or not; and which browser you used to view the pages. This data will only be used for statistical purposes and personalisation purposes only and helps to inform us about the usage of the site.
If we use ‘cookies’ we will not cross-match information collected with other personal information to determine who you are or your e-mail address; however if you disable ‘cookies’ in your internet browser you may not then be able to access all functions of our website.
PURPOSE AND LEGAL BASIS OF PROCESSING
The purposes of the processing of personal data will vary but will more often than not be used to understand your needs, to provide you with a better service, and to assist us with responding to your queries, improving our products and services, facilitating financial transactions to allow you to pay for our services, and maintaining our business records.
The legal basis for us collecting personal data is for us to pursue our legitimate business interests, the fulfilment of our contractual obligations to you, and to meet legal obligations encumbant upon us.
The purposes of and the legal basis of the processing of personal data from prospective, current and former members of staff are as set out in the table of staff member data which is available on request.
We may retain the personal data of unsuccessful job applicants for a period of six months for the purpose of maintaining a database of applicants who may be a suitable candidate for positions that may become available in future.
We may also periodically contact you for marketing purposes (for more on this see below):
Currently, we use third party service providers to service our payroll, pension administration, benefits provision and administration, HR and IT support.
We require these third parties to respect the security of all personal data that it processes and to treat it in accordance with the law. They are obliged to process your personal data only in accordance with our specific instructions.
In the event that a third party were to purchase or otherwise acquire all or part of 3DReid’s business, your personal details may be transferred to the acquiring party as part of the assets of the company.
Your personal data will never be sold or otherwise given to unrelated third parties for them to use in relation to offering you unrelated goods and services.
We do not envisage that your personal data will require to be transferred or accessed outside of the European Economic Area.
Marketing and Communications
We may use your personal information, in accordance with the relevant legislation in place, to inform you about forthcoming events, news and offers or send you marketing communications relating to our business which we think could be of interest to you. You will receive information in the format(s) that you have requested, e.g. by mail, by email or by telephone. We will always give you an opportunity to unsubscribe from receiving any marketing from us in each communication we send to you. You can inform us at any time if you no longer wish to receive marketing communications by using our contact form, selecting the ‘Manage my data’button or by clicking on the ‘Unsubscribe from Marketing Communications’ link in the email.
Your personal information will be disclosed only to relevant representatives and working groups working in partnership with 3DReid. In these circumstances, 3DReid remain the Data Controllers and the third parties are Data Processors who will only process your data in accordance with our specific instrutions. Only necessary information is disclosed and all reasonable steps are taken to ensure that all information is accurate, complete and up to date. We will not sell, distribute or disclose your information to third parties. However, from time to time, we may include information from a sponsor, partner or arts organisation within our own marketing communications.
We use contact forms on our website to provide users with a tool to communicate directly with us. We do not use your data for any purpose other than that which you are contacting us for. We also do not store your data on our database unless this is necessary for us in carrying out the task required, or unless you have ticked the relevant box and opted-in to receiving our marketing communications.
Third party Links / Sites
You may be able to access third party sites through links on our website. Any link to a third party site is provided for your information and convenience only. 3DReid is not responsible for and makes no representations concerning the condition of and content of, or products offered at the third party site or their commitment to Privacy Laws. Any link from 3DReid’s website does not indicate, expressly or impliedly, that 3DReid endorses the site or the products or services offered there. If you access a third party site, it is at your own risk.
Accessing and Updating Your Personal Information
Personal data that we process shall not be kept for longer than is necessary to fulfil our legitimate business interest or purpose, or to comply with a legal obligation. Should you wish to see or amend the data we hold for you, please use our contact form and select the ‘Manage my Data’ option.
We will endeavour to grant access to your personal information within 30 days. You will not normally be charged for accessing this information, however we reserve the right to charge an administrative fee where we believe your request to be unfounded, excessive or vexatious.
Security of Your Personal Information
We take reasonable steps to protect all of your personal information we hold from misuse and loss from unauthorised access, modification or disclosure. This protection applies in relation to information stored in both electronic and hard copy form. You accept the inherent security risks of providing information over the internet.
You also have the legal right to access your personal data and to have us rectify your data if it is inaccurate or incomplete.
Subject to other over-riding legal obligations upon 3DReid, you also have the right to request the deletion of your personal data, or to restrict or object to our processing of your personal data.
Where we are relying on your consent to process your data, you have the right to withdraw your consent at any time.
Should you wish to exercise any of these rights, you should contact us via the contact form and select the “Manage my Data” option or contact Calum MacDonald, Director, 3DReid in the first instance.
If you have any questions or concerns about the way in which we handle your personal information, please use the contact form on our website, selecting the ‘Manage my data’ option.
If you are not satisfied with our response, 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 issues. Their contact details can be found at www.ico.org.uk/global/contact-us