This Privacy Notice tells you what to expect when we collect, store, use, share, process and protect personal information.
Synergy Hire Limited respects individuals rights to data privacy and protection when you communicate (online or offline) with us through our websites, mobile applications, offline programs and events. This Privacy Notice tells you what to expect when we collect, store, use, share, process and protect personal information.
Synergy Hire Limited which operates the website you are visiting or service you are receiving is the Data Controller of any personal information. We may collect personal information including; customer, supplier and enquirers personal information such as name, addresses, telephone numbers and email addresses. In addition we may collect sensitive or special category data and high risk data for employment applications.
Please note we may combine personal information that we collect via one method (e.g., a website) with personal information that we collect via another method (e.g., an offline event). We do this to get a more complete view of our suppliers and consumers, which, in turn, allows us to serve you better and with more customisation.
We reserve the right to make changes to our Privacy Notice at any time. Changes will be notified our website or platform where this Privacy Notice applies or will be communicated to you, prior to the change becoming effective.
We encourage you to regularly review this Privacy Notice to make sure you are aware of any changes and how your information may be used. By using our websites, applications or by otherwise giving us your personal information you are accepting the practices described in this Privacy Notice. If you do not agree to this Privacy Notice, please do not use our websites or applications or share any of your personal information with us.
How we use your information;
What information do we collect
Visitors to our websites
For what purposes do we use your personal information?
How do we protect your data
How long do we keep your personal information?
Do we collect personal information from children?
Do we link to other third party sites?
Job applicants, current and former employees
Rights of Data Subjects
How can you contact us?
- What information do we collect?
Depending on how you interact with us (online, offline, over the phone, etc.), we may collect from you various types of information (personal and aggregate).
Personal information refers to such types of information that can be used to personally identify you, whereas aggregate information does not allow for such identification on its own.
In some instances (and unless we say otherwise below), we may combine more than one type of information (e.g. personal contact information with account and/or demographic information) and store them together in our records. In cases, where personal and aggregate information are combined, such information will always be considered as personal information. We endeavour to limit the amount of personal information we collect and store to that which is reasonably necessary to provide you with the relevant services. We generally store your personal information for as long as your account is active with us or as needed to provide you the relevant services. We may store your personal information for a longer period of time to comply with legal or regulatory obligations, resolve disputes, enforce our agreements, or for records management purposes.
Personal Contact Information
This includes any information that would allow us to personally contact you, such as your name, address, phone number or email address. We typically collect personal contact information in connection with activities, including; general website registration / online purchases, newsletter sign-up, customer service inquiries, promotions and consumer surveys. If you create an account with us, your personal contact information may be stored under your account profile.
This includes any information that you use to make a purchase, such as your credit card details (cardholder name, card number, expiration date, etc.) or other forms of payment. This also includes the billing name and address associated with your form of payment. If you create an account with us when making a purchase, your payment information may be stored under your account profile. To review or edit this information, contact us at: email@example.com
This refers to any other information that we might need to collect for a specific HCMUK form, feature, or other service that you use or request. What this information includes will vary depending on the method of collection and the specific purpose(s) for which the information is being collected.
- Visitors to our websites
When someone visits https://www.synergyhire.co.uk/ we may use third party services such as Google Analytics, Hotjar, Facebook, Twitter, LinkedIn, Google Adwords and Google Optimize to collect standard internet traffic information and visitor behaviour patterns for websites that we operate under our own domains/URLs (including how you use and navigate our websites, applications and online advertisements, including which links you click on, which pages or content you view and for how long). We do this to monitor the number of users viewing pages on our website. This type of information is processed in a way which does not identify individuals. We do not, and do not allow any of the third party services to attempt to identify individuals visiting our website. We intend to make it clear when we collect personal information and will explain the purpose for which information is collected.
We may collect Technical Computer Information including information about the technological device that you may be using to access one of our websites, applications or online advertisements. We typically collect this information through automated technologies such as cookies and/or web beacons. Examples may include your computer’s IP address, operating system type, and web browser type. For mobile device users, the collected information may also include your phone’s unique device ID, or other similar mobile device data.”
Our website search function is powered by WordPress. Search queries and/or results are logged anonymously to help us improve our website layout and effectiveness.
We use a third party provider, SendinBlue, to deliver our customer e-newsletters. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter. More information can be found in Sendinblue’s privacy notice https://www.sendinblue.com/legal/privacypolicy/
Security and performance
We use a third party service to help maintain the security and performance of our website. For more information, please see Inspired Agency’s privacy notice. To deliver this service it processes the IP addresses of visitors to our website.
People who email us through our website
We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with government. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.
Emails sent to us are monitored, 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.
- For what purposes do we use your personal information?
The following describes the purposes and features for which we might collect and use your personal information, please note that not all of the following be relevant to every consumer.
We may use your personal information to maintain your accounts with us. This typically involves the use of personal information that was originally collected to set up your account (e.g. personal contact information, payment information, account login information, demographic information, etc.).
We may collect and use your personal information to provide a service, including responses to your inquiries. This typically requires the collection and use of certain personal contact information (such as your name or email address) and information regarding the reason for your inquiry (e.g. order status, technical issue, product question/complaint, etc.). Customer service may be provided through various forms of communication, including email correspondence, telephone support, mailed correspondence. Where you provide your consent we will provide your details to our parent company to enable equipment warranties and/or use of global e-service application.
Product improvement, customisation and consumer engagement
We may collect and use your information so we can constantly improve our products, tailor them to your needs, and develop new product ideas. This may involve the collection or use of demographic information and consumer feedback. We may collect and use your personal information to encourage you to be more actively engaged with our products and services, thereby increasing overall brand engagement and awareness. Please note that you must provide consent to receive customer engagement communications.
We may collect and use your personal information to send you marketing communications, such as email communications or postal mailings. We may also show you marketing communications on websites, including social media sites where you are a member, by matching activities/information collected on our websites and online advertisements with those collected on third party sites (“Targeted Advertising”). These marketing communications will keep you up-to-date on the latest news, events, special offers, and promotions.
In some instances, such as for mobile apps, this could involve the use of your precise Geo-location, which may allow us to send you location-based offers/promotions. Please note that you must provide consent to receive marketing communications. You can opt-out from receiving marketing related communications by contacting Synergy Hire Limited by letter or by emailing firstname.lastname@example.org. Please note that even if you have not consented to receive marketing communications from us, you may still receive administrative communications from us, such as order confirmations, notifications about your account activities and other important announcements.
Website improvement and rationalisation
We may collect and use your information to improve and personalise your experience on our websites, applications and online advertisements. For example, we might remember your login ID/email address or screen name so you can quickly login the next time you visit our site or so you can easily retrieve the items you previously placed in your shopping cart. Based on this type of information, we may also show you specific Synergy Hire Limited content or promotions that are tailored to your interests. More information can be found on ‘Visitors to our websites’ section.
We may collect and use your personal information to process and ship your orders, and to inform you about your order status. This could involve the collection and use of certain personal contact information, payment information, account login information, and/or product information. Where orders are being fulfilled or provided by one of our approved third parties/business partners, we will only share the minimum amount of personal information necessary to fulfil you order.
We may collect and use your personal information in the provision of services to our customers. This could involve the collection and use of certain personal contact information, payment information, account login information, and/or product information.
Other general purposes (e.g., website security, internal research)
We may collect and use your information for other general business purposes, such as to maintain the day-to-day operation and security of our websites and applications and to conduct marketing and demographic studies. These activities mostly require the collection and use of certain demographic information, technical computer information, website usage information, and consumer feedback.
The Company records CCTV at our premises for the purpose of crime prevention, security, health and safety. Areas covered by CCTV are clearly sign posted. Images recorded encompass only company property/buildings and are not directed at any public areas or places. Images are retained on the Company servers for a minimal amount of time. After which images are disposed of in line with the Company’s Data Protection and Data Retention policy.
How Do We Protect Your Data
We take all necessary technical and organisational measures to protect the confidentiality and security of your personal information which we collect. Including; storing personal information in secure operating environments that are not available to the public and that are only accessible to authorized Synergy Hire Limited employees, service providers/agents and those with whom we have contracts; using industry-standard SSL/TLS encryption (or similar) to protect the security of certain sensitive personal information (such as credit card information, health or patient information) during transmission, and, verifying the identities in relation to subject access requests.
- How long do we keep your personal information?
We may store the personal information through the various methods described in this Privacy Notice in our databases such as our Customer Relationship database. We will only keep your personal information for as long as it is reasonably necessary taking into consideration our need to answer queries or resolve problems, provide improved and new services and comply with legal requirements under applicable law(s).
This means that we may retain your personal information for a reasonable period after you stop using our services (including our website or applications). After this period, your personal information will be removed from our systems. We remind you that you have a right to have your personal information deleted at any time.
- How can you access, modify, or make other choices regarding the use of your personal information?
The following outlines the choices you have with respect to the collection and use of your personal information by us.
You can opt out
You always have the option not to share any of your personal information with us. However, if you choose this option, you will be limited in the activities and features we can provide you.
If you choose not to submit any personal information when requested, you may not be able to participate in certain activities and personalised features which may limit the services and special offers we can provide to you. For example, if you do not wish to share with us your email address, you will not be able to receive any of our electronic newsletters and offers. If you refuse to provide your credit card number, you will not be able to purchase products from our Online Store. However, to simply browse our websites and learn more about our products, you do not need to give us any personal information.
How to opt out (Customers?)
If you do not want to receive newsletters, announcements, or other communications and/or services from a Synergy Hire Limited website or brand, please ensure you do not consent to receive those communications or services at the time of registration. If you have opted-in and, at a later time, wish to opt-out, please use the unsubscribe function contained in the e-communication or send a written request to our Head Office address or email your request to email@example.com
What if I receive an e-mail, message or another contact I am not expecting?
Unless you have provided consent for Synergy Hire Limited to contact you for reasons other than your account administration, this should never arise, however if it does please contact our Head Office or email firstname.lastname@example.org and your details will be removed from future communications which are not related to the administration of your account.
Subject Access Requests
We endeavour to open and transparent 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’. If we hold information on the data subject in question 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.
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. Where we receive a subject access request, we will attempt to ascertain the identity of the individual, which may require you to provide a i) driving licence or passport, or other official document showing your name and signature; ii) a recent bill (e.g. credit card bill, bank statement or utility bill) or insurance document showing your name and address; and iii) a stamped, addressed envelope for return of proof of authority documents.
If you are making a subject access request on behalf of someone else, we may require you to provide proof that the Data Subject has authorised you to request data on their behalf, such as, a signed letter authorising you to act on behalf of the Data Subject. Subject access requests should be made in writing to the address at the bottom of this notice.
We make every effort to ensure that the information we hold is relevant and up to date. If we do hold information about you, which is required to be updated, you can ask us to correct our data by contacting
- Do We Collect Personal Information From Children?
We believe that it is highly important to protect the privacy of children on–line and encourage parents or guardians to spend time on–line with their children to participate in and monitor their e–activities.
We do not intentionally collect personal information from children under the age of 16. If parents or guardians provide consent for the child to submit personal information, we will ask children only for the personal information necessary to participate in the program for which the child is registering and will collect such personal information in accordance with all local laws and regulations applicable to the privacy rights of children.
- Do We Link To Other Third Party Sites?
Our websites and applications may provide links to, or features from, other third party sites (such as independent e-commerce sites and third party social networks). If you elect to access third party sites or features, you do so at your own risk. We do not control and are not responsible for the content or practices of any third party site, application, or feature.
- Job Applicants
Synergy Hire Limited 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.
All of the information you provide during the application process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary. We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary. You do not have to provide information which we ask for but it might affect your application if you don’t.
We will use the personal information 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. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.
You will also be asked to provide equal opportunities information. This information is not mandatory – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our Human Resources team. Any equal opportunity information you do provide will be used only to produce and monitor statistics and will be held by us for 6 months after the date of your application, where your application has been unsuccessful.
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.
If you use our online application form, you will provide the requested information to Synergy Hire Limited. Information provided at the online application stage is not stored with any of our data processors, the information which you provide is sent by email to our Human Resources department.
We may ask you to participate in assessment days, complete tests, occupational health assessments or personality profile questionnaires and/or to attend an interview – or a combination of these. Information generated by you and by us will be held by Synergy Hire Limited. For example, you might complete a written test or we might take interview notes.
Our hiring manager / recruitment team shortlist applications for interview. They will be provided with your name and/or contact details. Information relating to your equal opportunities will not be provided to our hiring manager or recruitment team. If your application is unsuccessful, the information you provide will be held by us for 6 months unless you consent to us retaining for longer. If you say yes, we will proactively contact you should any further suitable vacancies arise.
How we make decisions about recruitment?
Final recruitment decisions are made by hiring managers, recruitment team and/or members of our Human Resources department. All of the information gathered during the application process is taken into account.
Offers of Employment
If we make an offer of employment you will be asked to attend an induction day. We are required to confirm the identity of employees, 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 i) an original official document proving your identity (of which we may take copies), ii) an original document showing proof of your qualifications, iii) details of two referees, using the details you provide we may contact referees to obtain references iv) Bank Details, to process salary payment, iv) Emergency Contact Details, so we know who to contact in case you have an emergency at work.
We provide an externally sourced Occupational Health service. If we make you a conditional offer, we may ask that you complete a questionnaire which will help to determine if you are fit to undertake the work that you have been offered, or advise us if any adjustments are needed to the work environment or systems so that you may work effectively.
The information you provide will be held by us, and if an occupational health assessment is required, this is likely to be carried out by our approved external Occupational Health Service provider. Details of their privacy notice can be obtained by contacting firstname.lastname@example.org.
Our Code of Conduct requires all staff to declare if they have any potential conflicts of interest, if they are active within a political party, or if they were previously a government official. If you complete a declaration, the information will be held on your personnel file. You may also be required to adhere to a confidentiality agreement and code of conduct which will form part of your employment.
Use of data processors
Data processors are third parties who provide services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
For example: We sometimes advertise through external recruitment companies such as Indeed.co.uk to advertise vacancies. Recruitment companies will typically collect application information and might ask you to complete a work preference questionnaire which is used to assess your suitability for the role you have applied for. More information can be found in Indeed’s privacy notice www.indeed.co.uk/legal.
- Rights of a Data Subject
The Company has put in place processes to enable data subjects to exercise their legal rights and provide information requested by a Data Subject pursuant to their rights under the GDPR without undue delay and, in any event, within one month of receipt of a request. This period may be extended by a further two months, if for example there are a number of requests made or a request is particularly complex.
As Data Subject you have the following rights under the GDPR:
– right of access to personal data and certain other information;
– a right to have any personal data which we hold, which is inaccurate rectified;
– right to have incomplete personal data completed;
In certain circumstances:
– a right to have personal data erased, including where the personal data is no longer necessary for the purposes for which it was collected or processed , or if the personal data has been unlawfully processed;
– a right for the processing of personal data to be restricted, including where a data subject contests the accuracy of the personal data held about them, or if the processing of their personal data is unlawful;
– the right to receive the personal data in a portable format that can be transmitted to another data controller without hindrance;
– the right to object to certain types of processing, profiling and processing for direct marketing purposes; and
– the right not to be subject to a decision which is based solely on automated processing and which produces a legal effect which significantly affects the Data Subject, for example, where we make a processing decision based on an individual’s age or on the postcode in which they live.
- How Can You Contact Us?
you have any questions, complaints, or comments regarding this Privacy Notice or our information collection practices, please contact us; phone 020 3978 7900, email email@example.com or mail: Synery Hire Ltd, Dunham’s Lane, Letchworth, Hertordshire, SG6 1LL.
When you call us, we collect Calling Line Identification (CLI) information. We use this information to help improve the efficiency and effectiveness of the service we provide.
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.
People who make a complaint to us
When we receive a complaint from a person we make up a file 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 and to check on the level of service we provide.
We may have to disclose the complainant’s identity to whoever the complaint is about. This includes our third party providers. In many circumstances we will not disclose personal data without consent. However when we investigate a complaint, for example, we may need to share personal information with the organisation concerned and with other relevant bodies. This is inevitable where, for example, the accuracy of a person’s record is in dispute. 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. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle. We may compile and publish statistics showing information like the number of complaints received, but not in a form which identifies anyone.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Synergy Hire Limited 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 firstname.lastname@example.org
We endeavor to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about data usage 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.
We keep our privacy notice under regular review. This privacy notice was last updated 22/05/2019