Privacy Policy

1. Data Protection Policy Introduction

At E-Volcano Ltd and Hsssg Services Ltd, we hold personal data about our employees, clients, suppliers, and other individuals for various business purposes. This policy outlines how we protect personal data and ensures that customers and staff understand the rules governing its use. Our policy requires staff to consult the Communications Director before starting any significant new data processing activity, such as setting up a competition or a new database with identifiable personal details. This ensures that relevant compliance steps are met.

2. Why Do We Collect Data?

Business Purposes

We use personal data for various business purposes, including but not limited to:

• Sales, personnel, administrative, financial, regulatory, payroll, service operation, and business development purposes.
• Operational reasons, such as delivering orders, recording transactions, and ensuring the confidentiality of commercially sensitive information.
• Compliance with our legal, regulatory, and customer obligations.
• Gathering information for investigations by regulatory bodies or in connection with legal proceedings or requests.
• Ensuring adherence to business policies, such as those covering email and internet use.
• Investigating complaints.
• Monitoring and managing staff access to systems and facilities, staff absences, administration, and assessments.
• Monitoring staff conduct, disciplinary matters, and checking references.
• Training and marketing our business.
• Delivering and improving services.
• Complying with health and safety requirements and ensuring safe working practices.

Personal Data

Personal data includes information relating to identifiable individuals, such as employees, job applicants, customers, suppliers, prospects, and marketing contacts. This data may include contact details, user IDs, educational background, financial and payroll details, nationality, job titles, driver’s license, passport, and CV.

Sensitive Personal Data

Sensitive personal data includes information about an individual’s racial or ethnic origin, criminal offenses, or related proceedings. We strictly control the use of sensitive personal data in accordance with this policy and do not collect or store such data from customers, prospects, or suppliers.

3. Scope

This policy applies to all employees who handle personal data. It supplements our other policies related to internet and email use and may be amended from time to time. Any new or modified policy will be circulated to staff before adoption.

Responsibility

The Operations Manager of E-Volcano Ltd and Hsssg Services Ltd is responsible for the day-to-day implementation of this policy.

4. Our Procedures

Fair and Lawful Processing

We process personal data fairly and lawfully in accordance with individuals’ rights. Generally, we do not process personal data unless the individual has consented to this happening.

Responsibilities

• Operations Manager: Keeps Directors and Senior Management updated about data protection responsibilities, risks, and issues. Reviews data protection procedures and policies regularly. Arranges data protection training and advice for staff and responds to data protection queries.
• IT Manager: Ensures systems, services, software, and equipment meet acceptable security standards and researches third-party services for data storage and processing.
• Communications Director: Coordinates with the Operations Manager to ensure all data processing activities adhere to data protection laws and approves data protection statements.

Data Security

We keep personal data secure against loss or misuse. Any third parties processing personal data on our behalf are required to adhere to specific data security arrangements.

Storing Data Securely

• Printed data is kept in secure places and shredded when no longer needed.
• Data stored on computers is protected by encryption and strong passwords.
• Backup tapes are securely locked away.
• Cloud providers used to store data must be approved by the IT Manager.
• Servers containing personal data are kept in secure locations and protected by security software and firewalls.

5. Subject Access Requests

Under the Data Protection Act 1998, individuals have the right to request access to information held about them. Such requests should be referred to the Operations Manager. Individuals can also request corrections to their data.

6. GDPR Provisions

Data Transparency

We provide accessible information to individuals about how we use their personal data. Detailed information on data collection and use can be obtained by contacting the Operations Manager.

Conditions for Processing

We ensure any use of personal data is justified using at least one of the conditions for processing and document this specifically.

Consent

Collected data is subject to active consent by the data subject, which can be revoked at any time.

Data Portability and Right to be Forgotten

Data subjects have the right to receive a copy of their data in a structured format and to request the deletion of their data under certain conditions.

Privacy by Design

Privacy by design ensures that privacy and data protection compliance are considered from the start of any project. The Communications Director oversees this process.

7. Cookies

Our website uses cookies to enhance user experience. Cookies help us monitor traffic and content, and you have the option to disable cookies in your browser settings. For more detailed guidance on cookies, visit www.hsssgservicesltd.com

8. Complaints

If you believe we have not complied with applicable data protection laws, you have the right to lodge a complaint with the local data protection authority. In the UK, the Information Commissioner’s Office can be contacted at:

• Telephone: +44 7961 404 768
• Email: info@hsssgservicesltd.com | procurement@e-volcanoltd.com
• Website: hsssgservicesltd.com
• Address: Unit 13A, 294 Cherrywood Road, B9 4UU, Birmingham

9. Your Consent

Currently, we use cookies to help us monitor traffic, our content, and function as an online store. We operate an ‘implied consent’ policy which means that we assume you are happy with this usage.