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Privacy Notices

Customer Privacy Notice

Introduction

We are committed to protecting the privacy of our customers and the information we hold about them. We hold information about our customers in order for us to provide our products and services, which may involve, for example:

  • Communications relating to product updates, for example core software and calculations releases, annual allowance guidance, etc.
  • Communications relating to feedback and future developments, such as our ‘Customer Ideas’ portal.
  • Communications relating to our corporate website and our Altair customer portal.
  • Invitations to training sessions, held ‘in-person’ or via the Internet.
  • Invitations to User Groups and Conferences, held ‘in-person’ or via the Internet.
  • Information about new products and services, or existing ones that our customers do not already use.
  • Opportunities to complete surveys.
  • Opportunities to enter competitions and promotions.

We take care to protect the privacy of customers and they can be assured that the information that we hold about them will be used only in accordance with this Privacy Notice.
We are committed to complying with the General Data Protection Regulation (“GDPR”) and the Data Protection Act 2018 (“DPA 2018”). This Privacy Notice sets out your rights, and the basis by which we collect, use and disclose personal data. We will always be transparent about how we process personal data.
Heywood Limited, registered at Hamilton House, Church Street, Altrincham, Cheshire, WA14 4DR, is the Data Controller for your personal information. The person with ultimate responsibility for Data Protection is Chris White, Head of InfoSec and Quality, who can be contacted via dataprotection@aquilaheywood.co.uk.

Your rights

As our customer, you are entitled to know whether we hold personal data about you and, if we do, to have access to that personal data and request that it be corrected if it is inaccurate.
You can also choose to manage any marketing communications you receive by following the opt-out instructions contained in emails that we send to you. In such cases, we will retain the minimum personal data necessary to record that you opted out, in order to avoid contacting you again.
If we hold personal information about you, and you wish us to stop using it for the purposes submitted, please contact dataprotecton@aquilaheywood.co.uk

How do we collect information?

We collect information about you in various ways:

  • Information that we ask for, and you provide to us, that is necessary for us to supply you with our software, support, and other related services.
  • When you opt to submit personal information, in order for us to send you further information or email alerts; when you request to view certain content, such as white papers, or when you register for an event, conference or webinar.
  • Information which is collected and stored during normal use of our websites and portals, such as your IP address and the pages you visited.


What information do we collect?

The information we might collect and process about you includes:

  • Your basic identification and contact details. This may include your name, company, address, telephone number, email address and other information that you provide to us.
  • Information about your computer, such as your IP address, operating system and browser type.
  • Information about your customer relationship with us. This may include information about your previous purchases of our products and services, your billing information, information about events you have attended, and feedback you have given us.
  • Details of your visits to our website and online portals, the pages you view and resources you access or download.
  • Details of the actions you take within emails we have sent you, for example, which content you click through to read on our website.
  • Information that you choose to provide by filling in a form on our website, including subscribing to bulletins and other notifications, registering for User Groups and Conferences, or requesting content such as bulletins, release documentation, white papers, etc.
  • If you contact us with an enquiry, or for information, we may keep a record of that correspondence.
  • We may invite you to complete surveys that we use for research purposes, although you do not have to respond to them.
  • We may collect personal information when we meet you face to face or when you contact us either on the telephone or in writing.

When this information relates to or identifies you, it is treated as 'personal data'.

How is the information used and why is it being collected?

We may use your personal information in the following ways:

  • We analyse browsing data to understand how you use the features and functions of our website and portals, to identify improvement so that we can provide you with a better online experience.
  • We analyse how you interact with website, portal and email content to enable us to provide you with more relevant content.
  • To respond to your requests for more information, such as bulletins and other notifications, registration for User Groups and Conferences, release documentation, white papers, etc.
  • For surveys or research questionnaires to help improve the products and services provided to you.
  • To contact you for marketing purposes where you have agreed to this.


What is the legal basis which allows us to use your information?

Legitimate Purpose

We collect and use your personal information for the legitimate business purposes of communicating with you to deal with your enquiries, fulfilling your requests for products, services and information, sending you communications which you have requested, notifying you of changes to our services, processing payment from you where applicable and monitoring behaviour on our website to improve your browsing experience, help us to improve our website and make our content more relevant.

Consent

We may also use your personal information where you give us your express consent, for example when you provide consent to receive marketing materials.
You have a right to object to us processing your personal information, and if you wish to object please contact dataprotection@aquilaheywood.co.uk.

Who will the information be shared with?

We will not share your personal information with any third party that intends to use it for direct marketing purposes, unless we have specifically informed you and you have given us specific permission to do this.
We may use third parties, such as service providers, agents or contractors to provide us with administration systems, such as those used to provide customer relationship management services, software support services, finance and billing services, software development tracking services, training programmes, event registration services, and online advertisements.
These third parties may come into contact with your personal information in the course of providing their services to us. They must provide equivalent levels of security for your personal information as Heywood and, where required, be bound by a legal agreement to keep your personal information private, secure and to process it only at our specific instruction.

Where might you transfer my information outside the UK?

Certain third-party suppliers that we use may store certain personal information in the United States, in accordance with the EU-US Privacy Shield. However, most of our systems that would store your information are based in the UK or the European Economic Area. If we need to transfer your personal data to countries outside the European Economic Area, we will ensure that such transfers are compliant with the GDPR and DPA 2018.
We will ensure that appropriate measures are in place to keep your personal data secure.

How long do you keep hold of my information?

We have a Data Retention Policy which mandates how long records, including personal data, are retained. Retention periods are determined by legislation and our business requirements. In most cases we will hold your data for up to three years after last contact, unless we have a legitimate business need or regulatory obligation which requires that we hold this data for a longer period of time.
All information will be stored securely on our systems. All personal data will be held in accordance with our Data Retention policy, which is available upon request via dataprotection@aquilaheywood.co.uk.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
Heywood is certified to ISO 27001, an independent security standard which sets a framework for establishing, operating, reviewing and improving Information Security Management. Protecting our customers’ information is vital, and achieving the high standards required for ISO 27001 reaffirms our commitment to do so.

Google Analytics

We may use Google Analytics to collect information about visitor behaviour on our website. This stores information about what pages you visit, how long you are on the site, how you got here and what you click on. This data does not contain personally identifiable information and so you cannot be identified from it.
You can choose to opt-out of Google Analytics by notifying us using the ‘Contact Us’ form on our website.

The right to complain

If you have any concerns or complaints regarding the processing of your personal data, or our compliance with the GDPR and DPA 2018, you should contact our Head of Information Security and Quality via dataprotection@aquilaheywood.co.uk.
You also have the right to lodge a complaint with the Information Commissioner’s Office. Their contact details are:

  • www.ico.org.uk
  • 0303 123 1113
  • Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.


Changes to our Privacy Notice

We may change this notice from time to time.
This Privacy Notice is effective from July 2020.

Job Applicant Privacy Notice

Introduction


Aquila Heywood 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 recruitment@aquilaheywood.co.uk.

What will we do with the information you provide?

All the information you provide during the process will be used only for the purpose of progressing your application, or to fulfil legal or regulatory requirements, if necessary.
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 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.
We will use the contact details 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 for which you have applied.

What information do we ask for and why?

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
The information we request is used to assess your suitability for employment. You need not provide the information that we request, but it might affect your application if you do not.

Application stage

If you use our online application system, this will be collected by a data processor on our behalf, as outlined in our website's Privacy Notice.
We ask you for your personal details, including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role for which you have applied. Our recruitment team will have access to all of this information.
You will also be asked to provide equal opportunities information. This is not mandatory information – if you do not provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way which can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.

Assessments

We might ask you to: complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test, or we might take interview notes. This information is held by Aquila Heywood.
If you are unsuccessful following assessment for the position for which you have applied, we may ask if you would like your details to be retained in our talent pool for a period of six months. If you say yes, we would proactively contact you, should any further suitable vacancies arise.

Conditional offer

If we make a conditional offer of employment, we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, 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 proof of your:
  • Identity – you will be asked to provide our office with original documents, and we will take copies.
  • Qualifications – you will be asked to provide our office with original documents, and we will take copies.

You will be asked to complete a criminal records declaration to declare any unspent convictions.
We will contact your referees, using the details you provide in your application, directly to obtain references.
We will also ask you to complete a questionnaire about your health. This is to establish your fitness to work. This is done through a data processor (please see below).
    If we make a final offer, we will also ask you for the following:
  • Bank details – to process salary payments
  • Emergency contact details – so we know whom to contact in case you have an emergency at work

We may ask for further information; this is outlined in our staff privacy notice, which will be sent with your contract.

Use of data processers

Data processors are third parties who provide elements of our recruitment service 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.

Use of job websites

We use job websites to advertise our vacancies. We have contracts in place with these websites, which govern our use of your data. Any applications made by you through these websites are governed by those websites' privacy notices and the terms and conditions as specified on those websites.

Website Privacy Notice

Our website

When someone visits our site, we use a third-party service, Google Analytics, to collect standard Internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is processed only in a way that does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

Social media

Our sites include social media features, such as Facebook, Google and Twitter 'Share' buttons. These features may collect your IP address, which page you are visiting on our site, and may set a cookie to enable the feature to function properly. Your interactions with these features are governed by the privacy policy of the company providing them.

Job applicants

If you use our online application system, you will provide the requested information to Indeed, who provide this online service for us. Once you click 'apply now', you will be taken to Indeed's website and they will hold the information you submit, but Aquila Heywood will have access to it.
Here is a link to Indeed's Privacy Notice

Links to other sites

Our website includes links to other websites whose privacy practices may differ from those of Aquila Heywood. If you submit personal information to any of those websites, your information is governed by their privacy statements. We encourage you to read carefully the privacy statement of any website you visit.

People who email us

If you contact us, we will store your personal information in order for us to respond to your email. We will not use these details supplied through our website for other purposes, and these will not be shared outside our organisation and subsidiaries.
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.
We will also monitor any emails sent to us, 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.

Changes to this privacy policy

We may update this Privacy Statement to reflect changes to our information practices. If we make any material changes, we will notify you by email (sent to the email address specified in your account) or by means of a notice on this website prior to the change becoming effective. We encourage you to review this page periodically for the latest information on our privacy practices.

Contact Us

Hamilton House
Church Street
ALTRINCHAM
WA14 4DR
+44 (0)161 643 4200