Privacy Policy

Arcus Products constructs and maintains swimming pools in the Surrey and Hampshire area of England. Arcus Products operates from its Offices in Addlestone, Surrey with engineer and construction personnel attending clients’ premises for the purpose of construction and maintaining swimming pools, spas, saunas and steam rooms.

Arcus Products is committed to protecting your personal information and respecting your privacy and rights when it comes to information processing. Arcus Products is committed to maintaining compliance with current data protection legislation, any future legislation that comes into force as and when required, and to maintain transparency about how it processes personal data. Arcus Products processes the personal data of both its own employees, its clients and its business contacts and work to robust information security policies to ensure this data is kept secure and risk of data breach is reduced to a minimum.

The Privacy Notice informs you how and why Arcus Products collects your personal information, how Arcus Products processes your personal information, who has access to your personal information and details your rights as an individual to control how your personal information is processed.

By continuing to use the services Arcus Products provides you give Arcus Products permission to process your personal data for the purposes as set out within the Privacy Notice.

This Privacy Notice contains information regarding:

• Lawful Basis for Processing Your Information
• Collection of Personal Information
• How Arcus Products Uses Your Information
• Visitors to the Arcus Products Website
• Enquiries
• Communications
• People Who Use Arcus Products Services
• Recruitment, Staff Details and Security Screening
• CCTV
• Complaints
• Your Rights
• Subject Access Requests
• Changes To This Privacy Notice
• How To Contact Us
• Disclaimer
• Links To Other Websites.
• To comply with the data protection requirements of the General Data Protection Regulation (GDPR), there must be a lawful basis to collect process and store any personal data that you provide Arcus Products with. For Arcus Products as a data controller, the lawful basis under which personal data is processed includes:

The Construction and Maintenance agreement with our clients for the provision of our service. Personal information that Arcus Products collects during this process will be limited to what is necessary and processed for the purposes of fulfilling its contractual obligations.

Where the processing is necessary for the purposes of legitimate interests pursued by Arcus Products. For example, Arcus Products will periodically send out communication using your contact details that are of specific importance to the construction and maintenance of your swimming pool, spa, sauna and steam room including letters or emails regarding the installation or ongoing maintenance of your swimming pool. See the ‘Communications’ section below. (Where such interest are overridden by your interests or fundamental rights and freedom, Arcus Products will instead ask for your consent).

When you access and browse the Arcus Products website and when you correspond with Arcus Products by phone, post or email, you may give Arcus Products information about yourself. This information can include your name, postal address, email address, landline and/or mobile telephone number and information about your employment (including your job title, responsibilities and employer’s details, as well as other personal information, this may include names, address and phone numbers of key holders, tenants, managing agents etc.

This Privacy Notes applies but is not limited to, personal information that Arcus Products collects from:

• Visitors to the Arcus Products website
• Prospective clients contact Arcus Products requesting quotations
• Existing clients
• Associated third-party organisations, suppliers and subcontractors
• Complainants and other individuals in relation to a complaint or enquiry
• Job applicants and current and former employees of Arcus Products
• Visitors to the Arcus Products Office/Retail Outlet (including passers-by)
• Where Arcus Products collects personal data (for example your name, postal address or e-mail address) this information is used exclusively to Arcus Products for providing the services you have requested. Arcus will only pass your personal details to relevant third-party organization or individuals wither as a contractual requirement, with your explicit consent, or if specifically compelled to do so by law or court order or other legitimate reason.

Unfortunately, the transmission of information via the internet or via the postal service is not completely secure. Although Arcus Products does its best to protect your personal data, it cannot guarantee the security of your data transmitted to us and any transmission is at your own risk. Once Arcus Products have received your information, robust information security measures are in place to protect it and minimise the risk of unauthorized access.

Public Website Areas

You can visit the Arcus Products website without revealing who you are or giving any information about yourself, except where you voluntarily choose to give Arcus Products your personal details via e-mail or by enquiring about any Arcus Products services.

Cookie Policy

A cookie is a small file which is placed on your computer’s hard drive. The cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should excise caution and look at the privacy statement applicable to the website in question.

People who contact Arcus Products

Arcus Products may monitor any emails sent to use, 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.

You can contact Arcus Products via email, post, telephone or via the ‘contact us’ page on our website if you wish to enquire about Arcus Products services. These communications are only ever shared internally at Arcus Products, for the purpose of providing you with the information you have requested.

For general enquiries, a record of the enquiry is retained by Arcus Products until the enquiry has been dealt with and no further follow up is needed.

Arcus Products retains all information provided by its clients and its suppliers for the length of the contract or warranty life and thereafter for any amount of time as required by legislation and financial requirements.

All information provided to Arcus Products is treated as Confidential. This information is stored securely on Arcus Products internal database and is only ever used for administering and providing our services to you.

Employees and Prospective Employee’s

Applicants for positions at Arcus Products are asked to provide their personal information for the application process, including their current Curriculum Vitae and a Covering Letter, either directly or through a Recruitment Agency. The information is used solely by Arcus Products management for the purpose of assessing the applicant’s suitability for the role, leading to a possible invitation to interview.

Personal details of unsuccessful applicants are held by Arcus Products for a period of 12 months after the decision, for the legitimate interest of assessing eligibility for any other roles that may be more suitable. Arcus Products does not share this information with any other party within this time. Applicants do have the right to contact Arcus Products and withdraw their details at any time during the recruitment process, Arcus Products will then update the records accordingly.

Arcus Products requires successful application to provide proof of identity, such as a passport, or a birth certificate, to ensure the applicant is eligible to work in the UK, which is a legal requirement. Arcus Products also requires the applicant’s full name, contact details, home address, bank details, name and contact details of their next of kin. Arcus Products may also ask about medical conditions, details of which remain strictly private and confidential for the attention of the Directors and Senior Management only. An Employee’s Handbook is given to new starters and a contract of employment is given at the end of the probation period.

Arcus Products collects personal data using the employment application form, security screening form and next of kin form for the purpose of setting up the employee with a personal file and for setting up on the payroll system, the pension scheme and to facilitate the security screen background checks. Arcus Products will only share the employee’s details with the third parties providing this service to allow the service provision.

The employment forms are Arcus Products lawful basis to process employees’ personal data in order to fulfill its contractual obligations, plus any specific consent given by the employee for additional services or benefits. Information disclosed remains strictly private and confidential and under the control of the Directors and Senior Management and only accessible by them. Should an employee wish to enquire about the personal information Arcus Products holds about them, they can make a ‘subject access request’ to the Directors or Senior Management.

Successful applicants to Arcus Products are asked to provide their current passport or a birth certificate, a driving licence and a utility bill or bank statement with their current home address stated.

Once preliminary screening is successful, the applicant can then commence their employment with. The Arcus Products Manager compiles a separate file relating to their employment containing the documentation above. The information contained in this is kept in a secure location by the Arcus Products Directors and only used for purposes directly relevant to that person’s employment.

If the employment is terminated or an employee resigns, Arcus Products retains both the security screening and HR file for each individual file for 7 years before destruction. Arcus Products will inform any third parties processing the data to remove it subject to data protection requirements.

Complaints

Arcus Products occasionally receives complaints. For the purposes of securely logging any complaints it must be lodged in writing via email or letter.

Details about complaints made and the parties involved are stored securely on Arcus Products internal database. It may be necessary to share the contact details of the complainant with the parties involved or with other relevant bodies in order to progress the complaint. Arcus Products will gain authorization from the complainant before passing any Confidential information or personal data to other parties.

Arcus Products takes any complaints received about collection and use of personal data very seriously and encourages people to bring to its attention any collection or use of information they think is unfair, misleading or inappropriate.

Complaints details are retained for 7 years before destruction in case of any further proceedings.

CCTV

Arcus Products has CCTV cameras installed around the Head Office in Addlestone for the purposes of crime prevention and public safety. Arcus Products staff, visitors to the office, retail outlet or passers-by may be recorded on these cameras. The footage is stored by Arcus Products for a limited time before it is overwritten. Arcus Products may monitor the footage in the event of a security breach. Arcus Products will only ever share the footage with the local Police force in the event of a criminal investigation.

Under the General Data Protection Regulation (GDPR) and the Data Protection Act 1998 (DPA), Arcus Products recognises and respect that you have rights as an individual providing personal data

• You have the right to know exactly how your personal data will be processed by Arcus Products. Arcus Products commits to processing your data fairly, lawfully and transparently, details of which are set out in this Privacy Notice.
• You have the right to request access to the personal data that Arcus Products holds about you.
• You have the right to request changes to the data held about you if the data is incorrect or requires additional information.
• You have the right to request erasure of your data or the right to be forgotten completely, where there is no legitimate reason for your data to continue to be processed.
• You have the right to request that processing of your data is restricted so that the data remains stored but is not further processed by Arcus Products.
• You have the right to request a copy of your data in a portable format.
• You have the right to object to your data being processed if the processing is for a legitimate interest without compelling grounds, or for direct marketing.
• You may notify Arcus Products of any request to change how your personal data is processed or to update your records by email or post (please note that we cannot accept data changes via telephone).

Arcus Products retains the right to continue processing personal data if there are compelling legitimate grounds for the processing, which override the interests, rights and freedoms of the individual, or the processing is for the establishment exercise or defence of legal claims.

Please note: should you choose to erase your data or restrict how your data is processed, this will affect your ability to continue your construction/maintenance agreement with Arcus Products.

If you wish to make a free Subject Access Request to access a copy of the personal data Arcus Products stores about you, or understand how it is process and whey, please follow the instructions below:

Contact Arcus Products (email preferred).

Include details of your request – which information about you do you wish to access?

Provide sufficient evidence about yourself for Arcus Products to verify your identity. (Arcus Products may have to contact you otherwise).

Arcus Products will deal with your request without undue delay, within 30 days of the receipt of your request. Arcus Products will notify you if it is unable to provide the information within 30 days, detailing the likely timescale. If Arcus Products is unable to grant you access to your data for a specific reason you will be notified immediately. In certain circumstances, such as where a large amount of data is requested which may require extensive time or resource to gather and collate the data. Arcus Products reserves the right to charge a fee to account for this activity.

If you wish to contact Arcus Products for the further information about this Privacy Notice, you can call, email us or write to us at:

E: sales@arcusproducts.co.uk T: 0808 503 9223

This Privacy Notice does not provide exhaustive details of all aspects of Arcus Products collection and use of personal information. However, Arcus Products is happy to provide any additional information or explanation needed when requested.

Arcus Products makes every effort to ensure that the information provided on its website is accurate and current. However, it cannot guarantee this and cannot accept responsibility for any errors, omissions, misstatements or mistakes on the website. Anyone becoming aware of such matters is requested to notify Arcus Products in writing or by e-mail.

This Privacy Notice does not cover the links within this site linking to other websites, or the content of those sites. Arcus Products encourages you to read the privacy statements on the other websites you visit.

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