Silixa Privacy (non-employees) and Cookie Notice v1
Silixa Ltd is committed to keeping your personal data secure and using your personal information responsibly. Silixa’s business is the development, manufacture and implementation of distributed fibre optic monitoring solutions on new and existing cable installations. We acquire and process personal data in order to allow Silixa to meet its business objectives, including sales and marketing, and recruitment activities.
This privacy notice tells you what personal data Silixa collects and how we use this information. We also tell you what rights you have to access this data, to ask for its correction and to request deletion.
If you are applying for a job opportunity at Silixa there is a separate section in this privacy notice explaining how we will use and store the personal data you submit as part of the application process.
This privacy notice has been updated to meet our obligations under Regulation (EU) 2016/679 also known as the General Data Protection Regulation (GDPR). If you have any queries regarding the personal data that Silixa is holding for you then please contact firstname.lastname@example.org and you may also find advice and support by visiting the Information Commissioner’s Office (https://ico.org.uk/).
1. What We Mean By Personal Data
Personal datameans any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
This definition is taken from Article 4 of the GDPR. We explain below what personal data Silixa expects to collect and process.
There is a special class of personal data referred to as sensitive personal data. This class of data would include information such as racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership or data concerning health.
Unless you are a Silixa employee, or in certain situations where you give your specific consent, then Silixa will not collect or process sensitive personal data.
2. Who Is Responsible For Your Data?
Silixa Ltd is the Data Controller and is responsible for your data, how it is collected, stored and used. We are a company registered in England & Wales with company no. 06207412 and our registered office at Silixa House, 230 Centennial Avenue, Centennial Park, Elstree, Hertfordshire WD6 3SN. If you wish to make any enquiries regarding your personal data that Silixa has acquired and is processing, then please contact email@example.com
3. What Personal Data Do We Collect?
Silixa will collect personal data in a number of different ways.
- When you submit an enquiry via our website we will collect some or all of the following:
a. Your name
b. Your gender (through selecting preferred Title)
c. Job Title
e. Contact information; company name and address, your e-mail address and telephone numbers
- You may provide us with your personal data when we meet you at a conference, exhibition or in a business meeting or when you directly e-mail Silixa employees. This information would include:
a. Your name
b. Your gender (through selecting preferred Title)
c. Job Title
d. Contact information; company name and address, your e-mail address and telephone numbers
4. How We Use Your Data
We will only use your personal data as set out below:
- When you submit an enquiry via our website we will:
- Store your personal data in our secure customer relationship management system for up to a maximum of 12 months. Periodically we will check that you still agree to us storing your data and how and for what purpose we can contact you.
- Use your data to answer your enquiry. This may require us to share your data with our subsidiary, Silixa LLC, which is located in Houston, USA.
- When you provide Silixa employees with your personal data at an exhibition, conference or during some other meeting, we will:
- Store your personal data in our secure customer relationship management system for up to a maximum of 12 months.
- We will use your personal data to contact you regarding forth coming conferences, exhibitions and other news about Silixa.
- Periodically we will check that you still agree to us storing your data and how and for what purpose we can contact you.
Our reasons for collecting and using your personal data will be one of the following:
- Where we have obtained your consent,
- Where using the personal data you have provided is in our legitimate interests. This means where your personal data allows Silixa to operate as a business, including contacting you regarding your enquiries, sending you information about upcoming events and conferences we are involved in and contacting you regarding our products and services,
- Where we are required to comply with a legal obligation, and
- Where we are working with you to agree a contractual relationship
4a. Job Applicants
If you apply for a job opportunity at Silixa then you will be providing Silixa with certain personal data, for example your name, home contact details, your work history in the form of your CV. If you are invited for an interview then we will collect other forms of personal data, for example your passport information or any visa documentation.
Why Do We Collect This Personal Data From Job Applicants?
The information you provide will be used for the purpose of recruitment and to allow Silixa to comply with its legal obligations connected to ensuring candidates have the right to work in the UK.
How Long Will We Keep Job Applicant Personal Data For?
6 months after we have filled the position you applied for we will delete your CV. We will retain copies of our correspondence with you for 6 years, in line with our own business practices for data retention.
Please also read section 8 which explains your rights with respect to the personal data acquired and processed by Silixa.
5. When Do We Share Your Data?
- We may share your data with our US subsidiary, Silixa LLC, in order to answer your enquiry or as part of our pre-contractual discussions.
- We may share your data with third parties. This would include our customer relationship management service provider, our information technology support provider, other service providers, business partners, agents and consultants.
We will make sure that any third party we share your personal data with has adequate security measures to protect your information. When we share your personal data it will only be for the purposes and reasons described in this privacy notice.
Some of the third parties we may share your data with are based outside of the European Union. Where this is necessary we will ensure that the third party has a contractual relationship with us and that they are bound to protect your data to the standards required by the European Union and the UK Government.
6. How Long Will We Keep Your Data?
We will keep your data for as long as it is needed to fulfil the purposes we collected the data for. In some cases we will need to keep your personal data in accordance with our business record retention policies. This could mean we hold your personal data for 6 years from receipt. However we will periodically review whether this is necessary and when it is clear that retaining your personal data is no longer necessary we will destroy the data.
7. How Do We Keep Your Data Secure?
We have appropriate security measures in place to prevent personal information from being lost, stolen or misused. We will limit access to your personal information to only those who have a genuine need to know it. The third parties we share your data with, or use to process your information, will do so only in an authorised manner and will be subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. In the event of a data breach, we will follow all legal obligations with respect to notifying persons that are involved and appropriate regulators.
8. Your Rights
- Where we have acquired and processed your personal data, you have the following rights;
You have the right to see all the personal data we hold on you.
- If there are mistakes in your personal data or the data is incomplete you have the right to request that the data is corrected or completed.
- You have the right to request that your personal data is erased.
- You have the right to request the restriction of the processing of your data.
- Where you have consented to our use of your personal data, for example to allow Silixa to send you marketing updates, you also have the right to withdraw this consent and no longer to be contacted by the company.
- You can withdraw consent at any time by contacting firstname.lastname@example.org by selecting the unsubscribe link in the marketing communications you are sent.
If you wish to make a request to access your personal data then please e-mail email@example.com write to Silixa Ltd, 230 Centennial Park, Centennial Avenue, Elstree, WD6 3SN marking your letter with Data Subject Access Request.
9. Additional Information That We Collect.
When you visit our website, we also collect the below information.
- Web browser type and version
- Operating system
- A list of URLs starting with the referring site, your activity on our site and the site you exit to.
A Cookie is a small text file placed on your computer by us when you visit certain parts of our website. These Cookies allow us to identify recurring visitors and to analyse their browsing habits within our website.
- We may set and access first-party Cookies on your computer. These Cookies are integral to the services provided by our website to you.
- We also use third party analytic tools, for example Google Analytics, which may also set Cookies on your browser.
- You can choose to enable or disable Cookies in your web browser. By default, your browser will accept Cookies, however this can be altered. For further details please consult the help menu in your browser. Disabling Cookies may prevent you from using the full range of services available on our website.
- You may delete Cookies. However if you do you may lose any information that enables you to access the Site more quickly.
11. Changes to this Privacy Notice.
We may change this Privacy Notice. If we do so then we will make sure that significant changes are appropriately notified.
Version 1. 23 May 2018