Privacy Policy




Who We Are

adam HTT Limited t/a adam is a limited liability company registered in England and Wales with registered number 7718565 and its registered office at 249 Midsummer Boulevard, Milton Keynes, MK9 1EA, United Kingdom. When we refer to “we”, “us”, “our” or “adam” we are referring to adam HTT Limited.

Statement of Privacy and Acceptance of The Privacy Policy

adam is committed to safeguarding and preserving your privacy when you visit our websites and applications (including, www.useadam.co.uk, www.sproc.net, demand.sproc.net etc. – collectively the “Applications”) and provide us or one of our customers or accredited suppliers with information or communicate electronically with us.

Our data protection policies articulate our privacy commitments to our customers, accredited suppliers and service users and these are updated in line with legislative and regulatory requirements.

This Privacy Policy governs the collection and usage by us of your personal information (this means any information which personally identifies you e.g. your email address, name etc)(your “Personal Data”). By continuing to use our Applications, you consent to the data practices as described in this Privacy Policy.


Data Protection Officer

Our Data Protection Officer can be reached at data.protection@useadam.co.uk


Changes to this privacy policy

This policy was last updated on 20th April 2018.

Please note that from time to time we may update this Policy. Any amendments will be published to this page so please do return and review this Policy regularly. If the changes are significant, we may provide a more prominent notice or get your consent, as required by law.

If we plan to use personal data for a new purpose, we will update our privacy policy and communicate the changes to individuals before starting any new processing.


How we use your information
This privacy policy tells you what to expect when adam collects personal information. It applies to information we collect about:
  • Visitors to our website
  • People who call our helpline
  • People who email us
  • People who use our services, i.e. our Customers and our Accredited Suppliers
  • Job applicants, current and former employees

Visitors to our website

The information which we collect and store during normal use of our website www.useadam.co.uk

If we do want to collect personally identifiable information through our website, we will be up front about this.


Log data

When you visit our Applications, our servers automatically record information (“log data”), including information that your browser sends whenever you visit a website. This log data may include your Internet Protocol address, the data and time or your request, and cookie data. We retain copies of the general web server logs for 120 days on our secure servers.


Cookies

Cookies are small text files that are stored on your web browser in order to enable your complete usage of the Applications. They temporarily create a unique user number to track your usage for each session and to make sure that the Applications work for you at your appropriate administration levels. The Applications will store the minimal number of cookies required per session and only those that are essential for your operation of the Applications.


You have the ability to accept or decline cookies through your browser settings. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. If you choose to decline cookies, you may find some parts of our websites and applications are not available.


The table below explains the cookies we use and why.


Cookie Expires Purpose
_ga 2 Years This cookie is a google analytics cookie which allows for accurate data on website activity such as page usage, load times, page activities and more.
_gid 24 Hours This cookie is a google analytics cookie which allows for accurate data on website activity such as page usage, load times, page activities and more.
_gat 1 Minute This cookie is a google analytics cookie which allows for accurate data on website activity such as page usage, load times, page activities and more.

How do I change my cookie settings?

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.


To opt out of being tracked by Google Analytics across all websites visit tools.google.com/dlpage/gaoptout


Using our Contact Form

If you provide your details through the Contact Form on our website, the information you provide will be sent via email to enquiries@useadam.co.uk


Our enquiries team shall process your information to respond to your enquiry.


A back-up copy of the completed contact form shall be retained on our secure servers indefinitely for audit and quality purposes, unless we receive a request for deletion.


People who call our helpline

We use a third party provider, Elite Telecom to supply the infrastructure for our support helpline. Elite Telecoms is under contract with adam to provide this service.

If you call our support helpline we will collect your calling line identification and a recording of your call. During your call we may collect your name and email address to enable us to assist you with your enquiry. This information is utilised for aggregate management information and to monitor the quality of our support services. This information shall be retained on secure servers for the duration of our contract with Elite Telecom.

Here is a link to Elite Telecom’s general Privacy Policy: http://www.elitetelecoms.com/privacy-policy


People who email us

We 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.

We retain email back-ups on our secure servers indefinitely for business purposes and audit.


People who use our services

Our Customers and Accredited Suppliers utilise our SProc.Net product, which has its own Privacy Policy.


Job applicants, current and former employees

adam is the data controller for the information you provide during the recruitment process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at careers@useadam.co.uk


What will we do with the information you provide to us?

All of the information you provide during the process will only be used 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 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.

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 you have applied for.


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 ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.


Offer

If we make an 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 becoming an employee of adam. 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 attend our office with original documents, we will take copies.
  • Proof of your highest qualification certificate – you will be asked to attend our office with original documents, we will take copies.
  • You will be asked to complete a criminal records declaration to declare any unspent convictions.
  • We, or our recruiters, will contact your referees, using the details you provide in your application, directly to obtain references

On arrival we will:

• ask you for the following:

  • Bank details – to process salary payments
  • P45/P46 – to set you up with payroll
  • National insurance number – for payroll processing
  • Personal contact details, i.e. phone number, email address & postal address – to contact you
  • Emergency contact details – so we know who to contact in case you have an emergency at work

• provide your email address to CBS Screening Services who will contact you to complete an application for a Basic Criminal Record check via the Disclosure and Barring Service.


Our Accredited Suppliers & Prospective Suppliers
Collection of Personal Data
We collect:
  • Information that you provide by filling in forms within the Applications, such as information provided by you or which you provide on behalf of a service user.
  • Information provided to us when you communicate with us directly for any reason
  • Information about your use of our services
  • Details of your visits to Applications and the resources that you access, including, but not limited to, traffic data, location data, and other communication data for example the web browser you use when accessing our Applications

Use of data processors

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.

People HR

If you accept a final offer from us, some of your personnel records will be held on People HR which is an internally used HR records system

Here is a link to their Privacy Notice: www.peoplehr.com/privacy.html

  • Personal data – e.g. name, email address, address, post code
  • Sensitive personal data – e.g. care plans, gender, health records

Recruiters

We sometimes engage recruitment agencies to assist us with our recruitment. Any recruitment agencies engaged will be data controllers in regard to your personal data and we therefore advise that you check their Privacy Policies prior to sharing your personal data with them.

CBS Screening Services

If you are successful, we will submit you for a Basic Criminal Record check via the Disclosure and Barring Service. This will be undertaken by CBS Screening. Your consent will be requested before screening checks are performed.

Here is a link to their Privacy Policy: https://www.cbscreening.co.uk/privacy-policy/ www.cbscreening.co.uk/privacy-policy/


How long is the information retained for?


If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your criminal records declaration, records of any security checks and references. We will erase emergency contact details and bank details within three (3) months of your last day at adam.
If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for up to six (6) months from the closure of the campaign.
Information generated throughout the assessment process, for example interview notes, is retained by us for up to six (6) months following the closure of the campaign.

How we make decisions about recruitment?


Final recruitment decisions are made by hiring managers and members of our Senior Management Team. All of the information gathered during the application process is taken into account.
You are able to ask about decisions made about your application by speaking to your contact within our recruitment team or by emailing careers@useadam.co.uk

Keeping your data secure


Sending information over the internet is generally not completely secure, and therefore we can’t guarantee the security of your data while it’s in transit. Transmission of such data is therefore entirely at your own risk. We have procedures and security features in place to keep your data secure once we receive it.
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.
Where we have given you (or where you have chosen) a password so that you can access certain parts of our Applications, you are responsible for keeping this password confidential. You should not at any time share your username or password with third parties to allow them to access Applications. If you become aware of any unauthorised use of the Applications you should contact us immediately in order that we may take the appropriate steps. You should only use your own password and login details to access the Applications and should not share those login details and passwords with any third parties or allow any third parties to access your own device when logged in.
Data that is provided to us is stored on our secure servers. Details relating to any transactions entered into on our Applications will be encrypted to ensure its safety.

Marketing


adam may use your data to inform you of other products or services available from adam where you have consented to receive such communications.
adam may also contact you via surveys to conduct research about your experience and opinion of the current services or of potential new services that may be offered.
You may opt out from receiving future promotional emails and surveys from adam by following the specific instructions in the email you receive. These instructions explain how to stop receiving such emails.

Transfers outside UK


adam does not operate outside of England and Wales currently.

Your rights


Under the GDPR 2016, you have the following rights in regard to the personal data we hold about you:
  • Right to access

    You have the right to request details of the personal data we hold about you.

  • Right to rectification

    You have the right to request rectification of your personal data.

  • Right to be forgotten

    You have the right to request the erasure of your personal data.

  • Right to restrict processing

    You have the right to request the restriction or suppression of processing of your personal data.

  • Right to data portability

    You have the right to request a copy of your personal data in a commonly used and machine readable form.

  • Right to object

    You have the right to object to the use of your personal data for direct marketing.

  • Right to lodge a complaint with supervisory authority

    You also have the right to lodge a complaint with your data protection supervisory authority. If you are based in the UK, this is the Information Commissioner’s Office.

Exercising your rights


Should you wish to exercise your above rights, please contact our Data Protection Officer with details of your request via email to data.protection@useadam.co.uk
We may ask you to verify your identity using reasonable means, i.e. requesting you provide a proof of identity document. If we have asked you to verify your identity, we will proceed with your request upon completion of verifying your identity.
We will respond to your request within one (1) calendar month from the day we receive your request.
If we need to extend our response period to fulfil your request we will inform you within one month of the receipt of the request and explain why the extension is necessary. We will only extend the period by a further two months.
We shall respond to your request free of charge unless your request is found to be manifestly unfounded or excessive in which case we will charge you a reasonable fee. This fee will be to cover the administrative costs of complying your request only. If we have advised that a reasonable fee is chargeable, we will not proceed with your request until we have received the fee.

Refusing to respond

If we refuse to respond to a request because it is manifestly unfounded, excessive or we have an exemption, we will write to you and explain our decision.
If you disagree with our decision you also have the right to lodge a complaint with your data protection supervisory authority. If you are based in the UK, this is the Information Commissioner’s Office. You have the right to seek a judicial remedy.

Certifications & Accreditations
We are committed to ensuring that your information is secure We have stringent physical. Electronic and managerial procedures to safeguard and secure your data.
We are ISO 27001 Accredited. The scope covers how we manage information security in providing commissioning tools for procurement of complex services in the public sector.
adam HTT Limited is registered with the Information Commissioner’s Office (ICO) under registration number: ZA104405

Penetration Testing
We commission regular independent penetration testing of our infrastructure to ensure that we keep our Applications free from vulnerabilities.

How to contact us
We welcome any queries, comments or requests you may have regarding this Privacy Policy.
Please do not hesitate to contact us by emailing us at enquiries@useadam.co.uk or in writing to 249 Midsummer Boulevard, Central Milton Keynes, MK9 1EA.
For all data protection queries should be referred to our Data Protection Officer at data.protection@useadam.co.uk