1. POLICY STATEMENT
Unless the context otherwise requires all words in the singular shall include the plural and the plural shall include the singular. A reference to one gender shall include a reference to the other genders and any words following the terms including, include, in particular, for example or any similar expression shall be construed as illustrative and shall not limit the sense of the words, description, definition, phrase or term preceding those terms. A person includes a natural person, corporate or unincorporated body (whether or not having separate legal personality) and that person's personal representatives, successors and permitted assigns.
This Policy applies where Rubitek is acting as the data processor, on receipt of instructions from its Customers. These may be apprentice employers, or providers of apprenticeship training, or other organisations or individuals who engage with Rubitek for the purpose of using the Services. In such circumstances, Rubitek Customers are the Data Controller and Rubitek is the Data Processor.
If you have any questions about how Rubitek Customers process your personal information, please contact the Customer organisation or individual directly.
When Rubitek processes personal data, it does so in order to deliver the Services. Personal Data is information that relates to an identified or identifiable individual. Examples of Personal Data include, but are not limited to, contact details such as name, address, date of birth, telephone number and email address. In addition Rubitek may also process certain special category data about Users as listed below:
Information about race, ethnicity and gender
Information about health including disabilities
National Insurance details
Information about qualifications
Rubitek will ensure it treats all personal information in accordance with data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018 (DPA 2018). Data protection law states that the personal information Rubitek holds about an individual must be:
Processed lawfully, fairly and in a transparent manner
Collected for specific purposes, which Rubitek has explained to you, and will not be used in any other way which is incompatible with those purposes
Relevant to the purposes and limited to those purposes only
Accurate and kept up to date
Held only for as long as is necessary for the purposes
Processed or held in a way that ensures security
3. LEGAL BASIS FOR PROCESSING
Rubitek processes this data because it is necessary to do so in order for it to deliver the Services. The Services may include some or all of the following circumstances:
Consent: you have given Rubitek clear consent to process your personal data for a specific purpose
Contract: the processing is necessary for a contract we have with you or a Customer, or because you or a Customer have asked us to take specific steps before entering into a contract with you
Legal obligation: the processing is necessary for us to comply with the law (not including contractual obligations)
Vital interests: the processing is necessary to protect someone’s life
Legitimate interests: the processing is necessary for our legitimate interests or the legitimate interests of a third party unless your rights as the data subject override those legitimate interests
4. WHAT ELSE DOES RUBITEK DO WITH THE DATA
In addition to processing this data because it is necessary to do so in order to deliver the Services, Rubitek may be required to share this data with third parties where, for example, it is required to do so by law, by court order, or to prevent fraud or other crimes. Where it shares data, however, Rubitek shall do so in accordance with applicable data protection laws.
5. HOW LONG DOES RUBITEK KEEP THE DATA
Rubitek retains personal data for as long as it is necessary for it to deliver the Services, or for as long as it is legally required to do so.
6. YOUR RIGHTS
In certain circumstances Users have the right to:
erasure - request that personal data is erased where one of the statutory grounds applies
data portability – obtain and reuse personal data for your own purposes across different services in certain circumstances
restrict processing - request that the processing of personal data is restricted in certain circumstances
rectification - request that any inaccuracies in personal data are rectified without delay and request that any incomplete personal data is completed
access - request information about how personal data is processed and to request a copy of that personal data
If personal data is processed on the basis of consent, Users have the right to withdraw consent to the processing of personal data at any time.
7. HOW TO CONTACT US
If you have any questions about anything in this notice, or if you consider that your personal data has been misused or mishandled contact us at firstname.lastname@example.org
You can also contact the Data Protection Officer:
Data Protection Officer
Rubitek Solutions Limited
42 Coventry Road
Telephone: 0330 133 0540
You may also make a complaint to the Information Commissioner, who is an independent regulator. The Information Commissioner can be contacted at:
Information Commissioner's Office
Cheshire SK9 5AF
Telephone: 0303 123 1113