Privacy Policy

Introduction

SafeContractor Limited (“SafeContractor”) is committed to protecting your privacy. This privacy policy (“Privacy Policy”) explains how SafeContractor collects, stores, and uses your personal information when you interact with us. Crucially, it also explains how we keep that data safe.

We know that there is a lot of information here, but we want you to be fully informed about your rights and how we use your data.

Should we ask you to provide certain information by which you can be identified when using any of SafeContractor’s products, websites, software, applications, or platforms (the “Services”), then you can be assured that it will only be used in accordance with this Privacy Policy. We may change this Privacy Policy by updating this page and/or the Services.

1. When do we collect your information and what information do we collect?

You may give us your personal data by filling in online forms or by corresponding with us by post, phone, email or otherwise. We collect your information:

• When you apply for or use any of our Services.
• When you make an online purchase.
• When you create an account with us.
• When you engage with us on social media or live chat.
• When you contact us with feedback, queries or complaints, or to report a problem with our website.
• When you ask one of our partners to email you information about our Services.
• When you enter prize draws or competitions or complete any surveys we send you.
• When you comment on or review our Services.
• When you fill in any forms.
• When you permit a third party to share with us the information they hold about you.
• When we collect data from publicly available sources where the information is made public as a matter of law.
• When you apply for a job with us or have a mandate or contract with us as an independent contractor.

We will collect and process the following information about you:

• Information you give us. This may include your name, gender, address, e-mail address and phone number, financial and credit card information, personal description and photograph, marketing and communications preferences, and any further details agreed in your contract with SafeContractor or supplied to us via the provision of the Services.
• Information we collect about you. With each of your visits to our websites we will automatically collect the following information:
  • technical information, including the internet protocol (IP) address used to connect your computer to the internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system, platform, and metadata;
  • information about your visit, including the full Uniform Resource Locators (URL), to, through and from our website (including date and time), products you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page, any phone number used to call our customer services, sales and/or renewals teams, or other usage and analytical data gathered in connection with the Services.
• Information we receive from other sources.
  • This is information we receive about you from Affiliates (as defined in Section 3). This includes but is not limited to your use of Affiliates’ websites or services. In this case we will have informed you when we collected that data if we intend to share that data internally and combine it with data collected on this website. We will also have told you for what purpose we will share and combine your data.
  • We are working closely with third parties (including, for example, business partners, sub-contractors in technical, payment services, advertising networks, analytics providers, credit reference agencies) who may disclose your personal data to us.
  • Occasionally, marketing or lead-generation companies provide us data in order for us to market our Services to you. We will use reasonable endeavours to ensure that your data was collected in a GDPR-compliant manner. For more information on how this data is collected, please visit our suppliers’ (as may be listed hereunder or otherwise communicated to you) website for access to their privacy information. For example, but without limitation:
    • DataHQ – https://datahq.co.uk/legal/privacy-policy.
    • Lusha – https://www.lusha.com/legal/privacy-notice/.
    • ZoomInfo – https://www.zoominfo.com/legal/privacy-policy.
    • Market Location – https://marketlocation.co.uk/privacy-policy/.

SafeContractor’s Services are not intended for children and SafeContractor does not knowingly collect data relating to children unless instructed. If you believe we may have collected information from a child, please contact DPO@safecontractor.com so that we can delete it.

1. Use of your information

We use information held about you in the following ways:

Information you give to us. We will use this information:

• to carry out our obligations arising from any contracts entered into between us or SafeContractor and your employer or customer and to provide you with the information and Services that you request from us (this includes account management and obtaining customer feedback);
• to provide you with information about other Services we offer that are similar to those that you have already purchased or enquired about;
• to provide you with information about services we feel may interest you (including services provided by SafeContractor Affiliates, and our affinity partners and providers of member benefits)). If you are an existing customer, we will only contact you by phone call, e-mail, or SMS with information about services similar to those which were the subject of a previous sale or negotiations of a sale to you;
• to notify you about changes to our Services;
• to ensure our website content is presented in the most effective manner for you and your computer; and
• to process payments made over the telephone (both automated or in person), in person using Chip and Pin, as well as online payments and payments you have expressly agreed to us collecting from any credit or debit card we hold details of.

Information we collect about you. We will use this information:

• to administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
• to improve our website to ensure that content is presented in the most effective manner for you and for your computer;
• as part of our efforts to keep our website safe and secure;
• to aggregate, anonymize or de-identify personal information for subsequent independent use;
• to measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you;
• to make suggestions and recommendations to you; and
• to ensure the data we hold for you is complete, accurate and up to date.

Information we receive from other sources. We will combine this information with information you give to us and information we collect about you. We will use this information and the combined information for the purposes set out above.

Service-Specific Usage. If you wish to see how your personal information is used with your use of SafeContractor Services, please refer to the Services section at the bottom of this Privacy Policy.

Artificial Intelligence. SafeContractor and its Affiliates are in constant pursuit of new and innovative ways to provide you with better, more efficient Services. As such, we are rapidly adopting artificial intelligence (the technologies that empower computers, applications, and systems to learn, reason, and perform a variety of advanced tasks in a human-like manner (“AI”)) throughout our group of companies. SafeContractor:

1. utilises third party providers of AI to streamline or improve its Services; and
2. from time to time may develop its own AI or orchestrate and/or integrate AI tools into its existing Services and workflows. This includes but is not limited to configuring existing third-party AI for our own purposes.

AI will not make automated decisions about individuals without having a human-in-the-loop component. AI’s purpose is to automate manual and time consuming processes for the benefit of you and us.

1. Sharing your Information

We sometimes share your personal data with trusted third parties, including:

• Any entity that directly controls, is controlled by, or is under common control with SafeContractor (“Affiliate”) including any providers of services to an Affiliate. For further information on how our group of companies processes your data, please refer to the Veriforce group privacy policy.
• Carefully selected third parties including:
  • business partners, suppliers, and sub-contractors for the performance of any contract we enter into with you or your employer or customer;
  • technology companies who support our website and other online systems (for example, our software hosting and development partners);
  • advertisers and advertising networks that require the data to select and serve relevant adverts to you and others;
  • marketing companies who help us manage our electronic communications with you to show you products that might interest you while you are browsing the internet. See our Cookies Policy for further details;
  • analytics and search engine providers that assist us in the improvement and optimisation of our website;
  • suppliers who conduct market research, customer satisfaction and net promotor score surveys on our behalf to ensure we are delivering a good service as well as identifying ways we can improve our Services;
  • data insight companies for the purposes of research, profiling and to ensure your details are up to date and accurate;
  • debt collection agencies, for the purpose of recovering unpaid debts due under our contract with you;
  • Credit reference agencies such as Experian and CreditSafe. We may undertake a credit reference check on you via a third-party supplier and may share details of the your payment performance with such third-party supplier. This may impact your credit score if you do not make payment within the agreed payment terms set out in your contract with us.
  • professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers who provide legal, insurance and accounting Services; and
  • HMRC, regulators and other authorities acting as processors or joint controllers based in the UK who require reporting of processing activities in certain circumstances; and
  • third parties to whom we may choose to sell or merge parts of our business. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this Privacy Policy.

We may disclose your personal information to third parties for their own purposes in very specific circumstances, including:

• With a valid lawful basis we may pass your personal data to a third party for their direct marketing purposes including but not limited to SafeContractor referral partners. For example, but without limitation, we may send your contact details to third parties where you have specifically requested or instructed us to do so.
• If we decide to expand, reduce, or sell any SafeContractor company or substantially all of its assets or shares, in which case personal data regarding our customers will be transferred to the new owner, under the terms of this Privacy Policy.
• If we are under a duty to disclose or share your personal data in order to comply with any legal obligation; or to protect the rights, of any SafeContractor company, our customers, or others. This includes exchanging information with other organisations for the purposes of fraud protection and credit risk reduction.

1. How long we keep your information

Whenever we collect or process your personal data, we will only keep it for as long as is necessary for the purpose for which it was collected. At the end of that retention period, your data will either be deleted completely or anonymised (e.g., by aggregating it with other data so that it can be used in a non-identifiable way for business planning).

In certain cases, the law requires us to keep personal data for a specific period which SafeContractor must comply with. In this regard, data is retained in accordance with our data retention policy.

1. Recording Calls

We may record calls for training and quality purposes. We will not use the information that we collect from you for any purposes other than: a) for training and monitoring the quality of the information that we provide to you during the call; b) compliance with any regulation or law; or c) evidence in the event of a dispute.

Call recordings are stored securely and access to such recordings is limited to certain personnel only. Recorded calls will be saved in accordance with our data retention policy.

We use ResponseIQ to manage overflow calls which appears as a widget on some SafeContractor websites. You consent to the processing of your personal data when you submit contact information to ResponseIQ who will be the data controller of that information. Should you wish to withdraw your consent to this processing, please contact ResponseIQ as detailed here: https://responseiq.com/gdpr.

1. Your Rights

You have the right to request:

• Access to the personal data we hold about you, free of charge in most cases and in a portable, structured, machine readable format.
• The correction of your personal data when incorrect, out of date or incomplete.
• That we stop using your personal data for direct marketing (either through specific channels, or all channels).
• That we erase your personal data, under certain conditions.
• That we restrict the processing of your personal data, under certain conditions.
• The transfer of your personal data we have collected to another organisation, or directly to you, under certain conditions.

If you reside in the UK or EEA you also have the right to request:

• The review of any decision made based solely on automatic processing of your data (i.e., where no human has yet reviewed the outcome and criteria for the decision).

To ask for your information to be amended, please update your online account, or contact your account manager or our Data Protection Officer at DPO@safecontractor.com .

If we choose not to action your request, we will explain to you the reasons for our refusal.

Your right to withdraw consent

Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.

Your objection to our use of your personal information (or withdrawal of any previously given consent) could mean that we are unable to perform the actions necessary to achieve the purposes set out above (see ‘Use of your information’) or that you may not be able to make use of the Services offered by us. Please note that even after you have chosen to withdraw your consent, we may be able to continue to process your personal information to the extent required or otherwise permitted by law, in particular in connection with exercising and defending our legal rights or meeting our legal and regulatory obligations.

Where we rely on our legitimate interest

Where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must comply unless we believe we have a legitimate overriding reason to continue processing your personal data.

Direct marketing and Opt Out

In most cases, we do not undertake marketing, promotions or competitions via the software applications or platforms. This is undertaken via other means. You can ask us to stop sending you marketing messages at any time by contacting us. Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us because of a service purchase, service experience or other transactions.

You have the right to stop the use of your personal data for direct marketing activity through all channels, or selected channels. We must always comply with your request.

If you opt out of receiving marketing communications, you will still receive Service-related communications that are essential for administrative or customer service purposes for example relating to order confirmations for purchases, updates to our terms and conditions, and checking that your contact details are correct.

Checking your identity

To protect your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Policy. If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.

Partner websites

Our website may contain links to and from the websites of our partner networks, affinity scheme partners, advertisers, and affiliates. Please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. You should check these policies before you submit any personal data to these websites.

If you fail to provide personal data

If you fail to provide personal data when requested, we may not be able to perform the actions that are necessary to achieve the purposes set out above (see ‘Use of your information’) or that you may not be able to make use of the Services offered by us. In this case, we may have to cancel the Services you have with us but we will notify you if this is the case.

1. Cookies

Our website uses cookies to distinguish you from other website users. This helps us to provide you with a good browsing experience. For detailed information on the cookies we use and the purposes for which we use them, see our cookie policy.

1. Where we store your personal data

All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted using SSL technology. Where you have chosen a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

EEA/UK

In order to provide our Services, we may need to transfer your personal information to locations outside the country in which you provide it or where you are viewing this website for the purposes set out in this Privacy Policy. This may entail a transfer of your information from a location within the European Economic Area (the “EEA”) or the UK to outside the EEA/UK, or from outside the EEA to a location within the EEA/UK.  As such, your personal data may be accessible to law enforcement and national security authorities of these jurisdictions pursuant to applicable laws. Please see ‘Sharing your information’ for more detail on how the information may be shared within our group of companies and with third party service providers.

The level of information protection in countries outside the EEA/UK may be less than that offered within the EEA/UK. Where this is the case, we will implement appropriate measures to ensure that your personal information remains protected and secure in accordance with applicable data protection laws. EU and UK standard contractual clauses are in place between  SafeContractor and all of its Affiliates that share and process personal data. Please contact us using the details in the ‘How to contact us’ section below to request a copy of these clauses. Where our third-party service providers process personal data outside the EEA/UK in the course of providing Services to us, our written agreement with them will include appropriate measures, usually standard contractual clauses.

1. How to contact us & Complaints

UK & EEA

We hope this Privacy Policy has been helpful in terms of how we use your personal data and your rights in relation to such personal data. If you have any questions or wish to make a complaint, please contact our Data Protection Officer:

Email us at  DPO@safecontractor.com

Write to us at Data Protection Officer, Axys House, Heol Crochendy, Parc Nantgarw, Cardiff CF15 7TW.

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO).Service-Specific Usage

Data Types

Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity such as statistical or demographic data. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Privacy Policy.

Communications Data includes your communication preferences in receiving service communications from us.

Contact Data includes billing and operational address(es), email address and telephone numbers.

Financial Data includes bank account and payment card details.

Identity Data includes first name, last name, username or similar identifier, title, and in certain circumstances, your date of birth (this is used solely to determine whether an individual meets the legal age requirement to undertake specific types of work on behalf of a client), account or reference number.

Marketing and Communications Data includes your marketing and communication preferences in receiving marketing from us and our third parties.

Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.

Sensitive Information includes information relating to any health and safety incident occurring at your workplace, which may include information about your health or medical conditions (which requires a higher level of protection under applicable data protection law).

Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our Services.

Transaction Data includes details about payments to and from you and other details of Services you have purchased from us.

Services Data includes data provided by you necessary for the provision of the Services.

Usage Data includes information about how you use our Services.

Purposes for which we will use your personal data – all Services

Purpose/Activity	Type of data	Lawful basis for processing including basis of legitimate interest
To deliver our Services.	(a) Identity Data (b) Contact Data (c) Services Data	Performance of a contract with you or our client
To manage our relationship with you which will include: (a) Notifying you about changes to our terms or this Privacy Policy (b) Asking you to leave a review or take a survey (c) Manage payments, fees, and charges (d) Collect and recover money owed to us	(a) Identity Data (b) Contact Data (c) Marketing and Communications Data (d) Financial Data (e) Transaction Data	(a) Performance of a contract with you or our client (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our Services, to collect debts due to us)
To enable you to partake in a prize draw, competition or complete a survey	(a) Identity Data (b) Contact Data (c) Usage Data (d) Marketing and Communications Data	(a) Performance of a contract with you (b) Necessary for our legitimate interests (to study how customers use our Services, to develop them and grow our business)
To administer and protect our business and a relevant platform (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) and monitoring usage of a relevant platform and compliance with the contract we have in place with our client	(a) Identity Data (b) Contact Data (c) Technical Data	(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise) (b) Necessary to comply with a legal obligation
To deliver relevant platform content to you	(a) Identity Data (b) Contact Data (c) Usage Data (d) Marketing and Communications Data (e) Technical Data	Necessary for our legitimate interests or soft opt-in, where relevant (to study how customers use our Services, to develop them, to grow our business and to inform our marketing strategy)
To use data analytics to improve a platform, services, marketing, customer relationships and experiences	(a) Technical Data (b) Usage Data	Necessary for our legitimate interests (to define types of customers for our Services, to keep our Platform updated and relevant, to develop our business and to inform our marketing strategy)
To make suggestions and recommendations to you about goods or services that may be of interest to you	(a) Identity Data (b) Contact Data (c) Technical Data (d) Usage Data	Necessary for our legitimate interests or soft opt-in, where relevant (to develop our Services and grow our business)

SafeContractor Platform

When you use the SafeContractor and SafeSupplier platform (the SafeContractor Platform), your personal data will be processed in accordance with the information below.

Disclosures of your personal data

In addition to the disclosure of personal data in accordance with this Privacy Policy, with your use of the SafeContractor Platform we may have to share your personal data as follows:

• Safety Schemes in Procurement (SSIP) in relation to accredited SafeContractor members. This usually will be limited to business information, contact data and identity data.
• Third party anchor clients of SafeContractor who may wish to purchase services via a contractor or supplier are able to access contractor information (including in some circumstances, personal data) via the SafeContractor Platform. Levels of personal data are limited in nature, restricted, and redacted where appropriate. At present, the types of documents made available to anchor clients include:
  • risk assessments;
  • health and safety policies;
  • training records; and
  • equipment issue or maintenance records. These documents may contain employee names, job titles, and contact details (including email or postal addresses).
• Membership benefit providers. We work closely with and will sometimes share information with them about you so that they can send you information about any of their products and services you may be interested in, or any promotions they are running. SafeContractor’s current partners are set out below. If you would like more information about the ways in which they process personal data, please refer to their privacy policies.
• Checks are undertaken by SafeContractor to ensure that the documents shared do not contain extensive or unnecessary personal data in excess of the types and categories of personal data outlined above.

SafePlanet

SafePlanet allows organisations to measure their and/or their supply chain’s carbon emissions. Whenever you use SafePlanet Services, your data may be processed and stored in Planet Mark’s and its Affiliates’ platforms and systems. All documents and information submitted or uploaded to Planet Mark, its Affiliates, or their platforms and systems including any personal data contained therein shall be processed in accordance with this Privacy Policy.

Appointed Subprocessors

Purpose of Processing	Sub-Processors
Electronic Signature Service	DocuSign Inc.
Call Recordings and Tracking	Ring Central
Software Analytics	Airbrake Technologies, Inc, Walkme Ltd., Pendo
Data processing and integration	Dataddo, Zapier
Customer Relationship Management	Microsoft Dynamics 365
Online Chat	LiveChat Inc
Cloud Hosting	Amazon Web Services, Microsoft Azure
Payment Processors	Bambora Inc., Stripe, Inc., PayPal Holdings, Inc., WorldPay, Stripe, GoCardless, Global Payment Inc.
Platform Engagement	Twilio Inc. (SendGrid), Pendo, StreamYard
Email Services	Sinch Mailgun, Microsoft Office 365
Monitoring and security	Datadog
Sales Engagement Platforms	HubSpot, Inc., LinkedIn, Meta
Web Analytics	Google LLC, Pendo, Hotjar
Marketing and Email Automation	WeDoCRM
Project management and issue tracking	Atlassian Jira
Testing platform	Browserstack