Privacy Policy

This privacy policy sets out how Hudson Contract Ltd and associated companies collect and process your data, and protect any information that you give to us or is collected when you visit our website.

It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.

Hudson Contract Ltd may change this policy, as the privacy policy is kept under regular review. You should check this page from time to time to ensure that you are happy with any changes. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Who we are?

Hudson Contract Ltd (‘we’, ‘us’ or ‘our’), which includes Hudson CIS (GB) Ltd, Hudson CIS (Guernsey) Ltd, Hudson Administration Services Ltd, Hudson Blue Ltd and Hudson Freelance Ltd, is the UK’s largest workplace audit and CIS contract provider. We are registered in England & Wales and our registration number is 10046708 at 1 Mill Lane, Bridlington, YO16 7AP.

Compliance is key to our business and so we take your privacy very seriously and when we do collect data, we do so under the UK General Data Protection Regulations and the Data Protection Act 2018, as a data controller.

We have appointed a data privacy manager (DPM) who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the DPM by email: ryan.petch@hudsoncontract.co.uk or by post: Data Privacy Manager, Hudson Contract Ltd, 1 Mill Lane, Bridlington, YO16 7AP.

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

When do we collect your data?

We collect your personal information in a number of ways:

When you provide it to us directly on signing up to our services
When you visit our website
When you set up a profile on the 4Site app
When each time you use the 4Site app
When you contact us by any means e.g. telephone, email
When you enter prize draws or competitions
When you engage with us on social media
When you visit our premises that have CCTV systems. These systems may record your image for the security of you and our staff
When you give permission to a third party to share it. We may pay for contact details of companies we believe to be interested in hearing about our services. We will always check with the data provider that you have agreed to receiving data from third parties

What types of data do we collect?

Collecting very specific, relevant information is a necessary part of us being able to provide you with the services and products that help you to grow your business success.

We collect the following information:

Your name
Your contact information including email address and phone numbers
Copies of any documentation you provide to us
We will keep details and recordings of your communications with us through email, telephone, in writing, in person and via social media.
Other information related to customer surveys and/or competitions
Details of your visits to our website, and how you came to our website, and information gathered by the use of cookies in your web browser
Your recorded image on CCTV when you visit our premises
For operatives, payment data, tax data, site attendance data and photographs

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website 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.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services). In this case, we may have to cancel a service you have with us but we will notify you if this is the case at the time.

Why we need your data?

We require this information to understand your needs and supply you with the best possible service. We use your information in the following circumstances:

Where we need to perform the contract we, are about to enter into or, have entered into with you
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests
Where we need to comply with a legal obligation
To allow the functions within the 4Site app to work effectively

We can break the data we collect into the following categories:

Client Data: As a Hudson Contract customer we need to collect and use information about you, your colleagues and company to provide you with our services such as:

Ensuring compliance with tax and employment laws
Providing you with our software to enable you to submit your payment instructions
Responding to your queries and requests for information
Sending you information by email, telephone, web and post about Hudson Contract which is likely to be relevant and helpful to you – you can opt out of this at any time
To protect our business and your business to defend a legal claim and/or as part of the legal requirement

We will only ask you for the details that we need to enable us to carry out our contractual arrangements to ensure our service to you runs smoothly.

Freelance Operatives: As a subcontractor appointed/engaged by one of our clients we collect and use information about you to pay you as a subcontractor.

Ensuring compliance with tax and employment laws
Responding to your queries and requests for information
Sending you information by email, text, web and post about Hudson Contract which is likely to be relevant and helpful to you – you can opt out of this at any time
To protect our business and you to defend a legal claim and/or as part of the legal requirement

We will only ask you for the details that we need to enable us to make payments to you under the correct tax treatment. You can view our Freelance Operative & Freelance Consultant Privacy Policy here.

Users of the 4Site app: Freelance operatives, employees, subcontractors, visitors and agency operatives attending client sites using the 4Site app.

Enabling you to set up a user profile
To store your competency cards and certificates allowing access to site
To record attendance at agreed work locations
To keep records of safety briefings received and read

Supplier Data: We collect data from you to enable us to carry out our contractual arrangements so our relationships run smoothly.

Website Visitors: We use third party services to generate useful insights into visitors to our site and to help us manage the services we provide. This includes information such as how you use our websites, the frequency with which you access our websites, and the times that our websites is most popular.

If you would like to find out more information about what data we collect about you when you visit our websites, please click here. Please contact us if you need details about the specific legal ground we are relying on to process your personal data.

Age Limitations: We do not allow use of services and websites by anyone under 16 years old. If you know of anyone younger than 16 that has been provided us with information, please contact us and we will delete the information.

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

How we look after your data

We are committed to ensuring that your information is secure. We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. This includes suitable physical, electronic and managerial procedures to safeguard the information we collect online. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We continually monitor our systems for potential areas of vulnerabilities and attacks, and we regularly carry our penetration testing to identify additional ways to protect your data and our business.

How long do we keep your data?

We will only keep your data for as long as it is necessary for the purpose for which it was collected. At the end of the required retention period we will destroy, delete or anonymise your data.

Who do we share your data with?

We sometimes share your personal data with trusted third parties in order to fulfil our contractual and legal requirements.

To ensure your data is kept safe, we apply the following policies to all organisations:

We provide only the information they need to perform their specific services
They may only use your data for the exact purposes we specify in our contract with them
We work closely with them to ensure that your privacy is respected and protected at all times
If we stop using their services, any of your data held by them will either be deleted or rendered anonymous

Examples of the kind of third parties we work with are:

Other companies within the Hudson Contract family
IT companies who support our website and other business systems
Operational companies such as mailing houses
Direct marketing companies who help us manage our electronic communications with you
Google to show you products that might interest you while you’re browsing the internet. This is based on either your marketing consent or your acceptance of cookies on our websites. See our Cookie Policy for details

On occasion we may need to share your data with a third party for their own purposes, we will only do this in very specific circumstances e.g.

For fraud management, we may share information about fraudulent or potentially fraudulent activity. This may include sharing data about individuals with law enforcement bodies.
We may also be required to disclose your personal data to the police or other enforcement, regulatory or Government body, in your country of origin or elsewhere, upon a valid request to do so. These requests are assessed on a case-by-case basis and take the privacy of our customers into consideration.

For further information please contact our DPM.

Cookies

We use cookies and similar tools across our websites to improve their performance and enhance your user experience. Click here to view our Cookie Policy.

Where your data is processed

In order to provide our services to you sometimes we need to share your personal data with one of our trusted third parties outside of the United Kingdom, such as the United States.

On the occasions we do this, we have procedures in place to ensure your data receives the same protection as it would if it stayed within the United Kingdom. For more details about this please contact our DPM.

Controlling your personal information and your rights

You have the right to request a copy of any information about you that we hold at any time, and also to have that information corrected if it is inaccurate. To ask for your information, please contact our DPM on the details listed above.

You can inform us at any time that we stop using your personal data for direct marketing (either through specific channels, or all channels).

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

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. However, in cases 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 then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.

If you withdraw your consent, we may not be able to provide certain services to you. We will advise you if this is the case at the time you withdraw your consent.

Direct marketing

You have the right to stop the use of your personal data for direct marketing activity through all channels, or selected channels. You can stop your personal data being used for directing marketing by:

Clicking the unsubscribe link in any email we send to you
Writing to our DPM

We will always comply with your request.

Checking your identity

To protect the confidentiality of 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.

Links to other websites

Our website may contain links to other websites, plug-ins and applications 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 exercise caution and look at the privacy statement applicable to the website in question.