Broadly speaking we gain access to personal information in one of two ways, either as part of a contracted client engagement, or during our marketing and sales activities. If you have questions, suggestions, or concerns about this policy, or about our use of your information, please contact us at firstname.lastname@example.org.
1.0 Contracted Client Engagement
Arinite supply a range of consultancy services and software designed to assist our clients in identifying and controlling health and safety risk in their workplace. Our aim is to assist our clients to comply with all relevant laws and policies.
To help our clients achieve these objectives we receive and use confidential information including, on occasion, personal data.
Any personal data we collect, record or use in any way will be protected to ensure that we fully comply with the General Data Protection Regulations (GDPR). We work hard to keep your data safe. We use a combination of technical, administrative, and physical controls to maintain the security of your data.
Basic account information
As part of the process of becoming an Arinite customer we collect information we need to communicate with you such as contact names, email addresses, office address and phone numbers. This is the only personal information we need to create the account.
We use this information to provide the contracted services and to keep you abreast of relevant changes in health and safety legislation.
We do not share your account information with anyone other than those people specifically assigned to deliver the contracted services.
We keep your account information for as long as your account is in existence because we need it to operate your account.
We also use your contact information to promote new Arinite services, fact sheets or products that we think you would be interested in. To opt out from receiving such promotional information please email email@example.com or contact us via www.arinite.com.
Sensitive personal information
To enable us to provide the health and safety advice you have contracted us to deliver we will from time to time be given access to potentially sensitive personal information. To the extent that information we collect is health data or another special category of personal data subject to the European Union’s General Data Protection Regulation (“GDPR”), we ask for your explicit consent to process the data.
This information may be provided to us by you or your staff originating from:
- Accident and incident reports
- Display Screen Equipment (DSE) Risk Assessments
- Stress Audits
- Fire Risk Assessments
- Health and Safety Audits and Inspections
- Disability Audits
We do not share this information with anyone other than for legal reasons or to protect the physical safety of an individual, nor do we use this information for any type of promotional or marketing activity, either to the specific individual concerned or to anyone else.
We retain this information for the minimum possible period specified in the terms and conditions of our health and safety services contract. Paper data is scanned and indexed then destroyed in a secure facility. Any digital data is encrypted and stored in secure online servers and then deleted at the end of the agreed retention period.
When carrying out an assessment that results in us collecting personal information we will notify each individual concerned letting them know what we intend to do with the data, how it will be stored and giving them specific instructions for contacting us if they want to obtain a copy of the data or to ask us to delete the data prior to the end of the agreed retention period.
2.0 Marketing and sales activities
When you visit the Arinite website, we receive certain usage data, for example, when you view or search content, download factsheets or complete forms.
We also collect data about the devices and computers you use to access the website, including IP addresses, browser type, the referring web page, pages visited, location (depending on the permissions you have granted us), and cookie information.
If you respond to our marketing activities and we enter a direct dialogue by phone or email and you subsequently decide not to become an Arinite client, we will ask for your permission to retain your contact information so that we can keep you informed of relevant health and safety information or to let you know about other Arinite products and services that may be of interest to you.
If you agree to stay in contact with us you will be able to reply to any of our communications and ask us to delete your contact information. We never share your personal contact information with third parties. The information is stored on secure cloud servers which are accessible only to specific Arinite staff who use two factor authentication each time they access the information.