Hallmark Solutions Limited specialise in the delivery of IT related projects, including consultancy, project management, software development and training.
We may collect the following:
We use this information for the following reasons:
We are committed to ensuring that your information is secure. We have physical, electronic and managerial procedures in place to safeguard and secure the information we collect online.
Our website may contain links to other websites of interest. We do not control the content of those websites, so cannot be responsible for the privacy of any information that you provide whilst visiting them. Such sites may have a different privacy policy.
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
Under the Data Protection Act 1998 you may request details of personal information that we hold about you. If you would like a copy of the information held about you please write to BIA Analytical Ltd, c/o Qubis Ltd, 63 University Road, Belfast BT7 1NF. Northern Ireland. There may be an administration fee.
If you believe that any information we are holding about you is incorrect or incomplete please write to us at the above address.
The following words and phrases (used in bold) have particular meanings in the Data Protection Laws and are used throughout this Privacy Notice:
This means any person who determines the purposes for which, and the manner in which, any personal data is processed.
This means the laws which govern the handling of personal data. This includes the General Data Protection Regulation (EU) 2016/679 and any other national laws implementing that Regulation or related to data protection.
The person to whom the personal data relates.
This means the UK Information Commissioner’s Office which is responsible for implementing, overseeing and enforcing the Data Protection Laws.
This means any information from which a living individual can be identified.
This will include information such as telephone numbers, names, addresses, e-mail addresses, photographs and voice recordings. It will also include expressions of opinion and indications of intentions about data subjects (and their own expressions of opinion/intentions).
It will also cover information which on its own does not identify someone but which would identify them if put together with other information which we have or are likely to have in the future.
This covers virtually anything anyone can do with personal data, including:
This means any person who processes the personal data on behalf of the controller.
This means any information relating to:
The sections below set out the categories of personal data we may ask for at each stage of your application for a job with us. Some data may not be required depending on the type of role you are applying for. The reasons we need each category of data are set out in the section ‘Why do we need your personal data’.
If you choose not to provide us with any of these categories of information, your application may be rejected or it could affect our ability to process your application.
If you contact us with any questions prior to submitting an application for a job, we will keep a record of your name and contact details, as well as details of any question you have asked.
If you submit an application for a job with us, we will ask you for:
If you submit a CV to us and it contains additional information, we will process whatever information you provide in your CV.
In addition at the application stage we will ask you if you have a right to work in the United Kingdom. Your response to this question may be subject to automated decision making, as our policy for the majority of roles is to only offer positions to those with a right to work. Please note your rights in relation to automated decision making which are set out in the “Your Rights” section below.
If you are successful in our initial shortlisting stage, we may invite you for an interview, assessment day, or to complete online tests. Information will be generated by you and by us during this process. For example, you might complete written tests, undertake group exercises, take psychometric tests or we might take interview notes.
If we make you a conditional offer of employment, we may gather further personal data before deciding whether to make you a final offer, to check:
We will require further information from you in order to meet our obligations as an employer, such as your bank details so that we can pay your salary. How we process your information as an employee is set out in our Staff Privacy Notice which you will have access to when you start your employment.
Most of the personal data we process about you when you apply for a job is information that you give us directly, or is generated through the recruitment exercise. However, some information we gather from the third parties below.
Recruitment Agency: We fill some of our roles through recruitment agencies. If you apply for a role through them, they will pass us details of your name, contact details, CV, notes of interview with the agency.
Your former employer and other referees: If you apply for a role with us, we will contact your referees directly, using the details you provide in your application, to request a reference.
Psychometric test provider: If you are required to take psychometric tests, the test provider will send us your responses, score and any other analysis that they carry out based on your responses.
Legal grounds for processing personal data
We have set out below a description about each of the legal grounds on which we process your personal data.
Reasons for processing your personal data:
Necessary for our legitimate interests: We process some personal data if doing so is in our legitimate interests as an employer. In order to do so, we have considered the impact on your interests and rights, and have put in place appropriate safeguards to ensure that the intrusion on your privacy is reduced as much as possible. You have the right to object to the processing of your personal data on this ground. See section headed ‘Your Rights’ to find out how.
Necessary for the compliance of a legal obligation: We have to process some of your personal data in order to comply with certain legal obligations.
Additional conditions for processing special categories of data, or criminal offences data:
Necessary for compliance with our obligations under employment law: We have to process some of special categories of data in order to comply with certain of our legal obligations.
Necessary in the substantial public interest: The law allows us to process certain special categories of data where there is a substantial public interest. You have the right to object to the processing of your personal data on this ground. See section headed ‘Your Rights’ to found out how.
Necessary for the purposes of occupational medicine, including the assessment of your working capacity as an employee: We will process information about your health in order to assess your medical capacity to perform the job you have applied for.
We use your personal data for the purposes listed in the table. We are allowed to do so on certain legal grounds which are also set out in the table (and which are explained further in the section ‘Legal grounds for processing personal data’).
The table below lists some of our key service providers that act as our processors who will have access to your personal data. If you would like to know the names of our other service providers who provide typical services required by all companies to support our business, please contact us using the details at the start of this Privacy Notice.
We will also share your personal data with the police, other law enforcements or regulators where we are required by law to do so.
We may need to transfer your personal data to Australia, USA, South Africa and the United Arab Emirates all of which are located outside the European Economic Area, for the purpose of allowing employees based in these countries to make an assessment on your suitability for a role. Typically this will only take place where there is an international element to the role being applied for. Any transfer of your data will be carried out in accordance with the law to safeguard your privacy rights and give you remedies in the unlikely event of a security breach or to any other similar approved mechanisms. If you want to know more about how data is transferred, please contact us using the details in the section above.
We strive to implement appropriate technical and organisational measures in order to protect your personal data against accidental or unlawful destruction, accidental loss or alteration, unauthorised disclosure or access and any other unlawful forms of processing. We aim to ensure that the level of security and the measures adopted to protect your personal data are appropriate for the risks presented by the nature and use of your personal data. We follow recognised industry practices for protecting our IT environment and physical facilities. We are able to provide further details on our security practices upon request.
If your application for a job with us is unsuccessful or you do not accept our offer of employment, then we will delete all of the personal data gathered during the recruitment exercise six months after the relevant recruitment exercise has ended. This is so that we can:
If you ask us to do so, we will keep the details of your application for a further six months beyond our normal retention period, so that we can proactively contact you should any further potentially suitable vacancies arise.
If your application for a job with us is successful and you start work as our employee, please see the Staff Privacy Notice for details of how long we will retain the data gathered during the recruitment exercise. If you apply for a new role with us when you are already our employee, this Privacy Notice applies in respect of any new information gathered during that application process, and the Staff Privacy Notice continues to apply in respect of any information we already hold by virtue of you being a current employee.
As a data subject, you have the following rights under the Data Protection Laws:
These rights are explained in more detail below. If you want to exercise any of your rights, please contact us (please see “How to contact us”). We will respond to any rights that you exercise within a month of receiving your request, unless the request is particularly complex, in which case we will respond within three months. Please be aware that there are exceptions and exemptions that apply to some of the rights which we will apply in accordance with the Data Protection Laws.
You may object to us processing your personal data where we rely on a legitimate interest as our legal grounds for processing. If you object to us processing your personal data we must demonstrate compelling grounds for continuing to do so. We believe we have demonstrated compelling grounds in the section headed “Why do we need your personal data”. The key point to note is that without processing your data, we will not know as much about you which could affect our assessment of your suitability for a job with us.
You may ask to see what personal data we hold about you and be provided with:
To help us find the information easily, please provide us as much information as possible about the type of information you would like to see.
You can require us to correct any mistakes in your information which we hold. If you would like to do this, please let us know what information is incorrect and what it should be replaced with.
You may request that we stop processing your personal data temporarily if:
You can ask us to erase your personal data where:
In relation to our very limited automated decision making as set out in this notice, you have the right to contest any decision made and to request for human intervention in the process during human intervention. We shall consider your point of view in relation to such decision.
In some scenarios, you may ask for an electronic copy of your personal data which we hold electronically or you can ask us to provide this directly to another party. This right does not apply as we do not process your personal data based on your consent or on a contract with us.
You may be entitled to compensation for damage caused by contravention of the Data Protection Laws.
It is important that you ensure you have read this privacy notice – and if you do not think that we have processed your data in accordance with this notice – you should let us know as soon as possible. You may also complain to the ICO. Information about how to do this is available on his website at www.ico.org.uk.
This website is operated by Hallmark Solutions. The privacy of our users is extremely important to us and therefore we encourage all users to carefully read our policy containing information on:
Hallmark Solutions (‘we’ or ‘us’) collect, use and are responsible for storing certain personal information about you. When we do so, we are regulated under the General Data Protection Regulation which apply across the European Union (including the United Kingdom) and we are responsible as a ‘controller’ of that personal information for the purposes of those laws.
We collect the following personal information that you provide to us:
Some examples of when we collect this information include;
We may receive information about you from other sources. This information includes:
We will add this information to the information we hold about you for the following purposes:
Market Research
If you give us information about another person, you confirm that the other person has appointed you to act on their behalf and agreed that you:
We collect information about our users for the following purposes:
We may share your information with law enforcement agencies in connection with any investigation to help prevent unlawful activity.
We will not share your personal information with any other 3rd Parties.
We would like to send you information about our products, services, surveys, offers, and our business which may be of interest to you. Such information could be sent by email, post, telephone or automated call.
We will ask whether you would like us to send you marketing messages on the first occasion that you provide any relevant contact information (i.e. on purchase, signing up to a newsletter etc). If you do opt in to receive such marketing from us you, can opt out at any time (please see ‘What are my rights?’ below for further information). If you have any queries about how to opt out, or if you are receiving messages you do not want you can contact us using the details provided below.
We will hold your personal information for the following periods:
Name and address – 6 years, to satisfy UK tax law
These periods are no longer than necessary in each case.
We rely on the following as the lawful basis on which we collect and use your personal information:
(1). Consent
(2). Contract
(3). Legal obligation.
We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorized way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorized manner and are subject to a duty of confidentiality.
We will also use technological and organizational measures to keep your information secure.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator where we are legally required to do so.
Under the General Data Protection Regulation, you have the right to:
For further information on each of your rights, including the circumstances in which they apply, please see the Guidance from the UK Information Commissioner’s Office (ICO) on individual’s rights under the General Data Protection Regulations here.
If you would like to exercise any of these rights:
From time to time we may also have other methods to unsubscribe (opt-out) from any direct marketing including for example, unsubscribe buttons or web link. If such are offered, please note that there may be some period after selecting to unsubscribe in which marketing may still be received while your request is being processed.
If you have any questions about this policy or the information we hold about you. Please contact us by:
Email: contact@harkhrapp.com
By post: Hallmark Solutions Unit 14, McKibbin House Eastbank Road Carryduff BT8 8BD
Whatever stage you are at, our team would love to answer your questions and explain all the ways in which Hark can support and optimise your business.