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Privacy Policy

This privacy policy sets out how Hudson Contract Ltd uses and protects any information that you give Hudson Contract Ltd when you use this website.

Hudson Contract Ltd is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using our services, you can be assured that it will only be used in accordance with this privacy statement.

This privacy policy sets out how Hudson Contract Ltd and associated companies uses and protects any information that you give to us, but should you have any further questions, please contact us.

Hudson Contract Ltd may change this policy by updating this page. You should check this page from time to time to ensure that you are happy with any changes.

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 PAYE Services 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 General Data Protection Regulations as a data controller.

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 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 which 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
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 development of our legitimate interests in operating our services, websites and business. 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:

  1. Ensuring compliance with tax and employment laws
  2. Providing you with our software to enable you to submit your payment instructions
  3. Responding to your queries and requests for information
  4. 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
  5. 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.

  1. Ensuring compliance with tax and employment laws
  2. Responding to your queries and requests for information
  3. 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
  4. 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.  Your can view our Freelance Operative & Freelance Consultant Privacy Policy here

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.

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.

HOW WE LOOK AFTER YOUR DATA:

We are committed to ensuring that your information is secure. In order to stop unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard the information we collect online.

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 Cookies Notice for details.

On occasion we may need to share you 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 Data Protection Officer.

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 European Economic Area (EEA), 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 EEA.  For more details about this please contact our Data Protection Officer.

CONTROLLING YOUR PERSONAL INFORMATION AND YOUR RIGHTS:

You have the right to request:

  • Access to the personal data we hold about you, free of charge in most cases.
  • 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 stop any consent-based processing of your personal data after you withdraw that consent.
  • Review by us 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).

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 Hudson Contract Ltd, 1 Mill Lane, Bridlington, East Yorkshire, YO16 7AP, or email official@hudsoncontract.co.uk. 

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.

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

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.

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 Marketing Manager, Hudson Contract Ltd, 1 Mill Lane, Bridlington YO16 7AP

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 Notice. 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 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.

CONTACTING HUDSON CONTRACT:

Please contact us if you have any questions about our Privacy Policy or our practices.  You can call us on 01262 401040 Monday to Friday 8.00am to 5.00pm (please note we closed on all UK public holidays) or send an email to info@hudsoncontract.co.uk and we will aim to respond within one working day.

To contact our Data Protection Officer please email official@hudsoncontract.co.uk or write to Data Protection Officer, Hudson Contract Ltd, 1 Mill Lane, Bridlington, YO16 7AP

If you are not satisfied with our response or believe we are not processing you data in accordance with the law you can complain to the Information Commissioners Office (ICO), there details can be found here

Last review date: 9 May 2018