How do we use your information?

We may collect and process the following data about you;

  • Information that you provide by filing in forms on our site www.ebmltd.co.uk,
  • Information that you provide to us by telephone; e-mail or face to face,
  • Information you put in the public domain for the purpose of contact,
  • Information needed to fulfil a contractual relationship with you,
  • Information we are legally obliged to hold,
  • If you contact us, we may keep a copy of that correspondence.

Marketing

EBM Managed Services is a strong proponent of ethical marketing and carry out this according to “Legitimate Interest Test”

We provided our goods and services to other businesses and minimise impact by only using people’s data directly related to that business (For example, their business email address or phone number), keep it to a reasonable level and ensure people understand they can ask us to remove them from further contact.

Data Subjects may notify the Firm if they wish to exercise their right to be removed from any Direct Marketing activities. You may ring (01376 512575) or email (Service@EBMltd.co.uk) and make the request.

Visitors to our website

When someone visits https://ebmltd.co.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

Use of cookies by EBM Managed Services
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. The table below explains the cookies we use and why.

These cookies are used to collect information about how visitors use our website. We use the information to compile reports and to help us improve the website. The cookies collect information in an anonymous form, including the number of visitors to the website and blog, where visitors have come to the website from and the pages they visited.

Security and performance

EBM Managed Services uses a third-party service to help maintain the security and performance of the website. To deliver this service it processes the IP addresses of visitors to our website(s).

People who contact us via social media

We manage our social media in house, if you send us a private or direct message via social media the message will be stored for three months. It will not be shared with any other organisations.

People who email us

Any email sent to us, including any attachments, may be monitored and used by us for reasons of security and for monitoring compliance with office policy. Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.

People who use our LiveChat service

We use a third-party provider, Live Chat Inc., to supply and support our LiveChat service, which we use to handle customer enquiries in real time.

If you use the LiveChat service we will collect your name, email address (optional) and the contents of your LiveChat session. This information will be retained for two years and will not be shared with any other organisations.

You can request a transcript of your LiveChat session if you provide your email address at the start of your session or when prompted at the end.

People who use our services

EBM Managed Services provide a range of Services to Data Subjects. We process data provided by the data subject and other sources in order to deliver the appropriate products and services to Data Subjects.

We have to hold the details of the people who have requested the service in order to provide it. However, we use these details to provide the service the person has requested and for other closely related purposes. For example, we might use information to market related products that add value for the data subject.

Job applicants, current and former employees

EBM Managed Service is the data controller for the information you provide during the process. Should you have any queries about the process or how we handle your information please contact us at Service@EBMltd.co.uk

Recruitment and employment – What will we do with the information you provide to us?

All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.

What information do we ask for, and why?

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.

You will therefore be required to provide:

Proof of your identity – you will be asked to attend our office with original documents, we will take copies.

Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies.

You will be asked to complete a criminal records declaration to declare any unspent convictions.

We will contact your referees, using the details you provide in your application, directly to obtain references

If we make a final offer, we will also ask you for the following:

Bank details – to process payments

Emergency contact details – so we know who to contact in case you have an emergency at work

Our Code of Conduct requires all staff to declare if they have any potential conflicts of interest, or if they are active within a political party. If you complete a declaration, the information will be held on your personnel file.

Use of data processors

Data processors are third parties who provide elements of our service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
Our Data processors / Third parties that we use include:
• Banking arrangements – Natwest,
• HR – PeopleHR and HR Elite,

Your rights

Under the Data Protection Act 1998, you have rights as an individual which you can exercise in relation to the information we hold about you.
From 25 May 2018 the General Data Protection Regulations (GDPR) come into force.

Access to personal information (Portability)

Data Subjects may submit a Subject Access Request – in order to obtain a copy of the personal data that we hold about them in a structured and portable manner. All SAR requests should be sent to

Confirmation of whether, and where, the controller is processing their personal data

EBM Managed Services is the Data Controller and a Processor. EBM Managed Services undertakes data processing within the EEA.

Right of Data subjects to erasure (Right to be forgotten)

Data Subjects may notify EBM Managed Services if they wish to exercise their right to erasure. You may ring (01376 512575) or email (Service@EBMltd.co.uk) and make the request.

Such a withdrawal of Consent does not affect the lawfulness of processing based on contractual or legal basis (for example financial records must be kept for 6 years plus the current year) Data Subjects that exercise this right will be removed from any marketing or future contact.

EBM managed Services may retain a copy of any personal data mat be retained by the Controller if the processing is necessary for the establishment, exercise or defence of legal claims.

Right of rectification

EBM Managed Services will seek to ensure that inaccurate or incomplete data will be rectified. Data Subjects have the right of rectification

Right to object to processing for the purposes of Direct Marketing

Data Subjects may notify the Firm if they wish to exercise their right to be removed from any Direct Marketing activities. You may ring (01376 512575) or email (Service@EBMltd.co.uk) and make the request.

EBM Managed Services maintains a “No Contact” list to ensure that, once requested, no further contact is made.

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