Data Protection Policy Statement
Gentrack respects the privacy of visitors to this site and recognises the importance of protecting any personal information that you may provide to us. This statement sets out Gentrack’s policy and principles regarding the use of personal information you provide when visiting this site or sending us an email. It also outlines how we use information that we may receive from third parties.
We are committed to protecting your privacy
Gentrack is committed to ensuring that your privacy is protected. And should we ever ask you to provide certain information by which you can be identified when using this site, then you can be assured that it will only be used in accordance with this privacy statement.
Information we collect
The following information is collected via this site for temporary analysis, but is not retained by Gentrack:
• IP Addresses for visitors to the site
• Name (First name and Surname)
• Contact information including email address and phone number
• Employment details including company name and job title relating to a job application or ‘Contact Us’ request.
Signing up for Gentrack “News and Views”
If you subscribe to Gentrack’s news and views, you will be asked to provide consent to use your email address for ongoing communications, including Gentrack’s news and blog items relevant to your engagement with the business. You will always be given the opportunity to opt-out of these communications via a link within each email. Your email address will be removed from our database for all future communications and we will send a final acknowledgement when this process has been completed.
Requesting Contact from Gentrack
This site includes a Contact Us option for all visitors (see www.gentrack.com/contact-us). By completing and submitting a Contact Us form, you are providing consent for Gentrack to use your contact information for the purpose in which it was provided. Your personal contact data provided in the Contact Us form will be held in conjunction with our retention policy and will not be extended to use for Gentrack News and Views and other communications unless specifically consented in the form submitted.
Applying for Gentrack Jobs
If you are applying for a job, please follow the application guidelines provided in each of the roles advertised on this site. By applying for a role via this site and/or sending us your CV directly, you provide us with consent to use your information for the purpose of recruitment for Gentrack or our group entities. If you are not selected for employment we will keep your information in line with our retention policy, in case of other opportunities, after which we will delete it. If you become an employee of, or otherwise work for Gentrack, we will collect further personal information in addition to that described in this policy.
Gentrack collects certain information about you automatically when you use our site. Cookies allow Gentrack to record certain information about you when you use the site, including details of your domain name, IP address, operating system and browser. This in turn will help us to understand your use of this site and enable the monitoring and improvement of the site to optimise your experience. If you would prefer to block cookies please refer to the instructions or help service on your internet browser.
Retention and deletion
The data we collect will only be retained for as long as it is needed to carry out consented processes or services. Gentrack has a retention schedule in place, deletions will be carried out in accordance with the schedule. Any personal information stored in hard copy format (in paper form) is treated as confidential and will be shredded at the point of deletion.
How we share your information
Gentrack may share personal information, provided by you, with third parties, including Gentrack group entities, subcontractors, partners, agents and any person who will use such information in the course of providing services to you and for the purposes that we specify. Where a third party is used for these specified reasons, such third-party vendors have agreed to maintain the confidentiality and security of information Gentrack shares with them and will in turn adhere to General Data Protection Regulations (GDPR).
Gentrack or our group entities may need to process your data outside of the European Union (EU). Gentrack will ensure that any data sent to and stored outside of the EU is subject to the same levels of protection as data stored and processed within the EU.
Occasionally we may need to transfer your data to Third Party Vendors such as suppliers who provide business services to Gentrack including IT providers. Job applicants please note that your data may be held on Gentrack’s HR system (BambooHR) which is hosted by a third party. All personal data will only be transferred where there is a need to do so and these vendors will also be subject to agreements regarding the handling and use of your data.
We will not sell, distribute or lease your personal information to third parties unless we are required to do so by law, a regulator, rules of applicable stock exchange or in the course of legal proceedings.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place physical, electronic and managerial procedures to safeguard and secure the information we collect online.
Data protection laws provide you with various rights. In particular, subject to certain exemptions, you have a right to:
• Request a copy of the information we hold about you
• Be removed from our marketing lists or change your marketing preferences
• Withdraw consent to our processing of your information (to the extent that such processing is based on consent) or otherwise object to our processing of your information
• Ask that we delete or correct the information that we hold about you.
To exercise any of these rights, or if you have any other questions about our use of your information, please contact the Gentrack Marketing Team at firstname.lastname@example.org.
If you are unhappy with the way we have handled your information you have a right to complain to the Information Commissioner at https://ico.org.uk.
We will hold your personal information on our systems for as long as is necessary for the relevant activity in accordance with our data retention policy or as long as is set out in any relevant agreement you enter into with us.
If you have any questions, complaints or comments regarding this site, including this policy, (or would like to stop receiving our communications altogether) please contact us by email at email@example.com.