Privacy Code

1 About this privacy code

This privacy code provides an overview of how we comply with data protection legislation to protect the rights of the individuals we deal with.

2 How we collect personal information

The ways in which we can collect information from you could be:

2.1 Through completion of online forms on our website - we collect information about you if you complete any forms on our site, contact us, make enquiries, apply to us, respond to surveys or give us feedback.  If we need you to give us certain information, it will be indicated.  It would help us if you give us any other information we ask for that you think might be relevant but you are under no obligation to do so.

2.2 Through web site statistics - We do keep a record of traffic data which is logged automatically by our server, such as your IP address, the URL you visited before ours, the URL you visit after leaving our site and which pages you visit.  We also collect some site statistics such as page hits and page views.  We are not readily able to identify any individual from traffic data.

2.3 By you contacting us by other methods other than the website - The website provides various telephone and fax numbers and email addresses for you to contact us.  We will collect information from you through any of these methods.  We may also collect other information you supply to us after your initial contact with us.

3 How we safeguard personal information

We recognise that you retain rights in the personal information we hold about you.  We will keep that information secure, and use it only for specific legitimate purposes.

3.1 We have obligations to keep personal information secure, which we take seriously - We will keep personal information secure by taking appropriate technical and staff measures against the unauthorised or unlawful processing of that information and against its accidental loss, destruction or damage.

3.2 We keep confidential information confidential - Please note that under a freedom of information code of practice, we are not permitted to class as “confidential” information that is not actually confidential in reality, even if it is marked confidential.  However in respect of any information we receive from you that is truly confidential, we will take steps to ensure it remains confidential.  Unauthorised disclosure or misuse of personal information by staff will lead to disciplinary action.

3.3 We review our policies and audit our procedures regularly - We review this code and our other data protection policies regularly to make sure they are appropriate and up to date.  We also carry out regular audits to monitor our security policies and procedures and revise them if necessary.

4 Your rights under data protection legislation

You have various rights.  You are most likely to want to exercise the following ones.

Your right to see a copy of the information we hold about you, on payment of a statutory fee which is currently £10.  Before we agree to this, you must provide with sufficient evidence of your identity and sufficient details of the information you wish to see to enable us to locate it.  Your right to be removed from our mailing lists.  Instructions on how to stop further mailings will usually be contained in any direct marketing material we send you.

Your right to correct any errors in information we hold about you, and to change or correct any details you have already given us.  Please inform us about changes to your details so that we can keep our records accurate and up to date.

5 How to make a complaint

Any complaints about our handling of personal information should be addressed to the main address as listed on the Contact Us page.  If your complaint relates to the handling of your personal information by an organisation with which we share information, then please let us know that.  We aim to respond to your complaint within 21 days of receiving it.  You have a right of appeal in relation to any decision we make, which we will tell you about when we respond to your complaint.  We will always review our procedures and practices in line with any justified complaints.

6 How to find out more

Information Commissioner - For independent advice about freedom of information, data protection, privacy and data-sharing issues, you can contact the Information Commissioner at:

Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF,

Tel: 01625 545745
Fax: 01625 524510
e-mail: mail@ico.gsi.gov.uk