PRIVACY & COOKIE POLICY

PORTABLE OFFICES (HIRE) LTD PRIVACY POLICY

General

Portable Offices (Hire) Ltd respects the privacy of every individual who visits our websites. This Privacy Policy outlines the information Portable Offices (Hire) Ltd may collect and how we may use that information.

How we use your information

This privacy statement tells you what to expect when Portable Offices (Hire) Ltd collects your personal information. It applies to information we collect about:

Visitors to our website, Complaints and feedback received, Information required for commercial purposes for providing our services to our customers
Information for marketing of Portable Offices (Hire) Ltd, Job applicants and our current and former employees

Visitors to our website

When someone visits our website 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 Portable Offices (Hire) Ltd.

What Are Cookies

As is common practice with almost all professional websites this site uses cookies, which are tiny files that are downloaded to your computer, to improve your experience. This page describes what information they gather, how we use it and why we sometimes need to store these cookies. We will also share how you can prevent these cookies from being stored however this may downgrade or break certain elements of the sites functionality.
For more general information on cookies see the Wikipedia article on HTTP Cookies.

How We Use Cookies
We use cookies for a variety of reasons detailed below. Unfortunately in most cases there are no industry standard options for disabling cookies without completely disabling the functionality and features they add to this site. It is recommended that you leave on all cookies if you are not sure whether you need them or not in case they are used to provide a service that you use.

Disabling Cookies
You can prevent the setting of cookies by adjusting the settings on your browser (see your browser Help for how to do this). Be aware that disabling cookies will affect the functionality of this and many other websites that you visit. Disabling cookies will usually result in also disabling certain functionality and features of this site. Therefore it is recommended that you do not disable cookies.  However further details are below to assist if you feel you want to disable cookies on your browser.

The Cookies We Set
If you create an account with us then we will use cookies for the management of the signup process and general administration. These cookies will usually be deleted when you log out however in some cases they may remain afterwards to remember your site preferences when logged out.

We use cookies when you are logged in so that we can remember this fact. This prevents you from having to log in every single time you visit a new page. These cookies are typically removed or cleared when you log out to ensure that you can only access restricted features and areas when logged in.

When you submit data to through a form such as those found on contact pages or comment forms cookies may be set to remember your user details for future correspondence.
In order to provide you with a great experience on this site we provide the functionality to set your preferences for how this site runs when you use it. In order to remember your preferences we need to set cookies so that this information can be called whenever you interact with a page is affected by your preferences.

Third Party Cookies

In some special cases we also use cookies provided by trusted third parties. The following section details which third party cookies you might encounter through this site.

This site uses Google Analytics which is one of the most widespread and trusted analytics solution on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content.
For more information on Google Analytics cookies, see the official Google Analytics page.

Third party analytics are used to track and measure usage of this site so that we can continue to produce engaging content. These cookies may track things such as how long you spend on the site or pages you visit which helps us to understand how we can improve the site for you.

Hopefully that has clarified things for you and as was previously mentioned if there is something that you aren’t sure whether you need or not its usually safer to leave cookies enabled in case it does interact with one of the features you use on our site.

Submission of your information
Submission of your information, requested, from our website is held on our secure platform. This is protected by all methods necessary. Only the required personnel have access to this information. Your information will only be used for the stated intended purpose and will not be shared outside of Portable Offices (Hire) unless we need to share your data with any relevant third party for the purpose of fulfilling your enquiry or any contract with us.

Complaints and feedback

Should you wish to make a complaint please contact us on 01244 535566. All information received during the course of a complaint is handled with the same level of security protection and need for privacy as any other information we collect.

Information required for commercial purposes for providing our services to our customers
Portable Offices (Hire) use information provided by yourself to provide our services and products to our customers. This data is only used for its intended and stated purpose. This includes financial information for the production of invoices and receiving of payments for services provided.
Protecting your information
In order to protect your information, we have in place the following methods of protection

v Monitored Firewall protection
v Malware protection on all platforms
v Encryption on data at rest and at point of use
v Ongoing backups
v Auditing for data integrity on an ongoing basis

Information Backups

Portable Offices (Hire) Ltd have a backup policy in place. We retain backups for a maximum of one year. Upon receiving a request to remove data of a personal nature, this will be completed by removing all reference and data from the production environment. The full deletion of this data will be achieved after the retention period stated above has been reached.
Requests for your information.

We will respond to requests for the information we hold on you within the required 30 day period. Initial requests will not be charged. However, should more than 2 requests be made within a 6 month period of time, subsequent requests will be charged at £10 per request.
All information will be provided in the format of a PDF document.

Marketing Information
Portable Offices (Hire) Ltd collect information from various sources for marketing purposes. This information can be from social media forums, industry forums. We do not purchase information for other sources for marketing purpose. We retain this information for a period of no more than 18 months, or the duration of the marketing campaign only.

Sharing information

Portable Offices (Hire) Ltd may share information with any of the following external organisations for commercial purposes
v HMRC

v Collections Agencies

v External suppliers for the purpose of fulfilling any queries, quotations and contract with us.

 

Information is shared with organisations within the UK/EU

Data is retained for processing purposes only on cloud services which are distributed globally
The exception to this criteria is the sharing of information with UK authorities for investigatory purposes as per current legislation on financial and personnel data.
Supplier Information
Portable Offices (Hire) Ltd are aware that sometime information with regards to suppliers is personal in nature. This information is protected to the full extent as any other information within our environment. This information is not shared unless express permission is granted by the individual.

Job applicants and our current and former employees

Job applicants

When Portable Offices (Hire) receive job applications we hold these in a secure manner. The application forms are deleted or, in the instance of hard copies, shredded after the selection period is completed. This information is not shared outside our organisation and is only shared internally with designated personnel. Were information of an applicant is to be retained for future use only the contact information will be retained. Consent from the applicant will be sought prior to the retention of any personal contact information.

Current employees
All personal information held by Portable Offices (Hire) Ltd on current employees is managed and maintained in a secure manner, the same as any other information we hold. All employees have the right to view the data we hold on them at any time. A formal request is required to be made for this information through their line manager.

Former employees

All personal information held by Portable Offices (Hire) Ltd on former employees is managed and maintained in a secure manner, the same as any other information we hold. Should a former employee wish to view the data that we hold on them the steps for requesting information (detailed above) is followed. Information held on personnel is retained for a period no longer than 3 years after the cessation of employment, in line with current UK legislation. After this period of time all information on the former employee is deleted. If requested, a confirmation of this will be communicated to the person.

Reporting of Data Breaches

Portable Offices (Hire) Ltd report all major data breaches, of data we have control and are responsible for, to the Information Commissioners Office, our customers and/or suppliers. All potential data breaches are fully investigated as per our Information Security Incident Policy.
When a data breach is detected and the severity ascertained, this will be reported to the ICO within 72 hours.

Security and Protection

Portable Offices (Hire) take security of all information seriously, as such, our management system is audited and verified on an annual basis

 

HOW TO TURN OFF COOKIES (BE WARNED OUR SITE AND OTHERS SITES MAY NOT FUNCTION WITH COOKIES TURNED OFF)

For PCs: click on ‘Help’ at the top of your browser window and select the ‘About’ option

For Macs: with the browser window open, click on the Apple menu and select the ‘About’ option

Google Chrome

  1. Click on ‘Tools’ at the top of your browser window and select Options
  2. Click the ‘Under the Hood’ tab, locate the ‘Privacy’ section, and select the ‘Content settings’ button
  3. Now select ‘Allow local data to be set’

Microsoft Internet Explorer 6.0, 7.0, 8.0

  1. Click on ‘Tools’ at the top of your browser window and select ‘Internet options’ , then click on the ‘Privacy’ tab
  2. Ensure that your Privacy level is set to Medium or below, which will enable cookies in your browser
  3. Settings above Medium will disable cookies

Mozilla Firefox

  1. Click on ‘Tools’ at the top of your browser window and select Options
  2. Then select the Privacy icon
  3. Click on Cookies, then select ‘allow sites to set cookies’

Safari

  1. Click on the Cog icon at the top of your browser window and select the ‘Preferences’ option
  2. Click on ‘Security’, check the option that says ‘Block third-party and advertising cookies’
  3. Click ‘Save’ cookies’

How to check cookies are enabled on Macs

Microsoft Internet Explorer 5.0 on OSX

  1. Click on ‘Explorer’ at the top of your browser window and select ‘Preferences’ options
  2. Scroll down until you see ‘Cookies’ under Receiving Files
  3. Select the ‘Never Ask’ option

Safari on OSX

  1. Click on ‘Safari’ at the top of your browser window and select the ‘Preferences’ option
  2. Click on ‘Security’ then ‘Accept cookies’
  3. Select the ‘Only from site you navigate to’
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