Website Usage Terms and Conditions

Welcome to our website. If you continue to browse and use this website, you are agreeing to comply with and be bound by the following terms and conditions of use, which together with our privacy policy govern NCI Resources Ltd’s relationship with you in relation to this website. If you disagree with any part of these terms and conditions, please do not use our website.

The term ‘NCI Resources Ltd’ or ‘us’ or ‘we’ refers to the owner of the website whose registered office is The New Stables,
Cams Hall Estate, Fareham, Hampshire, PO16 8UT. Our company registration number is 3342408 registered in England and Wales. The term ‘you’ refers to the user or viewer of our website.

The use of this website is subject to the following terms of use:

  • The content of the pages of this website is for your general information and use only. It is subject to change without notice.
  • This website uses cookies to monitor browsing preferences. If you do allow cookies to be used, the following personal information may be stored by us for use by third parties: IP address, IP address geolocation, browser, pages visited.
  • Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose. You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.
  • Your use of any information or materials on this website is entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through this website meet your specific requirements.
  • This website contains material which is owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these terms and conditions.
  • All trademarks reproduced in this website, which are not the property of, or licensed to the operator, are acknowledged on the website.
  • Unauthorised use of this website may give rise to a claim for damages and/or be a criminal offence.
  • From time to time, this website may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of the linked website(s).
  • Your use of this website and any dispute arising out of such use of the website is subject to the laws of England, Northern Ireland, Scotland and Wales.

Website Disclaimer

The information contained in this website is for general information purposes only. The information is provided by NCI Resources Ltd and while we endeavour to keep the information up to date and correct, we make no representations or warranties of any kind, express or implied, about the completeness, accuracy, reliability, suitability or availability with respect to the website or the information, products, services, or related graphics contained on the website for any purpose. Any reliance you place on such information is therefore strictly at your own risk.

In no event will we be liable for any loss or damage including without limitation, indirect or consequential loss or damage, or any loss or damage whatsoever arising from loss of data or profits arising out of, or in connection with, the use of this website.

Through this website you are able to link to other websites which are not under the control of NCI Resources Ltd. We have no control over the nature, content and availability of those sites. The inclusion of any links does not necessarily imply a recommendation or endorse the views expressed within them.

Every effort is made to keep the website up and running smoothly. However, NCI Resources Ltd takes no responsibility for, and will not be liable for, the website being temporarily unavailable due to technical issues beyond our control.

NCI Privacy Notice

Contents

NCI Privacy Notice. 1

Purpose of this Notice. 1

Identity of the Data Protection Officer and UK Regulator. 1

Identity of the Data Controller. 2

What information do we collect?.. 2

How do we collect personal data. 2

Cookies. 3

On which basis does NCI process personal data?.. 3

Who has access to data?.. 3

How does the NCI protect your data?.. 3

For how long does NCI keep data?.. 4

Your rights. 7

What if you do not provide personal data?.. 7

Automated decision-making.. 7

Version Control 8

 

 

Purpose of this Notice

 

This notice sets out how NCI will handle personal data that is obtained during the course of our business activities. Should you have any queries about the content of this notice, please contact us at The New Stables, Cams Hall Estate, Fareham, PO16 8UT

 

Identity of the Data Protection Officer and UK Regulator

 

Should you have any concerns about the processing of your data please contact the Data Protection Officer at The New Stables, Cams Hall Estate, Fareham, PO16 8UT or you may write to:

 

Data Protection Officer

The New Stables, Cams Hall Estate, Fareham, PO16 8UT

 

The UK information Commissioners Office is the supervisory authority for all matters concerning the processing of your personal data within NCI where our Head Office is located. If you have any concerns regarding the processing of your data you may contact the Information Commissioners Office (ICO) by writing to the address below. You should usually have exhausted our internal review procedures in the first instance.

 

Information Commissioners Office

Wycliffe House

Water Lane

Wilmslow

SK9 5AF

 

Identity of the Data Controller

NCI is a Data Controller. It is the body responsible for determining the means and purposes of processing your personal data. NCI collects and processes personal data relating to document collection, process service, and short term loans. NCI is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information do we collect?

NCI collects and processes a range of information about you. This includes:

  • your name, address and contact details, including email address and telephone number, date of birth and gender;
  • the terms and conditions of your employment;
  • details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and with the organisation;
  • information about your remuneration, including entitlement to allowances and benefits such as pensions;
  • details of your bank account and national insurance number;
  • information about your marital status, next of kin, dependants and emergency contacts;
  • information about your nationality and entitlement to work in the UK;
  • details of your schedule (days of work and working hours) and attendance at work;
  • details of periods of leave taken by you, including holiday, sickness absence, family leave and special leave, and the reasons for the leave;
  • details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence;
  • assessments of your performance, including appraisals, performance reviews and ratings, performance development plans, training you have participated in, performance improvement plans and related correspondence;
  • information about medical or health conditions, including whether or not you have a disability for which the organisation needs to make reasonable adjustments;
  • details of trade union membership

How do we collect personal data

NCI collects personal data in a variety of ways. For example, data is collected through application forms or CVs; obtained from your passport or other identity documents such as your driving licence; from forms completed by you at the start of or during employment (such as life assurance benefit nomination forms); from correspondence with you; or through interviews, meetings or other assessments.

In a limited number of cases, NCI collects personal data about you from third parties, such as references supplied by former employers.

Data is stored in a range of different places, including in secure lockable filing cabinets for hardcopy documentation and other secure and encrypted IT systems.

Cookies

Cookies are text files that are placed on your computer by websites that you visit. They are used to make websites work more efficiently as well as to provide website owners with information. When accessing our site you will be asked to agree to the use of cookies. If you decide that you do not agree, some areas of the site may be inaccessible to you. For more details about the types of cookies we use, please refer to our cookies policy.

On which basis does NCI process personal data?

NCI needs to process data to enter into a contract with you and to meet its obligations under that employment contract. For example, it needs to process your data to provide you with an employment contract, to pay you in accordance with your employment contract and to administer benefit and pension benefits.

In some cases, NCI needs to process data to ensure that it is complying with its legal obligations. For example, the organisation is required to check an employee’s entitlement to work in the UK, to deduct tax, to comply with health and safety laws and to enable employees to take periods of leave to which they are entitled.

In other cases, NCI has a legitimate interest in processing personal data. NCI has a legitimate interest to process data where it is necessary for the following purposes:

  • Maintaining business contacts.
  • Provide reports in respect to litigation and loan applications.
  • Collecting and certify ID.
  • Serving legal process.

Where NCI relies on legitimate interests as a reason for processing personal data, it has considered whether or not those interests are overridden by the rights and freedoms of the data subjects and has concluded that they are not.

Who has access to data?

Your information will be shared internally, including with members of the HR and payroll teams, your line manager, managers in the business area in which you work and IT staff if access to the data is necessary for performance of their roles.

NCI shares your data with third parties in order to obtain pre-employment references from other employers.

The Commission also shares your data with third parties that process data on its behalf. In those circumstances the data will be subject to confidentiality arrangements.

How does the NCI protect your data?

NCI has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees or contracted third party data processors in the performance of their duties.

Where the organisation engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of your personal data.

For how long does NCI keep data?

The periods for which your data is held are set out in the NCI’s retention schedule.

General business communications will be retained for a period of two years from the date of receipt.

Documents that relate to legal advice will be held for a minimum of 12 years after the case has been decided.

Financial records will be held for a minimum period of 7 years from the end of the current financial year to which they relate

Documents such as your employment contract, including personnel and training records, written particulars of employment and changes to terms and conditions will be retained for a maximum period of 6 years from the date that your employment ceases unless there is a requirement to keep your record for a longer duration such as for the purposes of administering pensions or in the case of exposure to potentially hazardous chemicals or working conditions.

  1. ACCOUNTING AND FINANCE

 

Record Type Management Period
Accounting records including invoices issued and received, cashbook including details of receipts and payments, journals, payroll records and staff expense claims

 

6 years from the accounting period year they relate to
Annual Audit Reports and Financial    Statements

 

Permanent

 

 

Annual Audit Records, including work papers and other documents that relate to the audit 6 years after completion of audit

 

Bank Statements 6 years

 

  1. CONTRACTS & CORRESPONDENCE

 

Record Type Management Period
Contracts and related correspondence

 

 

 

On  termination or expiry of the Contract unless specifically directed to the contrary

 

Audit and compliance records On  termination or expiry of the Contract unless specifically directed to the contrary

 

 

 

  1. ELECTRONIC DOCUMENTS

 

Record Type Management Period
Email  

Archived after 6 months and deleted after 2 years

Electronic Documents

 

 

 

 

 

Files should be archived after 12 months from the last modified date. Archived Files should be deleted after a further 12 months if no changes have been made to the file, in total 2 years

Web Page Files No management period required.

 

 

  1. INSURANCE RECORDS

 

Record Type Management Period
Policies and related correspondence 6 years after termination or expiry of the Policy unless specifically directed to the contrary

 

Certificate of Employers Liability Permanent

 

  1. MISCELLANEOUS

 

Record Type Management Period
Procedure Manuals Current version only with revision history
Regulatory risk and enforcement records 6 years
Fraud investigations 6 years

 

 

  1. PAYROLL DOCUMENTS

 

Record Type Management Period
All Payroll Records, including overtime, deductions, starter & leaver information  

6 years from the tax year they relate to or accounting year they relate to whichever is the later

   
  1. PENSION DOCUMENTS

 

General Principle: Pension documents and supporting employee data shall be kept in such a manner that NCI can establish at all times whether or not any pension is payable to any person and if so the amount of such pension.

 

Record Type Management Period
   
Retirement and Pension Records Permanent

 

  1. PERSONNEL RECORDS

 

Record Type Management Period
   
Employee Handbooks Permanent
   
Employee Medical Records Termination + 7 years
 

 

 
Employee Personnel Records (including individual attendance records, application forms, job description, appraisals, test results, training/awareness programmes, refresher training, qualification records) Termination + 7 years

 

 

 

 

   
Employment Contracts – Individual Termination + 7 years
   
Employment Records ‑ Correspondence with Employment Agencies and Advertisements for Job Openings 3 years from date of hiring decision

 

 

   
Employment Records ‑ All Non‑Hired Applicants (including all applications and CV’s ‑ whether solicited or unsolicited, results of post‑offer, results of background investigations, if any, related correspondence) 1 year (4 years if file contains any correspondence which might be construed as an offer)

 

 

 

   
   
  1. CLIENT CONFIDENTIAL DATA

 

Record Type Management Period

 

Instruction record, invoice record, correspondence

 

 

12 months after completion of the instruction, unless specifically directed to the contrary by the Client.
Field Agent paperwork

 

Within 1 month of completion of an instruction by a field agent

 

Complaints correspondence

 

12 months
Telephone call recordings 12 months

 

Your rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require the organisation to change incorrect or incomplete data;
  • require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
  • object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing; and
  • ask the organisation to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the Commissions legitimate grounds for processing data.

What if you do not provide personal data?

You may have some obligations under your employment contract to provide NCI with data. In particular, you are required to report absences from work and may be required to provide information about disciplinary or other matters. You may also have to provide the organisation with data in order to exercise your statutory rights, such as in relation to statutory leave entitlements. Failing to provide the data may mean that you are unable to exercise your statutory rights or provide you with a service that is reliant on the processing of your information.

Certain information, such as contact details, your right to work in the UK and payment details, have to be provided to enable NCI to enter a contract of employment with you. If you do not provide other information, this will hinder the organisation’s ability to administer the rights and obligations arising as a result of the employment relationship efficiently.

Automated decision-making

Employment decisions within NCI are not based solely on automated decision-making.