1. Introduction

2. The information we collect on our website

3. How we use your information

4. Who we might share your information with

5. How we keeping you updated on our business, products and services

6. Your rights over your information

7. How long we keep your information for

8. Your data and Social Networks

9. Security

10. How to contact us

JMS is a trading name of JMS Engineers Consulting Group Ltd who are registered in England & Wales No. 09119667. We are committed to protecting the privacy and security of your personal information. We take care to protect the privacy of our customers and users of our products and or services that communicate (online or offline) with us, over the phone, through our mobile applications, websites and social media platforms.

We have therefore developed this privacy policy to inform you of the data we collect, what we do with your information, what we do to keep it secure as well as the rights and choices you have over your personal information.

We only collect information that we know we will genuinely use and in accordance with the General Data Protection Regulation (GDPR). The type of information that we will collect on you, and you voluntarily provide to us on this website includes:

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• Your full name

• Your address

• The name of your company

• Your telephone number(s)

• Your Email address

• Your IP address at the time

• The time and date of when you submitted information

• The corresponding statement that you consented to
  
  We may, in further dealings with you, extend this information to include services used, and  records of conversations and agreements and payment transactions etc.

• You are under no statutory or contractual requirement or obligation to provide us with your personal information; however we require at least the information above in order for us to deal with you as a prospect or customer in an efficient and effective manner.

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• The legal basis for processing your data is based on your specific consent or performance of a contract or compliance with a legal obligation that we will have requested or stated at the point the information was initially provided, therefore we will not store, process or transfer your data outside the parties detailed above unless we have an appropriate lawful reason to do so.

The primary instance where our website will ask you for personally identifiable information is our contact form. The contact form specifically, is integrated with our website. Upon completing your information, you will be asked to consent to our data processing policy which is outlined within this document.

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Once submitted, your information will be processed and forwarded to us within a single email sent by the website application. Your information will also be stored within the website application’s database.

This website uses the HubSpot – an inbound marketing and sales platform to customise content to visitors and adapt how we communicate with them.

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HubSpot uses cookies (which are detailed below) and pixel tags to analyse your use of our website. This anonymous information is transferred to and stored in a HubSpot server in the USA. You can learn more about HubSpot’s privacy practices by reading their privacy policy.

• To contact you, following your enquiry, reply to any questions, suggestions, issues or complaints you have contacted us about;

• Make available our products and services to you;

• Take payment from you or give you a refund;

• For statistical analysis and to get feedback from you about our  website and other services and activities.

• To power our security measures and services so you can safely access our website and mobile apps;

• Help answer your questions and solve any issues you have.

We may share your personal data with other organisations in the following circumstances:

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• If the law or a public authority says we must share the personal data;

• If we need to share personal data in order to establish, exercise or defend our legal rights (this includes providing personal data to others for the purposes of preventing fraud and reducing credit risk); or

• From time to time, employ the services of other parties for dealing with certain processes necessary for the operation of the Website. However, all the information we share will be collected and anonymised, so neither you nor any of your devices can be identified from it.

Email Marketing
 
From time to time we may send you news about our business and services by email, but only if you have consented to receive these marketing communications.

When interacting with our website, you may be asked if you’d like to sign-up to receive our email marketing communications and will you be asked explicitly to opt-in to receiving these.

You can change your Email Marketing subscription anytime by editing your preferences or unsubscribing altogether via the link at the bottom of any of our email marketing communications or by contacting us via the details at the end of this policy.

Right to Access Your Personal Information

You have the right to access the personal information that we hold about you in many circumstances, by making a request. This is sometimes termed ‘Subject Access Request’. If we agree that we are obliged to provide personal information to you (or someone else on your behalf), we will provide it to you or them free of charge and aim to do so within 30 days from when your identity has been confirmed. We would ask for proof of identity and sufficient information about your interactions with us that we can locate your personal information.

Right to Correction of Your Personal Data

If any of the personal information we hold about you is inaccurate or out of date, you may ask us to correct it.

Right to Stop or Limit Our Processing of Your Data

You have the right to object to us processing your personal information if we are not entitled to use it any more, to have your information deleted if we are keeping it too long or have its processing restricted in certain circumstances.

For more information about your privacy rights

The Information Commissioner’s Office (ICO) regulates data protection and privacy matters in the UK. They make a lot of information accessible to consumers on their website and they ensure that the registered details of all data controllers such as ourselves are available publicly.
You can make a complaint to the ICO at any time about the way we use your information. However, we hope that you would consider raising any issue or complaint you have with us first. Your satisfaction is extremely important to us, and we will always do our very best to solve any problems you may have.
If you would like to exercise any of these above rights, please contact us via the details listed at the very end of this policy.

We retain a record of your personal information in order to provide you with a high quality and consistent service. We will always retain your personal information in accordance with the General Data Protection Regulation (GDPR) and never retain your information for longer than is necessary. Unless otherwise required by law, your data will be stored for a period of 2 years at which point it will be permanently deleted and therefore unretrievable.

When using this website, you may be able to share information through social networks like Facebook and Twitter. For example, when you ‘like’, ‘share’ or review our Services. When doing this, your personal information may be visible to the providers of those social networks and/or their other users. Please remember it is your responsibility to set appropriate privacy settings on your social network accounts so you are comfortable with how your information is used and shared on them.

Data security is of great importance to JMS and to protect your data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure your collected data.  

We take security measures to protect your information including:

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Physical & Managerial Security Procedures

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• Limiting access to our buildings to those that we believe are entitled to be there (by use of passes, key card access and other related technologies);

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• Implementing access controls to our information technology

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• We use appropriate procedures and technical security measures (including strict encryption, anonymisation and archiving techniques) to safeguard your information across all our computer systems, networks, offices and stores.

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• Never asking you to disclose your own passwords,

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• Advising you never to enter your account number or password into an email or after following a link from an email.

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Website Application and Hosting Security Procedures

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• HTTPS – This website is secured via Hyper Text Transfer Protocol Secure (HTTPS). It means all communications between your browser and this website are securely encrypted. This means that even if somebody managed to intercept the connection, they would not be able to decrypt any of the data which passes between you and the website.

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• Secure Update Process – Inline with the security processes of our website development partner agency, this website application’s code-base is administered and updated via a password and FTP free process. All code-changes are deployed via a secure process that does not rely on the storage and visible access of passwords.

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• Two Factor Authentication – Where possible, the administration interface to this website application and any personally identifiable information herein, is secured behind a two factor authentication login to all staff who have access to it. Additionally, our website development agency can only access the same interface via their secure Google GSuite accounts and hold no password records for accessing the platform at super-admin level.

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• Web Application Maintenance – Our organisation, working in collaboration with our website development agency, regularly monitor the security of this website and consistently update the core CMS platform and supporting extensions and plugins.
   

• PCI-DSS Compliant Server – Our website application is hosted and operations on a PCI-DSS compliant server independently certified by Security Metrics. The Payment Card Industry Data Security Standard (PCI DSS) applies to companies of any size that accept credit card payments.
   

• Cloudflare – Our website’s DNS is managed through CloudFlare who provide our content delivery network (CDN), DDoS attack mitigation, Internet security and distributed domain name server services..

If you would like to exercise one of your rights as set out earlier in this policy, or you have a question or a complaint about this policy, the way your personal information is processed, please contact us by one of the following means:

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Assigned Data Protection Officer: Joseph Staines, Head of Finance
By email: jstaines@jmsengineers.co.uk
By post: Unit 27 Brightwell Barns, Waldringfield Road, Brightwell, Suffolk IP10 0BJ

Thank you for taking the time to read our Privacy Policy.

JMS Group Ltd

This Policy was last updated on 1st October 2024.