Privacy Notice

INTRODUCTION

This privacy notice is for the processing of personal information obtained for Landmarc’s requirements as a Data Controller on behalf of DIO as a Data Processor. It includes the use of this website: www.landmarcsolutions.com.  

The purpose of this notice is to explain to you how we control, process, handle and protect your personal information, including your rights under current laws and regulations. If you do not agree to the following policy you may wish to cease viewing/using this website. 

We are committed to safeguarding the privacy of Landmarc’s website visitors. This notice applies where we act as a data controller with respect to the personal data on Landmarc’s website, in other words, where we determine the purposes and means of processing that personal data.

For more information regarding Landmarc Support Services and GDPR, please email [email protected]. 

For personal information held by our Data Controller, please email [email protected]. 

KEY DEFINITIONS

• “I”, “our”, “us”, or “we” refer to the business, [Business name & other trading names].
• “you”, “the user” refer to the person(s) using this website.
• GDPR means the General Data Protection Act.
• ICO means Information Commissioner’s Office.
• Cookies are small files stored on a user’s computer or device.
• “Personal data” is defined in Article 4(1) of the GDPR: “(1) ‘personal data’ means any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.”

INFORMATION YOU MAY PROVIDE

You may give us information about you by filling out forms on our website or by corresponding with us by phone, e-mail, or otherwise electronic or hard-formatted methods. The information you give us may include the following Categories of personal information and special Categories of personal information:

• Internal—Authenticating: Information used to authenticate an individual with something they know, such as Passwords, PINs, Mothers’ maiden names, etc.
• Internal – Preference: Information about an individual’s preferences or interests such as: Opinions, intentions, interests, likes, dislikes, etc.
• External—Identifying: Information that uniquely or semi-uniquely identifies a specific individual, such as Name, user name, unique identifier, pictures, biometric data, etc.
• External – Ethnicity: Information that describes an individual’s origins and lineage, such as Race, national or ethnic origin, languages spoken, dialects, accents, etc.
• External – Sexual: Information that describes an individual’s sexual life, such as Gender identity, preferences, proclivities, fetishes, history, etc.
• External – Behavioural: Information that describes an individual’s behaviour or activity, online or offline, such as browsing behaviour, call logs, clicking links, etc.
• External – Demographic: Information that describes an individual’s characteristics shared with others, such as Age ranges, physical traits, income brackets, geography, etc.
• External – Medical and Health: Information that describes an individual’s health, medical conditions or health care, such as Physical or mental health, drug test results, disabilities, health records, etc.
• External – Physical Characteristic: Information that describes an individual’s physical characteristics such as Height, weight, age, hair colour, skin tone, tattoos, gender, etc.
• Financial – Accounts: Information that describes an individual’s financial account, such as Credit Card Number, Bank account, etc.
• Financial  Ownership: Information about things an individual has owned, rented, or borrowed, such as Cars, Houses, personal possessions, etc.
• Financial—Transactional: Information that describes an individual’s financial account, such as a credit Card Number or bank account.
• Financial – Credit: Information about an individual’s reputation about money, such as Credit records, Credit rating, credit capacity, etc.
• Social – Professional: Information about an individual’s education or professional career, such as: Job titles, salary, work history, school history, employment history, references, certification, disciplinary actions etc.
• Social – Criminal: Information about an individual’s criminal activity such as: Convictions, charges, criminal records etc.
• Social – Public Life: Information about an individual’s public life, such as Character, social status, marital status, religion, political affiliations, etc.
•  Social Network – Information about an individual’s friends and social connections, such as Friends, connections, acquaintances, group membership, etc.
• Social – Family: Information about an individual’s family and relationships such as: Family structure, siblings, offspring, marriages, divorces, relationships, etc.
• Social Communication: Information communication from or to an individual through telephone recordings, voice mail, email, etc.
• Tracking – Computer Device: Information about a device that an individual’s user uses for personal information such as IP Address, browser history, etc.
• Tracking—Contact: Information that provides a mechanism for contacting an individual, such as an email Address, Physical Address, Telephone Number, etc.
• Tracking—Location: Information about an individual’s Location, such as Country, GPS locations, building numbers, room numbers, etc.

INFORMATION WE COLLECT ABOUT YOU

With regards to each of your visits to our website, we may automatically collect the following information; 

Technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;

This includes information about your visit, including the full Uniform Resource Locators (URL) clickstream to, though, and from our website (including date and time), page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page.

PROCESSING OF YOUR PERSONAL DATA

Under the GDPR (General Data Protection Regulation), we control and/or process any personal information about you electronically using the following lawful bases.

LAWFUL BASIS FOR PROCESSING PERSONAL INFORMATION

• Contractual – all necessary requirements for provisioning services for you – Article 6 (1)(b)
• Legal Obligation – Statutory reporting including financial, Health and Safety, employee, and crime management purposed – Article 6 (1)(c)
• Legitimate Interests – where processing is necessary to fulfil business requirements while having a minimal privacy impact – Article 6 (1)(f)
• If, as determined by us, the lawful basis upon which we process your personal information changes, we will notify you about the change and any new lawful basis to be used if required. We shall stop processing your personal information if the lawful basis is no longer relevant.

THE REASON WE USE THIS BASIS

• To provide you with information about other services we offer that are similar to those that you have already enquired about;
• To ensure that content from our website is presented most effectively for you and your computer.
• Data will be retained in accordance required regulations. 
• We process your information in the following ways:
  • To administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
  • To improve our website to ensure that content is presented in the most effective manner for you and for your computer
  • As part of our efforts to keep our website safe and secure.

WHERE WE STORE YOUR PERSONAL DATA

Your personal data will be held securely in accordance with our internal security policy, contractual obligations and the law. If we intend to transfer your data outside the European Economic Area (EEA), we will always obtain your consent first.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk.

YOUR INDIVIDUAL RIGHTS

Under the GDPR, your rights are as follows. You can read more about your rights in detail by clicking here;

• The Right to be informed – this covers the data we hold on you and how it is processed.
• The Right of Access—GDPR Articles 1 15 and Recital 63 provide for a Subject Access Request (SAR). We will provide confirmation that data is being processed, access to their personal data, and other supplementary information. This will be provided free of charge within one month of proof of a valid request.
• The Right to rectification – request inaccurate personal data rectified or completed if it is incomplete. This request can be made verbally or in writing. This will be actioned within one calendar month.
• The Right to erasure (right to be forgotten) – Individuals can make a request for erasure verbally or in writing. All requests will be actioned within one calendar month but the right is not absolute and only applies in certain circumstances.
• The Right to restrict processing—this right is not absolute and only applies in certain circumstances. We may still store the personal data but not use it. The request can be made verbally or in writing, and we will respond within one calendar month.
• The Right to object includes processing based on legitimate interests or direct marketing.
• The Right to Data Portability.
• The Rights in relation to automated decision making and profiling.

You also have the right to complain to the ICO if you feel there is a problem with the way we are handling your data.

We handle subject access requests in accordance with the GDPR. No fee required – with some exceptions you will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may be charge a reasonable admin fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

For more information regarding Landmarc Support Services and GDPR, please email [email protected]. 

For personal information held by our Data Controller, please email [email protected]. 

WHAT WE MAY NEED FROM YOU

We may request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response. 

Time limit to respond: We try to respond to all legitimate requests within one month. Occasionally, it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

INTERNET COOKIES

Please refer to our Cookie Statement for more information.

DATA SECURITY AND PROTECTION

Additional information for employee’s

SHARING YOUR INFORMATION

We may share your personal information with any member of our group, including our subsidiaries, as defined in section 1159 of the UK Companies Act 2006. 

If we are under a duty to disclose or share your personal data in order to comply with any legal obligation.

Occupational Health

Landmarc Support Services are required to ensure our staff work safely. One of the ways we meet this legal obligation is through Occupational Health Screening, and to facilitate this, Landmarc will share specific personal information with our Occupational Health provider – LATUS group. For details regarding Latus Group use of personal information please see: Privacy Policy – LATUS Group

For more information regarding GDPR and Occupational Health please see “Latus Group Consent form” located within the HR business area.

Benefits

As an employer, Landmarc aims to offer competitive terms and conditions of employment and the satisfaction of working in a challenging and exciting environment.  We do our best to make the most of your talents and reward you accordingly.

​All of our benefits are also listed on Landmarc Connect, our employee communication platform.  Details of how to access Landmarc Connect can be found on this poster​.

Printable Version: Landmarc Benefits Booklet.pdf​ 

Landmarc may share personal information with these third parties. Employees are required to opt in for these benefits using consent. Please note that an alternative legal basis, such as legal requirements, may be used where more appropriate.

VEHICLE TRACKING

INFORMATION SECURITY

DATA PROTECTION OFFICER

LANDMARC SUPPORT SERVICES COMPLIANCE STATEMENT

Introduction

The EU General Data Protection Regulation (“GDPR”) came into force across the European Union on 25 May 2018 and brings with it the most significant changes to data protection law in two decades. Based on privacy by design and a risk-based approach, the GDPR has been designed to meet the requirements of the digital age.

The 21st Century brings with it broader use of technology, new definitions of what constitutes personal data, and a vast increase in cross-border processing. The new Regulation aims to standardise data protection laws and processing across the EU; affording individuals more substantial, more consistent rights to access and control their personal information.

This document outlines some of the steps we have taken to comply with the EU General Data Protection Regulations (GDPR).

Our commitment

Landmarc Support Services already has consistent data protection and security levels across our organisation. However, we aim to be fully compliant with the GDPR. Our preparation includes:

• Information Audit – (Personal Information Inventory) carrying out a company-wide information audit to identify and assess what personal information we hold, where it comes from, how and why it is processed and if and to whom it is disclosed.
• Policies & Procedures – Revising/implementing new data protection policies and procedures to meet the requirements and standards of the GDPR and any relevant data protection laws, including:
  • Data Protection – our main policy and procedure document for data protection has been overhauled to meet the standards and requirements of the GDPR. Accountability and governance measures are in place to ensure that we understand and adequately disseminate and evidence our obligations and responsibilities; with a dedicated focus on privacy by design and the rights of individuals.
  • Data Retention & Erasure – we are implementing and updating our retention policy and schedule to ensure that we meet the ‘data minimisation’ and ‘storage limitation’ principles and that personal information is stored, archived and destroyed compliantly and ethically. We have dedicated erasure procedures in place to meet the new ‘Right to Erasure’ obligation and are aware of when this and other data subject’s rights apply; along with any exemptions, response timeframes and notification responsibilities.

As stated above, and as required by law, Landmarc shall not retain any personal data for any longer than is necessary in light of the purpose(s) for which that data is collected, held, and processed.

Different types of personal data used for other purposes will be retained for different periods (and its retention periodically reviewed).

When establishing and/or reviewing retention periods, the following shall be taken into account:

• The objectives and requirements of Landmarc;
• The type of personal data in question;
• The purpose(s) for which the data in question is collected, held, and processed;
• Landmarc’s legal basis for collecting, holding, and processing that data;
• The category or categories of data subject to whom the data relates;

If a precise retention period cannot be fixed for a particular type of data, criteria shall be established by which the retention of the data will be determined, thereby ensuring that the data in question, and the retention of that data, can be regularly reviewed against those criteria.

Certain personal data may be deleted or otherwise disposed of prior to the expiry of its defined retention period when a decision is made within Landmarc to do so (whether in response to a request by a data subject or otherwise).

In limited circumstances, retaining personal data for extended periods may also be necessary. Such retention is for archiving purposes in the public interest, scientific or historical research purposes, or statistical purposes. All such retention will be subject to the implementation of appropriate technical and organisational measures to protect the rights and freedoms of data subjects, as required by the GDPR.

Information security and technical and organisational measures

Landmarc Support Services takes the privacy and security of individuals and their personal information very seriously and takes every reasonable measure and precaution to protect and secure the personal data that we process. We have robust information security policies and procedures in place to protect personal information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures, including: 

• access controls
• password policy
• encryptions
• pseudonymisation
• restriction
• IT
• Authentication
• IT Security: IS1 and IS2 risk treatment methodology.

Training and Awareness

We are taking measures to ensure that individuals and teams within Landmarc Support Services are appropriately trained and aware of GDPR.

We have done so through ” Workplace Talks” training and presentations and mandatory training through TLH.

Changes to this document

Any changes we make to this document in the future will be posted on this page and, where appropriate, notified to you. Please check back frequently to see any updates or changes.

Contact

Questions, comments and requests regarding this should be addressed to Landmarc Support Services Ltd. Building 150, Westdown Camp, Tilshead, Salisbury, Wiltshire, SP3 4RS or by emailing [email protected].

Whistle-blowing Policy

Landmarc Support Services is committed to a free and open culture when dealings with its employees, customers, suppliers, and all those with whom the Company engages in business relations. 

For more information, please email:

External Customers: [email protected]

For Internal Customers: [email protected]

Last modified: 02/2025

Security and Data Protection Manager