2.1 Who We Are?

1) HAM Associates is an ergonomics and human factors design consultancy. We are involved in the design of critical control centres and have worked on a range of projects in railways, emergency services, marine, utilities and process control. Our head office is Southbank House, Black Prince Road, London SE1 7SJ.

2) HAM carry out legitimate marketing activities to communicate the need for ergonomics design and human factors input into critical control environments to help improve staff comfort and performance, reducing the risk of fatigue and human error. We want to sell our consultancy services and continue to serve project teams and staff helping improve their operational environment. We aim to make contact with relevant individuals who are engaged in the operation and development of these facilities and this will require us to capture and process personal data.

3) HAM Associates respect an individual’s right to privacy and this document sets out how we intend to use personal information as part of our compliance to the General Data Protection Regulations (GDPR) 2018 and Data protection act DPA (1998). We understand that personal information means any data that will allow an individual to be identified from the data either on its own or in combination with other data. This privacy notice will be updated in the future and we will always make sure that any update is presented on our website.

4) HAM Associates are a ‘data controller’ according to the GDPR regulations. HAM use the Dotmailer platform to support direct marketing activities. Dotmailer are a well-established online marketing company, with appropriate security measures in place to protect data. Dotmailer are our ‘data processor’ according to the GDPR regulations for all HAM direct marketing and information campaigns.

5) HAM Associates are also a ‘data controller’ and ‘data processor’ for clients who decide to contract ergonomics design services. HAM Associates will store your data in relation to projects that they may be working on in relation to on-going project work. HAM may also use the Dotmailer platform to communicate with stakeholders on a project, for instance capturing project data or opinions or circulating relevant documentation.

2.2 The Lawful Basis For Processing Personal Data

1) The lawful bases for processing are set out in Article 6 of the GDPR. HAM Associates consider that they process data under two different bases according to the GDPR;

(a) Consent: the individual has given clear consent for you to process their personal data for a specific purpose. This relates to HAM marketing, communication and information activities.

(b) Contract: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract. This not only relates to HAM consultancy activities but also in discussion with companies and individuals who are supplying goods and services to HAM.

2) It may well be that during the course of fulfilling a contractual agreement we ask for your consent to continue sending ergonomics design and human factors information for marketing, communication and information purposes.

2.3 How We Capture Information?

1) During the course of fulfilling a ‘contractual’ agreement we are often given information on project team members and their contact details. If we are in discussion with you because you are providing goods and services to HAM we will also collect data on individuals who we speak to from your organisation and also notes on conversations.

2) We might also capture your information from exhibitions or events that we attend or run by asking you to fill in your contact details on a data capture and consent form. Your details may have been passed to us by someone who feels that our services may be needed on a project.

2.4 The Information we Process and How We Use It

1) During the course of fulfilling a ‘contractual’ agreement we are likely to capture the following information;

Names of individuals, stakeholders and staff working on a project in a professional capacity

Information about job roles and titles and position in the organisation

Telephone numbers and email addresses to support contact to discuss project work

Opinions about project work and design concepts to help finalise and agree the solution

• Photographic and video pictures and images of individuals, stakeholders and staff working on a project in a professional capacity

Emails and written documents that are provided to us during the course of a project and documents that HAM have produced in response to fulfilling a brief or contract.

Notes on conversations will also be made, captured and stored.

3) During the course of fulfilling a ‘contractual’ agreement, information is likely to be captured during discussions with project stakeholders. The information may be sent to us via email or written paper documentation and will all be captured and stored in HAM computer systems and or Dotmailer online marketing platform. This will allow us to work as part of a project team and ensure that stakeholders are kept informed of activities we are running to delivery ergonomics design or human factors work packages.

4) If we gain your ‘consent’ to send ergonomics and human factors marketing information to you, we are likely to capture the following information about you;

Name and info about your job role, titles and position in the organisation you represent.

Telephone numbers and email addresses.

Opinions about planned project work and scope for ergonomics and human factors input.

Notes on conversations that may help us plan the services that we may offer you.

Information on your interaction with email campaigns sent through to you.

5) If we gain your ‘consent’ to send ergonomics and human factors marketing information to you, we will use your data to send targetted information that we feel is relevant to you and the work that you do. We will not sell, share or pass on your details to other parties and will only use this information to maintain contact with you as part of HAM marketing activities.

2.4 How Long will We Keep Your Data?

1) During the course of fulfilling a ‘contractual’ agreement we will need to hold your personal information for up to 10 years in our data base. This allows us to keep records of discussions and notes that we made to agree on concept ergonomics design solutions. Your data might also be contained in ergonomics design reports and other documentation that may be permanently stored in a PDF or paper format. If you are a supplying HAM with goods and services and we capture personal data, we will aim to keep this information for up to 10 years after the contract or services stop.

2) If we gain your ‘consent’ to send ergonomics and human factors marketing information to you we will keep your data until you request that we remove it from our secure data processing platform. If at anytime you want us to stop sending you information there will be a clear unsubscribe button at the bottom of the list. This will surpress your data and stop the data processing platform including you in on-going mailshots. If you want your data to actually be removed then please make contact with us as outlined in section 2.5 below and we will be able to arrange for your data to be deleted.

2.5 Your Rights

1) Under GDPR you have a number of important rights.

The right to be informed

The right of access

The right to rectification

• The right to erasure

The right to restrict·processing

The right to data portability

The right to object

Rights in relation to automated decision making and profiling.

3) If you would like more information about these rights please go to the Information Commissioner’s Office Website ico.org.uk and refer to guidance on the new GDPR. If you would like to exercise any of these rights with HAM, please go to our website www.ham.co.uk and make contact with us and we will be able to respond to your requests. We will need to have proof of identification to facilitate the above.

2.6 Security Of Your Data.

1) We have appropriate security measures in place to prevent personal information from being accidentally lost, used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

2.7 Your Right To Complain.

1) HAM aim to comply with GDPR and welcome any comments you may have on our GDPR policy or the use of your personal data. Please contact us directly about any concerns you may have and we will do our best to resolve any issues.

2) GDPR gives you the right to make a complaint about the way we are handling your data and this can be done in the UK by contracting the Information Commissioner by logging onto their website https://ico.org.uk/concerns/


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