This Privacy Notice applies to personal data collected through our website https://www.newenergypartnership.com when you visit the website or if you apply for a job with us.
This Privacy Notice is provided by New Energy Partnership Limited (‘New Energy Partnership’, ‘NEP’, ‘we’, ‘our’ or ‘us’). We are committed to respecting your privacy and safeguarding your personal data. We are a ‘data controller’ for the purposes of the Data Protection Act 2018 and UK General Data Protection Regulation (EU) 2016/679 (‘Data Protection Laws’), and we are responsible for, and control, the processing of any personal data you share with us.
We take your privacy very seriously. We ask that you read this Privacy Notice carefully as it contains important information about our processing and your rights.
For information about any issue raised in this Privacy Notice, or if you have any questions about this Privacy Notice regarding: how we handle your personal data, or if you would like to exercise any of your rights, please contact us using the information set out below:
Contact: Operations Manager
Address: New Energy Partnership Limited, Carnoustie House, Kelvin Clouse, Birchwood, Warrington, WA3 7PB
Email: info@newenergypartnership.com
We may change this Privacy Notice from time to time. You should check this Privacy Notice occasionally to ensure you are aware of the most recent version that will apply each time you access this website. Any changes to this Privacy Notice will be publicised on our website.
Current version: v1.1 – 11 July 2023
Please familiarise yourself with the following words and phrases as they have particular meanings in the Data Protection Laws and are used throughout this Privacy Notice:
| Term | Defination |
|---|---|
| Controller | This means any person who determines the purposes for which, and the manner in which, any personal data is processed. |
| Criminal offence data | This means any information relating to criminal convictions and offences committed or allegedly committed. |
| Data Protection Laws | This means the laws which govern the handling of personal data. This includes the Data Protection Act 2018, UK General Data Protection Regulation and further laws and statutory instruments relating to such regulations from time to time. |
| Data subject | The person to whom the personal data relates. |
| ICO | This means the UK Information Commissioner’s Office which is responsible for implementing, overseeing and enforcing the Data Protection Laws. |
| Personal information/data | This means any information from which an individual can be identified. This will include information such as telephone numbers, names, addresses, e-mail addresses, photographs and voice recordings. It will also include expressions of opinion and indications of intentions about data subjects (and their own expressions of opinion/intentions). It will also cover information, which on its own does not identify someone but which would identify them if put together with other information, which we have or are likely to have in the future |
| Processing | This covers virtually anything anyone can do with personal data, including: · obtaining, recording, retrieving, consulting or holding it; · organising, adapting or altering it; · disclosing, disseminating or otherwise making it available; and · aligning, blocking, erasing or destroying it. |
| Processor | This means any person who processes the personal data on behalf of the controller. |
| Special categories of data | This means any information relating to: · racial or ethnic origin; · political opinions; · religious beliefs or beliefs of a similar nature; · trade union membership; · physical or mental health or condition; · sexual life; or · genetic data or biometric data for the purpose of uniquely identifying you. |
1.1 Visitors only: If you are browsing our website, we will not actively collect any personal data. However, we will collect information about usage of the website through cookies. Please see our Cookies Policy at section 10. This information is statistical and aggregated and is not processed for the purpose of understanding your particular usage of the website.
1.2 Information you submit: We process personal information about you (such as your name, address, email address, telephone number and anything else that you provide to us) when you contact us via email.
1.3 Marketing: If you ask to receive marketing emails, we will use your name and email address to send you the material you have requested. You can unsubscribe at any time by contacting us using the details set out in the ‘How to contact us’ section, or clicking the unsubscribe link in the emails that you receive.
2.1 If we deal with you as a prospective employee, we may collect, use, store and transfer different personal information about you during each stage of your job application with us, and in order to prepare for entering into a contract with you. The reasons why we need each category of data are set out in the ‘Why do we need your personal data’ section below.
2.2 If you choose not to provide us with any of these categories of information, your application may be rejected or it could affect our ability to process your application.
2.3 Preapplication:
(a) If you contact us with questions prior to submitting an application for a job, we will keep a record of your name and contact details, as well as details of any questions you have asked.
2.4 If you submit an application or send us a CV:
(a) If you submit an application for a job with us, we will ask you for:
(i) your contact details, including your name, address, e-mail address and telephone number;
(ii) details of your relevant education and employment history;
(iii) details of referees; and
(iv) information for the purposes of Equal Opportunities Monitoring.
(b) If you submit a CV to us and it contains additional information, we will process whatever information you provide in your CV.
2.5 If we make you a conditional offer:
(a) If we make you a conditional offer of employment, we may gather further personal data before deciding whether to make you a final offer, to check:
(i) proof of your identity.
(ii) proof of your qualifications.
(iii) pre-employment health questionnaire.
(iv) credit check (role dependent).
(v) right to work checks.
2.6 If we make and you accept a final offer:
(a) We will require further information from you in order to meet our obligations as an employer, such as your bank details so that we can pay your salary. How we process your information as an employee is set out in our Staff Privacy Notice which you will have access to when you start your employment.
2.7 Personal information provided by third parties:
(a) Most of the personal data we process about you when you apply for a job is information that you give us directly or is generated through the recruitment exercise. However, some information we gather from the third parties below:
(i) recruitment Agency: We fill some of our roles through recruitment agencies. If you apply for a role through them, they will pass us details of your name, contact details, CV, notes from the interview with the agency.
(ii) your former employer and other referees: if you apply for a role with us, we will contact your referees directly using the details you provide in your application, to request a reference.
(iii) home Office: We may, in certain circumstances, need to seek confirmation from the Home Office that you have the right to work in the UK.
3.1 We are allowed to process your personal data on the basis that it is in our legitimate interests to:
(a) Monitor how our website is used in order to improve it. We use aggregated data to do this so it does not impact on your privacy;
(b) Respond to enquiries, complaints and requests for information in relation to our services. We will only use your personal data for this purpose.
(c) Send you material you have requested, using the data you have provided.
3.2 Please be aware that you have the right to object to the processing of your data for any of the legitimate interests identified.
4.1 We may use your personal data for the purposes listed in the table below. We are allowed to do so on certain legal grounds, which are also set out in the table (and which are explained further in the section titled: ‘Legal grounds for processing personal data’).
(a) Personal Data:
| Type of data | Why do we need it? | Legal grounds for processing |
|---|---|---|
| Contact details (name, email address, telephone number, home address) | So that we can contact you about your application for a job with us, and respond to any query you submit to us. | Legitimate interests |
| Education and employment history, and proof of qualifications | So that we can assess your relevant experience and suitability for a job with us, and assess what your training needs would be if you started working for us. | Legitimate interests |
| Information provided by professional and personal referees | So that we can assess your relevant experience and suitability for a job with us. | Legitimate interests |
| Information generated during the recruitment process itself (such as interview notes, psychometric test results and your answers to assessment questions) | So that we can assess your relevant experience and suitability for a job with us. Psychometric tests help us understand your characteristics and working-style preferences. | Legitimate interests |
| Statistical and aggregated information collected on our website using Cookies. | So that we can monitor how our website is used in order to improve it. We use aggregated data to do this so it does not impact your privacy. | Legitimate interests |
| Information provided by data subjects when they contact us (e.g. name, email address, telephone number). | So that we can respond to enquiries, complaints and requests for information in relation to our services. We will only use your personal data for this purpose. | Legitimate interests |
| Marketing related contact information. | So that we can send you material you have requested, using the data you have provided. | Consent |
(b) Special categories of personal data and criminal offences data:
| Type of data | Why do we need it? | Legal grounds for processing |
|---|---|---|
| Identity documents such as a copy of your passport (including information about your national origin) or other right to work documentation | So that we can comply with our obligation to check that our employees have the right to work in the UK. | Necessary for complying with our legal obligations as an employer. |
| Information provided in our Equal Opportunities Monitoring form (such as information about your sexual orientation, racial origin and religion or belief) | In order to promote and monitor diversity in our recruitment process. Information gathered for these purposes will be used anonymously for the purposes of assessing diversity statistics across the organisation, and will not be used as a basis for making any decisions about you. If you choose not to provide this information (or later decide you would like us to delete information you have already provided for this purpose), this will have no bearing on your application or employment with us. | Necessary for reasons of substantial public interest. |
| Information about a disability which may affect the application process. | To make reasonable adjustments to our application process for your disability. | Necessary for complying with our legal obligations as an employer. |
| Pre-employment health data. | To determine whether you are medically able to carry out the work you have been offered, and to assess whether any adjustments are needed to the work environment to enable you to carry out that work. | Necessary for complying with our legal obligations as an employer. Necessary for assessing your working capacity as an employee. |
| Self-declaration of any unspent criminal convictions | To meet our legal obligation to check whether there are any unspent criminal convictions, which would prevent you from working in the role you have applied for. | Necessary for complying with our legal obligations as an employer. |
| Information obtained from the Disclosure and Barring Service | To meet our legal obligation to check whether there are any unspent criminal convictions which would prevent you from working in the role you have applied for. For some roles, we also need to consider any spent criminal convictions. | Necessary for complying with our legal obligations as an employer. |
5.1 We have set out below a description about each of the legal grounds on which we process your personal data.
(a) Reasons for processing your personal data:
(i) necessary for our legitimate interests: We process some personal data if doing so is in our legitimate interests as an operator of a website or an employer. In order to do so, we have considered the impact on your interests and rights, and have put in place appropriate safeguards to ensure that the intrusion on your privacy is reduced as much as possible. You have the right to object to the processing of your personal data on this ground. See section headed ‘Your Rights’ to find out how.
(ii) necessary for the compliance of a legal obligation: We have to process some of your personal data in order to comply with certain legal obligations.
(iii) consent: Sometimes we want to use your personal data in a way that is entirely optional for you. On these occasions, we will ask for your consent to use your information. You can withdraw this consent at any time, and this will not affect your employment with us in any way.
(b) Additional conditions for processing special categories of data, or criminal offences data:
(i) necessary for compliance with our obligations under employment law: We have to process some special categories of data in order to comply with certain of our legal obligations.
(ii) necessary in the substantial public interest: The law allows us to process certain special categories of data where there is a substantial public interest. You have the right to object to the processing of your personal data on this ground. See the section headed ‘Your Rights’ to find out how.
(iii) necessary for the purposes of occupational medicine, including the assessment of your working capacity as an employee: We will process information about your health in order to assess your medical capacity to perform the job you have applied for.
(iv) necessary to establish, exercise or defend legal claims: We may need to process special categories of data in order to exercise our legal rights and bring or defend claims
6.1 We may share your personal data with some of our key service providers acting as our data processors (such as: website hosting platforms, functionality providers, recruitment agencies, legal practices, HR consultants, IT support etc.). We take steps to ensure that our service providers treat your data in accordance with the law, only use it in accordance with our contract with them, and keep it secure.
6.2 If you would like to know the names of the service providers who provide typical services to support our business, please contact us using the details set out in the ‘How to contact us’ section.
6.3 We will also share your personal data with the police, and other law enforcement regulators where we are required to do so by law.
6.4 Transfers of your personal data outside the EEA:
(a) We may need to transfer your personal data to countries which are located outside of the United Kingdom or the European Economic Area, for the purpose of:
(i) sharing central systems across our group of companies; or
(ii) where our service providers are based in another country and provide their services to us from those countries.
(b) Any transfer of your data will be carried out in accordance with the law to safeguard your privacy rights and give you remedies in the unlikely event of a security breach or to any other similar approved mechanisms. If you want to know more about how data is transferred, please contact us using the details set out in the ‘How to contact us’ section.
6.5 How do we keep your personal data secure:
(a) We strive to implement appropriate technical and organisational measures in order to protect your personal data against accidental or unlawful destruction, accidental loss or alteration, unauthorised disclosure or access and any other unlawful forms of processing.
We aim to ensure that the level of security and the measures adopted to protect your personal data are appropriate for the risks presented by the nature and use of your personal data. We follow recognised industry practices for protecting our IT environment and physical facilities.
7.1 Data collected via our website:
| Data we process | How long this will be held for |
|---|---|
| Information from contact forms | Until the enquiry has been completed and no further responses are received for a reasonable period. |
| Marketing requests | Until you tell us that you no longer wish to receive the subscription or marketing material. |
7.2 Data collected via the recruitment process:
| Data we process | How long this will be held for |
|---|---|
| Data collected during the application process (unsuccessful applicants/applicants who do not accept our offer of employment). | For 6 months after the relevant recruitment exercise has ended. This is so that we can: · Identify candidates who apply for multiple roles with us within that time frame; and · Defend any legal claims arising from the recruitment process. If you ask us to do so, we will retain the details of your application for a further 6 months beyond our normal retention period, so that we can proactively contact you should any further potentially suitable vacancies arise. |
| Data collected during the application process (successful applicants). | If your application for a job with us is successful and you start work as our employee, please see the Staff Privacy Notice for details of how long we will retain the data gathered during the recruitment exercise. If you apply for a new role with us when you are already our employee, this Privacy Notice applies in respect of any new information gathered during that application process, and the Staff Privacy Notice continues to apply in respect of any information we already hold by virtue of you being a current employee. |
8.1 As a data subject, you have the following rights under the Data Protection Laws.
(a) The right to object to processing of your personal data;
(b) The right of access to personal data relating to you (known as a data subject access request);
(c) The right to correct any mistakes in your information;
(d) The right to ask us to stop contacting you with direct marketing;
(e) The right to restrict your personal data being processed;
(f) The right to have your personal data ported to another controller;
(g) The right to withdraw your consent; and
(h) The right to erasure.
8.2 The rights are explained in more detail below. If you want to exercise any of your rights,
please contact us using the contact details set out in the ‘How to contact us’ section.
8.3 We will respond to any rights that you exercise within a month of receiving your request, unless the request is particularly complex, in which case we will respond within 3 months.
8.4 Please be aware that there are exceptions and exemptions that apply to some of the rights which we will apply in accordance with the Data Protection Laws.
8.5 Right to object to processing of your personal data:
(a) You may object to us processing your personal data where we rely on a legitimate interest as our legal grounds for processing.
(b) If you object to us processing your personal data we must demonstrate compelling grounds for continuing to do so. We believe we have demonstrated compelling grounds in the section headed ‘Why do we need your personal data’. The key point to note is that without processing your data, we will not know as much about you which could affect our assessment of your suitability for a job with us.
8.6 Right to access personal data relating to you:
(a) You may ask to see what personal data we hold about you and be provided with:
(i) a copy of the personal data
(ii) details of the purpose for which the personal data is being or is to be processed;
(iii) details of the recipients or classes of recipients to whom the personal data is or may be disclosed, including if they are overseas and what protections are used for those oversea transfers;
(iv) the period for which the personal data is held (or the criteria we use to determine how long it is held);
(v) any information available about the source of that data; and
(vi) whether we carry out an automated decision-making, or profiling, and where we do information about the logic involved and the envisaged outcome or consequences of that decision or profiling.
(b) To help us find the information easily, please provide us as much information as possible about the type of information you would like to see.
8.7 Right to correct any mistakes in your information:
(a) You can require us to correct any mistakes in your information, which we hold. If you would like to do this, please let us know what information is incorrect and what it should be
replaced with.
8.8 Right to ask us to stop contacting you with direct marketing:
(a) Where you have opted in to receive them, you may request that we stop contacting you with any direct marketing materials. You can withdraw your consent at any time by selecting the ‘unsubscribe’ button on our marketing communications, or by contacting us using the contact details set out in the ‘How to contact us’ section of this Privacy Notice.
8.9 Right to restrict processing of personal data:
(a) You may request that we stop processing your personal data temporarily if:
(i) you do not think that your data is accurate. We will start processing again once we have checked whether or not it is accurate;
(ii) the processing is unlawful, but you do not want us to erase your data;
(iii) we no longer need the personal data for our processing, but you need the data to establish, exercise or defend legal claims; or
(iv) you have objected to processing because you believe that your interests should override our legitimate interests.
8.10 Right to have your personal data ported to another controller:
(a) You may ask for an electronic copy of your personal data, which we hold electronically and which we process when we have entered into a contract with you. You can also ask us to provide this directly to another party.
8.11 Right to withdraw your consent:
(a) For certain uses of data specified in this privacy notice, you have the right to withdraw consent you have given us at any point. This is a vital and necessary aspect of consent. To withdraw your consent, you can contact us using the details in the ‘How to contact us’ section. Note that any processing carried out prior to the date of withdrawal of your consent will still be valid and any published personal data cannot be retracted.
8.12 Right to erasure:
(a) You can ask us to erase your personal data where:
(i) you do not believe that we need your data in order to process it for the purposes set out in this Privacy Notice;
(ii) if you had given us consent to process your data, you withdraw that consent and we cannot otherwise legally process your data;
(iii) you object to our processing and we do not have any legitimate interests that mean we can continue to process your data; or
(iv) your data has been processed unlawfully or has not been erased when it should have been.
8.13 What will happen if your rights are breached:
(a) You may be entitled to compensation for damage caused by contravention of the Data Protection Laws.
It is important that you ensure you have read this Privacy Notice – and if you do not think that we have processed your data in accordance with this notice – you should let us know as soon as possible. You may also complain to the ICO. Information about how to do this is available on his website at www.ico.org.uk
10.1 We use cookies on our website, which amongst other things, help us to improve your experience of our website and to ensure that it performs as you expect it to. Cookies are text files containing small amounts of information, which are downloaded to your computer or mobile device by websites that you visit. They can improve your experience of using a website, for example, by remembering your preference settings and tracking your use of a website so that it can be improved to meet your needs.
10.2 Websites must get consent to send cookies to your computer or mobile device unless the cookies are strictly necessary to provide services to you.
10.3 You can set your cookie preferences when you arrive at our website.
10.4 You can also set your preferences and block certain types of cookies that are not necessary by changing the settings on your browser. Learn how to do this here.
10.5 Unless the cookie is a strictly necessary cookie, you can withdraw your consent to our cookies at any time even if you have previously consented. Although, please do remember that if you do not consent to our functionality cookies, parts of our website will not work. For this reason we will occasionally send you prompts which allow you to consent to a cookie you have previously rejected.
10.6 The table below explains what cookies we use on our website, why we use them and whether they are strictly necessary or another type of cookie e.g. ‘functionality’ or ‘performance’ cookies. We also state in the table whether a cookie is a ‘persistent’ or ‘session’ cookie. The difference is that:
(a) Persistent cookies remain on your device between browsing sessions. They are activated each time you visit the website that created that particular cookie. For example, where a ‘persistent cookie’ is used on a website to remember your log-in details, you will not need to enter those details each time you visit that website.
(b) Session cookies allow website operators to link the actions of a user during a browser session. A browser session starts when you open the browser window and finishes when you close the browser window. Session cookies are created temporarily. Once you close the browser, all session cookies are deleted.
10.7 Some of the cookies listed below are those set by our own website when you visit – https://www.newenergypartnership.com/. However, we also have cookies on our website that are set by third parties – not New Energy Partnership. There is more information about what information they collect in the tables below.
10.8 Strictly necessary:
(a) Strictly necessary cookies are essential to enable you to receive a service on a website. For example, cookies to operate online shopping baskets, do your internet banking or to comply with the law (e.g. such as to keep your information safe). We would not be able to operate our website without using the ‘strictly necessary’ cookies listed below.
| Cookie | Name | Purpose | Persistent/Session | More Information |
|---|---|---|---|---|
| CookieConsent | Cookiebot | Stores the user’s cookie consent state for the current domain | Expiry: 1yr | Type: HTTP |
| __cf_bm | Vimeo | This cookie is used to distinguish between humans and bots. This is beneficial for the website, in order to make valid reports on the use of their website. | Expiry: 1 day | Type: HTTP |
10.9 Statistics:
(a) Statistic cookies help website owners to understand how visitors interact with websites by collecting and reporting information anonymously.
| Cookie | Name | Purpose | Persistent/Session | More Information |
|---|---|---|---|---|
| _ga | Registers a unique ID that is used to generate statistical data on how the visitor uses the website. | Expiry: 2 Years | Type: HTTP | |
| _gat | Used by Google Analytics to throttle request rate | Expiry: 1 day | Type: HTTP | |
| _gid | Registers a unique ID that is used to generate statistical data on how the visitor uses the website. | Expiry: 1 day | Type: HTTP | |
| vuid | Vimeo | Collects data on the user’s visits to the website, such as which pages have been read. | Expiry: 2 Years | Type: HTTP |
10.10 Marketing:
Marketing cookies are used to track visitors across websites. The intention is to display ads that are relevant and engaging for the individual user and thereby more valuable for publishers and third party advertisers.
We do not use cookies of this type.
10.11 Unclassified:
(a) Unclassified cookies are cookies that we are in the process of classifying, together with the providers of individual cookies.
We do not use cookies of this type
