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Data Privacy Notice
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Your personal data – what is it?
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Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (GDPR).
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Who are we?
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When applying for an ecology job – Aspect Ecology Ltd is the data controller. This means it decides how your personal data is processed and for what purposes.
When applying for a landscape or arboricultural job – Aspect Landscape Planning Ltd is the data controller. This means it decides how your personal data is processed and for what purposes.
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How do we process your personal data?
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Aspect Ecology Ltd and Aspect Landscape Planning Ltd complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
We use your personal data:
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To enable us to provide our services to you and all the activities needed to fulfill our contracts or agreements to you.
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We will not sell your information to any third party.
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We will only share your information where necessary with a third party in order to fulfill our obligations to you (e.g. in the contracting of a specialist third party, or with the Aspect Group companies – Aspect Ecology, Aspect Landscape Planning or Aspect Arboriculture- for the same reason).
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Your information will not be shared with another Third party unless we are legally obliged to, or have your consent.
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What is the legal basis for processing your personal data?
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The legal basis used by Aspect Ecology and Aspect Landscape Planning is legitimate interest. We will only process your data in a way that you would reasonably expect, to fulfill our obligations to you.
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Sharing your personal data
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Your personal data will be treated as strictly confidential and will only be shared with necessary third parties – or with another company in the Aspect Group- in order to carry out our obligations to you.
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How long do we keep your personal data?
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We keep project data and details for seven years after a project is closed and then we will securely dispose of it in routine disposals.
The information is kept for this period in case it needs to be referred to in a future related project, or in reference to any later query to resolve any issues.
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Your rights and your personal data
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Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
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The right to request a copy of your personal data which Aspect holds about you.
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The right to request that Aspect Ecology Ltd and/or Aspect Landscape Planning corrects any personal data if it is found to be inaccurate or out of date.
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The right to request your personal data is erased where it is no longer necessary for the Aspect Ecology Ltd to retain such data.
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The right to withdraw your consent to the processing at any time.
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The right to request that the data controller provide the data subject with his/her personal data and where possible.
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The right to object to the processing of personal data.
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The right to lodge a complaint with the Information Commissioners Office (Contact details below).
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Further processing
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If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and will set out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing, if it is not covered by legitimate interest.
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Job applicants
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By submitting your application voluntarily, you declare that you have read, understood and accepted this Privacy Notice.
Your application is held under the lawful basis of legitimate interest, as it is in both parties’ interests to hold and process the CV.
You are freely authorizing Aspect Ecology or Aspect Landscape Planning to verify statements contained in this application and make any necessary reference checks, as this information could form part of your employment record.
You also confirm that you have obtained consent from your references prior to providing us their personal information and that we may store that information and contact them as part of your application.
If your application is unsuccessful, or at the time there are no suitable vacancies, then due to the niche field of Ecology, your CV and information provided will be kept on file for future use as we would like to have your details stored in case a suitable opening arises for you.
Your rights outlined above remain unchanged.
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Contact Details
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To exercise all relevant rights, queries of complaints please in the first instance contact the relevant Aspect Company:
gdpr@aspect-ecology.com Tel:01295 279721
gdpr@aspect-landscape.com Tel:01295 276066
or by post –
Aspect Ecology Ltd or Aspect Landscape Planning Ltd
Hardwick Business Park
Noral Way
Banbury
Oxfordshire
OX16 2AF
You can also contact the Information Commissioners Office on 0303 123 1113 or via email or,
The Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
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Changes to this Policy
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Aspect Ecology and Aspect Landscape Planning reserve the right to amend this Policy at any time.
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