Terms and Conditions

Privacy Notice

This sets out how Ringway Jacobs uses and protects any information that you give Ringway Jacobs when you use this website. Ringway Jacobs is committed to ensuring that your privacy is protected. 

Should you provide information by which you can be identified when using this website or by any other means, then you can be assured that it will only be used in accordance with this privacy statement.

We will never sell your personal data and will only share it with organisations we work with when it is necessary and the privacy and security of your data is assured.

Ringway Jacobs may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from April 2018.

If you have any questions in relation to this privacy policy or how we use your personal data they should be sent to dpo@ringwayjacobs.com or addressed to the Data Protection Officer, Ringway Jacobs, Victoria House, 101-105 Victoria Road, Chelmsford, Essex, CM1 1JR.

Who we are

Formed in 2005, Ringway Jacobs, provide road network management solutions to local government, our unique blend of engineering capability, innovation and customer care make us the best in class.

Our employees have a vast spectrum of skills, delivering roles such as asset management specialists, project managers, maintenance engineers, designers, street lighting and ITS specialists, system developers, stakeholder managers and many more.

In order to be the first choice local authority service provider, we share our clients' challenges and goals. In fact, the majority of our people have previously worked in local government.

What is ‘personal data’?

Personal data is information that can identify a living individual, such as name and address.

What is ‘sensitive data’?

Some personal data can be ‘sensitive data’ and requires more protection due to its sensitivity. This information would not be widely known and very personal to you, such as sexual health and religion. 

What is ‘profiling’?

Automated profiling and targeting is used to aid in the understanding of users. However, Ringway Jacobs does not use such ‘profiling’ within the business.  

What we collect

We only collect and use personal information if we need it to deliver a service or meet a requirement. In cases where personal information is not needed, we will either not ask you for any information or anonymise the information if we already have it (for example: in order for us to response to a ‘contact us’ message we will require your contact details but not your ethnicity).

What we collect

We only collect and use personal information if we need it to deliver a service or meet a requirement. In cases where personal information is not needed, we will either not ask you for any information or anonymise the information if we already have it (for example: in order for us to response to a ‘contact us’ message we will require your contact details but not your ethnicity).

We may collect the following information but not limited to:

name

email address. 

contact number

information relating to your reason for contacting us.

What we do with your data

We require this information to understand your needs and provide you with a service and in particular, but not limited, to the following reasons:

we may use this information for internal record keeping. 

we may use the information to improve our services. 

we may use forward this information on to other departments internally, dependent on the type of submission this may be, to resolve, respond and/or action.

we may use this information to deliver and/or manage service to support you. 

We will also anonymise any personal information that is used for research and analysis unless you have agreed otherwise.

How we use your data

We will only use your personal data on relevant lawful grounds as permitted by the General Data Protection Regulation and Privacy of Electronic Communication Regulation.

Personal data provided to us will be used for the purpose or purposes outlined in any fair processing notice in a transparent manner at the time of collection or registration where appropriate, in accordance with any preferences you express. If asked by the police, or any other authorised regulatory or government authority investigating suspected illegal activities, we may need to provide your personal data.

Controlling your data

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.

The right to be informed

Individuals have the right to be informed about the collection and use of their personal data.

The right of access

Individuals have the right to access their personal data and supplementary information.

The right to rectification

Individuals of the right to have inaccurate personal data rectified, or completed if it is incomplete.

The right to erasure

Individuals have the right to have personal data erased, this is not absolute right and only applies in certain circumstances.

The right to restrict processing

Individuals have the right to request the restriction or suppression of their personal data, this is not an absolute right and only applies in certain circumstances

The right to data portability

Individuals have the right to data portability allows individuals to obtain and reuse their personal data for their own purposes across different services.

The right to object

Individuals have the right to object to processing based on legitimate interest or the performance of a task public interest/exercise of official authority (including profiling); direct marketing (including profiling); and processing for purposes of scientific/historical research and statistics. 

Rights in relation to automated decision making and profiling

Individuals have the right to request not to have automated decision making and profiling.

Exemptions about your rights

You have the right to ask for all the information we have about you and the services you receive from us. When we receive a request from you, we must give you access to everything we have recorded about you. 

However, we cannot let you see any parts of your record that contain:

information about other people

where data could cause serious harm to your or someone else’s physical or mental wellbeing

if we think that giving you the information may stop us from preventing or detecting a crime

This applies to personal information that is in both paper and electronic records. If you ask us, we will also let others see your record (except if one of the points above applies). 

Please note that we cannot delete your information where:

it is required by law

it is used for freedom of expression 

it is used for public health purposes

it is for, scientific or historical research, or statistical purposes where it would make information unusable

it is necessary for legal claims 

Implications of executing your rights

When information is restricted it cannot be used unless but not limited to:

securely stored only

with your consent to handle legal claims and protect others

where it is for important public interests of the UK

When you ask us to stop using your personal information for any service provided, and it is approved, it may cause delays or prevent us delivering the service to you. 

When Ringway Jacobs uses your personal information to profile you, in order to deliver the most appropriate service to you, you will be informed. 

When computer decisions are made, you can ask to have these explained to you, and details of how we may have ‘risk profiled’ you.

You have the right to question decisions made about you by a computer, unless it is required for any contract you have entered into, required by law, or you have consented to it. 

When data portability is requested it is likely that it will not apply to most of the services you receive. 

Where restriction of use has been granted, we will inform you before we carry on using your personal information.

However, this only applies if we are using your personal information with consent (not if we are required to by law) and if decisions were made by a computer and not a human being. 

Recruitment and employment 

In order to comply with our contractual, statutory, and management obligations and responsibilities, we process personal data, including ‘sensitive’ personal data, from job applicants and employees.  

Such data can include, but is not limited to:

information relating to health

racial

ethnic origin

criminal convictions 

In certain circumstances, we may process personal data and/or sensitive personal data, without explicit consent. Further information on what data is collected and why it is processed is given below.

Contractual responsibilities: Our contractual responsibilities include those arising from the contract of employment. The data processed to meet contractual responsibilities includes, but is not limited to: 

payroll

bank account

postal address

sick pay 

annual leave

maternity pay

pension

emergency contacts.

Statutory responsibilities: Our statutory responsibilities are those imposed through law on the organisation as an employer. The data processed to meet statutory responsibilities includes, but is not limited to:

tax

national insurance

statutory sick pay

statutory maternity pay

family leave

work permits

equal opportunities monitoring.

Management responsibilities: Our management responsibilities are those necessary for the organisational functioning of the organisation. The data processed to meet management responsibilities includes, but is not limited to:

recruitment and employment

training and development

absence

disciplinary matters

e-mail address and telephone number

Disclosure of personal data to third parties

We may need to share employee personal data with third party(ies) in order to carry out our contractual and management obligations.

For example: HM Revenue & Customs and pensions providers would receive employee’s personal data to meet the contract of employment.

In order to fulfil our statutory responsibilities, we are required to give some of an employee’s personal data to government departments or agencies e.g. provision of salary and tax data to HM Revenue & Customs.

How we use cookies

Cookies are small files that require permission to be placed on your computer's hard drive. Once agreed, the file is added and helps analyse web traffic or lets you know when you visit a particular site. 

Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

How long do cookies last?

Cookies last for different lengths of time depending on what they are used for:

Session cookies: are temporary cookies and are only stored until you leave the website or when you close your web browser.

Persistent cookies: last for a fixed period of time, defined within the cookie, and allow the website to recognise the device again when the user returns to that website on that device. 

How long do cookies last?

Cookies last for different lengths of time depending on what they are used for:

Session cookies: are temporary cookies and are only stored until you leave the website or when you close your web browser.

Persistent cookies: last for a fixed period of time, defined within the cookie, and allow the website to recognise the device again when the user returns to that website on that device. 

Name

First / Third Party

Typical Content

Expires

_utma

First Party - Microsoft Azure Load Server / CMS Session Management

__utma stores the amount of visits (for each visitor), the time of the first visit, the previous visit, and the current visit

2 years

_utmb

First Party - Microsoft Azure Load Server / CMS Session Management

__utmb and __utmc are used to check approximately how fast people leave: when a visit starts, and approximately ends (c expires quickly

30 minutes

_utmc

Third Party - Google Analytics

__utmb and __utmc are used to check approximately how fast people leave: when a visit starts, and approximately ends (c expires quickly).

when you close your browser

_utmt

Third Party - Google Analytics

__utmt is used to throttle request rate.

10 minutes

_utmz

Third Party - Google Analytics

__utmz records whether the visitor came from a search engine (and if so, the search keyword used), a link, or from no previous page (e.g. a bookmark).

6 months

Who sets the cookie?

First party cookies – set by the website that you are visiting and can only be read by that website.

Third party cookies – set by an organisation other than owner of the website. This might be for the purposes of website measurement.

How to manage cookies

Cookies can be managed within the settings of your web browser. Below is a list of common browsers and links through to help managing your cookie settings.

Google Chrome - https://support.google.com/chrome/answer/95647?co=GENIE.Platform%3DDesktop&hl=en

Apple Safari - https://support.apple.com/kb/ph21411?locale=en_GB

Microsoft Edge - https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy

Information on how to manage cookies can also be found using settings within other browsers.

Note that these links will take you to other sites. Ringway Jacobs is not responsible for the information and also the setting of cookies on these other sites.

Links to other websites

Our website may contain links to other websites. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. 

Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. 

You should exercise caution and look at the privacy statement applicable to the website in question.

Keeping your information

We will only use and store your information for as long as it is required for the purposes it was collected for. How long it will be stored for depends on the information in question, what it is being used for and, sometimes, statutory legal requirements. 

How we secure your data 

Information system and data security is imperative to us to ensure that we are keeping our customers, employees and contractors safe.

We operate a thorough process for assessing, managing and protecting new and existing systems, which ensures that they are up to date and secure against threats. 

In addition to this, we follow a defense in depth security model, which means that your data is protected by multiple layers of security.

Our staff complete mandatory information security and data protection training on employment and annually thereafter to reinforce responsibilities and requirements set out in our information security policies.

Disclosing and sharing information

When we allow third parties acting on behalf of the Ringway Jacobs to access to your information, we will have control of what they see, how long they see it for and what they are allowed to do with the data.

We never sell or share your personal information for other organisations to use.

Personal data collected and processed by us may be shared with the below, but not limited to:

Ringway Jacobs employees

Third party cloud hosting and IT infrastructure providers who host the website and provide IT support in respect of the website

Under strictly controlled conditions, data may be shared with the below, but not limited to:

Contractors

Service Providers providing services to us

We may also disclose your personal information to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation. Also in order to enforce or apply our terms of use or cookie policy and other agreements; or to protect the rights, property, or safety of Ringway Jacobs, our employees and visitors. This includes exchanging information with other companies and organisations for the purposes of fraud protection.

Storage of information

Ringway Jacobs operations are based in the UK and we store most of our data within the European Union (EU). Some of our service providers may transfer data outside the European Economic Area but we will only allow this if your data is adequately protected. 

Whilst it is our policy to host and process your data in the EU, Ringway Jacobs may may on occasions use serive providers outside the EU. However we only allow this when we certain it will be adequately protected. (e.g. US Privacy Shield).  

CCTV

Some of our locations and properties have Closed Circuit Television (CCTV) and you may be recorded when you visit them. CCTV is used to provide security and protect both our employees and visitors. CCTV will be only be viewed when necessary (e.g. to detect or prevent crime) and footage is stored for set period of time after which it is recorded over. Ringway Jacobs complies with the Information Commissioner’s Office CCTV Code of Practice and we put up notices so you know when CCTV is used.  

Subject access rights

If you would like further information on your rights or wish to exercise them, please refer to the ‘Contact Us’ section below. You will be asked to provide the following details:

What personal data you want to access

Where it is likely to be held

What date range of the information you wish to access

We will also need you to provide information that will help us confirm your identity. If we hold personal information about you, we will give you a copy of the information in an understandable format together with an explanation of why we hold and use it.

Once we have all the information necessary to respond to your request we will provide your information to you within one month.  This timeframe may be extended by up to two months if your request is particularly complex.   

What to do if you are not happy

In the first instance, please talk to us directly so we can resolve any problem or query. You also have the right to contact the Information Commissions Office (ICO) if you have any questions about Data Protection. You can contact them using their help line 0303 123 113 or at www.ico.org.uk.

Contact Us

If you would like to contact us in relation to information we hold, how we process or general enquiries in relation to personal data.

Email us: dpo@ringwayjacobs.com with your full name.
 Call us:  01245 204900 (local call rates apply). Open 9.00am - 5.00pm weekdays Monday to Friday. 
Write to us: Ringway Jacobs, Victoria House, 101-105 Victoria Road, Chelmsford, Essex. CM1 1JR

Verification, updating or amendment of personal data will take place within 30 days of receipt of your request.

Changes to this privacy policy

We will amend this privacy policy periodically to ensure it remains up to date and reflects how and why we use your personal data and new legal requirements. 

Please visit our website to keep up to date with any changes. The current version will always be posted on our website. 

This privacy policy was last updated on 23 May 2018.

Confidentiality

We are registered under the Data Protection Act 1998 and as such, any information concerning the Client and their respective Client Records may be passed to third parties. However, Client records are regarded as confidential and therefore will not be divulged to any third party, or if legally required to do so to the appropriate authorities. Clients have the right to request sight of, and copies of any and all Client Records we keep, on the proviso that we are given reasonable notice of such a request. Clients are requested to retain copies of any literature issued in relation to the provision of our services. Where appropriate, we shall issue Client’s with appropriate written information, handouts or copies of records as part of an agreed contract, for the benefit of both parties.

We will not sell, share, or rent your personal information to any third party or use your e-mail address for unsolicited mail. Any emails sent by this Company will only be in connection with the provision of agreed services and products.

Disclaimer

Exclusions and Limitations

The information on this web site is provided on an "as is" basis. To the fullest extent permitted by law, this Company:

  • excludes all representations and warranties relating to this website and its contents or which is or may be provided by any affiliates or any other third party, including in relation to any inaccuracies or omissions in this website and/or the Company’s literature; and
  • excludes all liability for damages arising out of or in connection with your use of this website. This includes, without limitation, direct loss, loss of business or profits (whether or not the loss of such profits was foreseeable, arose in the normal course of things or you have advised this Company of the possibility of such potential loss), damage caused to your computer, computer software, systems and programs and the data thereon or any other direct or indirect, consequential and incidental damages.

This Company does not however exclude liability for death or personal injury caused by its negligence. The above exclusions and limitations apply only to the extent permitted by law. None of your statutory rights as a consumer are affected.

Availability

Unless otherwise stated, the services featured on this website are only available within the United Kingdom, or in relation to postings from the United Kingdom. All advertising is intended solely for the United Kingdom market. You are solely responsible for evaluating the fitness for a particular purpose of any downloads, programs and text available through this site. Redistribution or republication of any part of this site or its content is prohibited, including such by framing or other similar or any other means, without the express written consent of the Company. The Company does not warrant that the service from this site will be uninterrupted, timely or error free, although it is provided to the best ability. By using this service you thereby indemnify this Company, its employees, agents and affiliates against any loss or damage, in whatever manner, howsoever caused.

Log Files

We use IP addresses to analyse trends, administer the site, track user’s movement, and gather broad demographic information for aggregate use. IP addresses are not linked to personally identifiable information. Additionally, for systems administration, detecting usage patterns and troubleshooting purposes, our web servers automatically log standard access information including browser type, access times/open mail, URL requested, and referral URL. This information is not shared with third parties and is used only within this Company on a need-to-know basis. Any individually identifiable information related to this data will never be used in any way different to that stated above without your explicit permission.

Cookies

Like most interactive web sites this Company’s website [or ISP] uses cookies to enable us to retrieve user details for each visit. Cookies are used in some areas of our site to enable the functionality of this area and ease of use for those people visiting. Some of our affiliate partners may also use cookies

Links to this website

You may not create a link to any page of this website without our prior written consent. If you do create a link to a page of this website you do so at your own risk and the exclusions and limitations set out above will apply to your use of this website by linking to it.

Links from this website

We do not monitor or review the content of other party’s websites which are linked to from this website. Opinions expressed or material appearing on such websites are not necessarily shared or endorsed by us and should not be regarded as the publisher of such opinions or material. Please be aware that we are not responsible for the privacy practices, or content, of these sites. We encourage our users to be aware when they leave our site & to read the privacy statements of these sites. You should evaluate the security and trustworthiness of any other site connected to this site or accessed through this site yourself, before disclosing any personal information to them. This Company will not accept any responsibility for any loss or damage in whatever manner, howsoever caused, resulting from your disclosure to third parties of personal information.

Copyright Notice

Copyright and other relevant intellectual property rights exists on all text relating to the Company’s services and the full content of this website.

Communication

We have several different e-mail addresses for different queries. These, & other contact information, can be found on our Get in Touch link on our website or via Company literature or via the Company’s stated telephone, facsimile or mobile telephone numbers.

This company is registered in England and Wales, Number 5576465, registered office  Ringway Jacobs Ltd, Albion House, Springfield Road, Horsham, West Sussex RH12 2RW

Force Majeure

Neither party shall be liable to the other for any failure to perform any obligation under any Agreement which is due to an event beyond the control of such party including but not limited to any Act of God, terrorism, war, Political insurgence, insurrection, riot, civil unrest, act of civil or military authority, uprising, earthquake, flood or any other natural or man made eventuality outside of our control, which causes the termination of an agreement or contract entered into, nor which could have been reasonably foreseen. Any Party affected by such event shall forthwith inform the other Party of the same and shall use all reasonable endeavours to comply with the terms and conditions of any Agreement contained herein.

Waiver

Failure of either Party to insist upon strict performance of any provision of this or any Agreement or the failure of either Party to exercise any right or remedy to which it, he or they are entitled hereunder shall not constitute a waiver thereof and shall not cause a diminution of the obligations under this or any Agreement. No waiver of any of the provisions of this or any Agreement shall be effective unless it is expressly stated to be such and signed by both Parties.

General

The laws of England and Wales govern these terms and conditions. By accessing this website and using our services/buying our products you consent to these terms and conditions and to the exclusive jurisdiction of the English courts in all disputes arising out of such access. If any of these terms are deemed invalid or unenforceable for any reason (including, but not limited to the exclusions and limitations set out above), then the invalid or unenforceable provision will be severed from these terms and the remaining terms will continue to apply. Failure of the Company to enforce any of the provisions set out in these Terms and Conditions and any Agreement, or failure to exercise any option to terminate, shall not be construed as waiver of such provisions and shall not affect the validity of these Terms and Conditions or of any Agreement or any part thereof, or the right thereafter to enforce each and every provision. These Terms and Conditions shall not be amended, modified, varied or supplemented except in writing and signed by duly authorised representatives of the Company.

Notification of Changes

The Company reserves the right to change these conditions from time to time as it sees fit and your continued use of the site will signify your acceptance of any adjustment to these terms. If there are any changes to our privacy policy, we will announce that these changes have been made on our home page and on other key pages on our site. If there are any changes in how we use our site customers’ Personally Identifiable Information, notification by e-mail or postal mail will be made to those affected by this change. Any changes to our privacy policy will be posted on our web site 30 days prior to these changes taking place. You are therefore advised to re-read this statement on a regular basis

These terms and conditions form part of the Agreement between the Client and ourselves. Your accessing of this website and/or undertaking of a booking or Agreement indicates your understanding, agreement to and acceptance, of the Disclaimer Notice and the full Terms and Conditions contained herein. Your statutory Consumer Rights are unaffected.

© Ringway Jacobs Limited 2014. All Rights Reserved.