Privacy Notice

How we use your information

This privacy notice tells you what to expect when Hexagon Leasing Limited collects personal information. It applies to information we collect about:

  • Visitors to our website;
  • Complainants and/or other individuals in relation to a data protection or freedom of information complaint or enquiry;
  • People who use our Website and/or Operating System Portal;
  • People who notify under the Data Protection Act;
  • Job Applicants and current employees and former employees.

Visitors to our websites

When someone visits www.hexlease.com we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be honest about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

Use of cookies by the Hexagon Leasing Limited

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie 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.

Currently we operate an “Implied Consent” policy which means that we assume you are happy with our use of cookies. If you are not happy, then you should either not use this site, or you should delete our cookies once you have visited the site, or you should browse the site using your browser’s anonymous usage setting (called “Inconito” in Chrome, “InPrivate” for Internet Explorer, “Private Browsing” in Firefox and Safari etc.)

We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes.

Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not.
A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies.

Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website. If you don’t want to receive cookies, you can modify in your browser so that it notifies you when cookies are sent to it or you can refuse cookies altogether. You can also delete cookies that have already been set. If you wish to restrict or block web browser cookies which are set on your device then you can do this through your web browser settings; the Help function within your browser should tell you how.

Alternatively, you may wish to visit www.aboutcookies.org, which contains comprehensive information on how to do this on a wide variety of desktop browsers.

Cookies on the Hexagon Leasing and Truck4all websites link to Google Analytics – we use this to understand how our websites are being used in order to improve the user experience. Your user data is all anonymous. You can find out about Google’s position on privacy as regards its analytics service at www.google.co.uk/intl/en/analytics/privacyoverview.html

Security and performance

Hexagon Leasing Limited uses a third party WordPress service called Wordfence to help maintain the security and performance of the Hexagon Leasing website. To deliver this service it processes the IP addresses of visitors to the website.

People who contact us via social media

The site serves “cookies” from Twitter to enable the twitter feed on the site..
If you send us a private or direct message via social media the message will be stored by Office 365 for three months. It will not be shared with any other organisations.

People who email us

We use Office 365 to encrypt and protect email traffic. If your email service does not support this, you should be aware that any emails we send or receive may not be protected in transit.
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

People who make a complaint to us

When we receive a complaint from a person, we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint plus the date and time the complaint was received.

We will only use the personal information we collect to process the complaint and to check on the level of service received.

We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.

We will keep personal information contained in complaint files for two years from when the file is closed. It will be retained in a secure environment and access to it will be restricted to a need to know basis.

Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.

Job applicants, current and former Hexagon Leasing employees

The data controller for the company is nominated as the Company Secretary. If you have any queries about the process or how we handle your information please contact him directly. 

What we will do with the information you provide to us?

All of the information provided by job applicants will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the United Kingdom. The information you provide will be held securely by us whether the information is in electronic or physical format.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for. 

What information do we ask for, and why?

We do not collect more information than we need to fulfil our stated purposes and any information collected will not be retained for any longer than is necessary.

The information we ask for is used to assess your suitability for employment. You do not have to provide what we ask for but it might affect your application if you don’t. 

Conditional offer

If we make a conditional offer of employment we will ask you for references so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability. 

You will therefore be required to provide: 

  • Proof of your identity – you will be asked to provide original documents and we will take copies.
  • Proof of your qualifications – you will be asked to provide original documents and we will take copies.
  • We will contact your referees, using the details you provide in your application, directly to obtain references
  • Bank details – to process salary payments
  • Emergency contact details – so we know who to contact in case you have an emergency at work

Post start date

Our Code of Conduct requires all staff to declare if they have any potential conflicts of interest. If you complete a declaration, the information will be held on your personnel file.

Vacancy Advertisement

We use Indeed.co.uk to advertise our positions, if you use this online application system you will provide the requested information to the Website providers who provide this online service for us. Once you have applied they will hold the information you submit and Hexagon Leasing only will have access to it. 

Indeed.co.uk have their own privacy policy which can be viewed online on their website.

How long is the information retained for?

If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 7 years following the end of your employment.

If you are an unsuccessful applicant, the information you have provided until that point will be retained for up to 6 months from the closure of the advert.
Information generated throughout the assessment process, for example interview notes, is retained by us for 6 months following the closure of the campaign.

Equal opportunities information is retained for 6 months following the closure of the campaign whether you are successful or not.

How we make decisions about recruitment?

As a small to medium sized business, applicant decisions are taken by a very small number of staff. All of the information gathered during the application process is reviewed and taken into account.

You are able to ask about decisions made about your application by speaking to the Company Secretary and/or HR Manager.

Xero

If you accept an offer of employment from us, some of your personnel records will be held on Xero accounting software which is used internally for accounting/HR functioning.

Xero has its own privacy policy and can be viewed at Xero.com

True Potential Investor

If you are employed by the Hexagon Leasing, relevant details about you will be provided to True Potential Investor who provide the Company Pensions scheme for Hexagon Leasing Limited. This will include your name, address, date of birth, National Insurance Number and salary.

Your rights

Under the Data Protection Act 1998, you have rights as an individual which you can exercise in relation to the information we hold about you.

You can read more about these rights by researching online.

Complaints or queries

Hexagon Leasing Limited strives to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We also welcome any suggestions for improving our procedures.

This privacy notice was drafted to comply with the latest regulations in mind. It does not provide exhaustive detail of all aspects of Hexagon Leasing’s collection and use of personal information. However, we are happy to provide any additional information or explanation as and when required. Any requests for this should be sent to the address below.

If you wish to make a complaint about the way we have processed your personal information, you can contact us at admin@hexlease.com

Access to personal information

Individuals can find out if we hold any personal information by making a ‘subject access request’ under the General Data Protection Regulations.

If we do hold information about you we will:

  • give you a description of it;
  • tell you why we are holding it;
  • tell you who it could be disclosed to; and
  • let you have a copy of the information in an intelligible form.

    To make a request to Hexagon Leasing Limited for any personal information we may hold, you need to put the request in writing addressing it to the Company Secretary, or writing to the address provided below.

    If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone. If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the Company Secretary.

    Disclosure of personal information

    In many circumstances we will not disclose personal data without consent. However when we investigate a complaint, for example, we will need to share personal information with the organisation concerned and with other relevant bodies.

    You can get further information on:

    • agreements we have with other organisations for sharing information;
    • circumstances where we can pass on personal data without consent for example, to prevent and detect crime and to produce anonymised statistics;
    • our instructions to staff on how to collect, use and delete personal data; and
    • how we check that the information we hold is accurate and up to date.

    Links to other websites

    This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

    Changes to this privacy notice

    We keep our privacy notice under regular review. This privacy notice was last updated on 1st May 2018.

    How to contact us

    If you want to request information about our privacy policy you can email admin@hexlease.com or write to:
    Hexagon Leasing limited
    c/o Imperial Commercials DAF
    Ashbourne Road
    Mackworth
    Derby
    DE22 4NB

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