Privacy policy

Privacy Notice

Bristol Wessex Billing Services Limited (trading as Pelican Business Services) is jointly owned by Wessex Water Limited and Bristol Water plc and is committed to protecting and respecting your personal data.

About us

Bristol Wessex Billing Services Limited are registered with the Information Commissioner’s Office under registration Z3486593 and our company is registered at 1 Clevedon Walk, Nailsea, Bristol BS48 1WA and our company number is 4143955.

We carry out work for a number of business customers including Wessex Water Services Limited and Bristol Water plc and we may process information on their behalf. For more information please see their Privacy Policies:

Bristol Water Customers
Wessex Water Customers

Why you’re seeing this notice

We want you to understand why and how we will collect and use the information you give us or we receive about you so you know what we’re doing with it. We also want to reassure you that we take the protection of your personal data very seriously.

We explain this in more detail in the rest of this notice which we hope you’ll take time to read.

What personal data do we collect about you?

We may collect and use your personal data in the following ways:

Information you give us. You can give us personal information by filling in forms on our website www.pelicanbusinessservices.co.uk (our site) or by contacting us by phone, email or otherwise. This might be information you give us when you apply for a position, register to use our site, get involved in discussion boards and other social media areas of our site or enter a competition, promotion or survey. We will normally ask you to supply us with a CV which you can send to us in hard-copy or email to us. The information you give us may include your name, age, contact details, details of your education, your employment history, emergency contact details, immigration status, financial information (if need to carry out financial background checks), and national insurance number. You may decide to share other information with us if you think it is relevant to your application. Where appropriate and in accordance with UK laws, we may also collect information related to your health, diversity information or details of any criminal convictions.

If we ask to collect information which we need your consent to gather and use then we’ll tell you why we need this and ask for your agreement to use it and tell you about how you can withdraw your agreement but we’ll tell you more about this if we need to ask you to give us this information.

If we have been given your details to provide a reference or as an emergency contact we will hold basic information such as your name, address and telephone number so we can contact you.

  • Information we collect about you. As well as you giving us information, we may gather it indirectly from you or from other organisations which hold it.
  • Information we collect about you when you use our website. Whenever you visit our site we may automatically collect the following information: technical information, including the internet protocol (IP) address used to connect your computer to the internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform; information about your visit, including the full uniform resource locators (URL) clickstream to, through and from our site (including date and time); products you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page and any phone number used to call our customer service number.
  • Information we receive from other sources. We may ask for a reference from a person you have given as a referee. We may obtain details about you from other third party sources like ‘Linked-In’ and other job related websites. We also have accounts on sites like Facebook and Twitter that you could use to give us personal information and through other on-line channels that become available to us. We may also receive information about you from recruitment consultants who contact us or we contact.

Cookies

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also helps us to improve our site. For detailed information on the cookies we use and the purposes for which we use click here: Cookie Notice

How do we use your personal data?

We’ll use your personal data in the following ways:

  • to process and respond to requests, enquiries and complaints we receive from you;
  • storing your details to contact you to process applications for roles and positions we advertise as current vacancies;
  • to contact referees for references about you;
  • to make sure our records are correct and up-to-date;
  • to analyse trends and profiles;
  • for audit purposes;
  • to carry out customer satisfaction research;
  • to stop someone committing fraud or tax evasion in line with our legal obligations;
  • to comply with something the law says we must do;
  • to recommend products and services that we believe will be of interest to you or contact you about offers or other marketing promotions;
  • to monitor equal opportunities we will ask you to agree to us processing information about your ethnic background, gender, disability, age, sexual orientation, religion or other similar beliefs. This information will be used on an anonymised basis so we can monitor our compliance with equal opportunities. We will ask for your explicit consent before we use it and you can withdraw that consent at any time by just letting us know;
  • to process, with your agreement, information about your health or details about criminal convictions if they are required for the role you have applied for;
  • to help us establish or defend legal claims;
  • to help third parties to carry out any of the purposes above on our behalf;
  • to contact you if a candidate has given us your name as a referee so we can take up a reference; and
  • to contact you if we have been provided with your details by a candidate as a contact in the event of an accident or emergency affecting them.

How do we share your personal data?

We will not share your personal data unless we need to as part of providing services to you or the law lets us do so. If we do have to share your information then we’ll keep it to a minimum to let the person or organisation do what we’ve asked or as the law requires. We may need to share your information with other organisations as follows.

  • We sometimes use agents and service providers to process personal information on our behalf. We may use other companies to send out letters and to maintain our IT systems. Where we use other organisations to process your personal information, we will ensure that they have adequate security measures in place to safeguard it.
  • We will share your information with individuals and organisations holding information in relation to your references which may be current or past employers, educational establishments, examining bodies and employment or recruitment agencies.
  • We will release your personal information when we’re required to do so for legal or regulatory purposes or as part of legal proceedings. This may include sharing your information with regulators.
  • We may transfer or share your information with other companies in the YTL group for the purposes we’ve explained but if we’re going to use it for something other than for a reason you wouldn’t normally expect then we will explain why by letting you know about the changes and, if we need your agreement, then we’ll check you are happy with this before we share it.

Where we store your personal data

All the information you give us is stored on our secure servers. If we have given you a password (or you have chosen one) then you need to keep this password confidential. Please don’t share your password with anyone.

To get the best value for money when we improve our computer systems and websites, we use IT development services which are based outside of the European Economic Area. Some development projects may involve them working with your information. If this happens, we will take proper steps to keep your information safe through European Union approved contracts and by making sure your information stays protected within our own UK security arrangements using high standards of encryption in any transfer.

Unfortunately, sending information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data sent to us or our site by email; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent someone who doesn’t have our authority to access it.

How long we need to keep your information

We will need to keep details about our relationship whilst we are going through the recruitment process and for 6 years after that as we may need to refer to it to sort out any differences or problems that arise after our relationship ends.

Your rights

You have a series of rights to do with the information we hold about you. These are:

Your right to be informed – this Notice is an example of this. We may need to update this Notice if we need to do something different with your information and so we may change it on our site. We will also provide you with details about how we use your information when we collect it from you.

Your right of access – you have the right to request a copy of the personal information that we hold about you. Please email requests to GDPR@Pelican.co.uk or contact the Data Protection Officer whose details appear at the end of this Notice.

We have a calendar month to respond to your request for information. If we need more information to process your request, we will contact you to let you know.

Your right to erasure – customers who are individuals have the right to request that their personal information be deleted where there is no longer a legitimate purpose for it being processed.

Your right to restrict processing – you have the right to ask us to restrict or suppress our use of your personal data. If we agree that we should stop processing it, we will still hold it but will not use it.

Your right to rectification – it is important that the information we are holding is accurate and up to date so if you think any of your information is incorrect or needs updating then let us know and we will correct it as soon as we can.

Your right to object – if you don’t want us to use your personal information any more then you can ask us to stop what we’re doing with it. Please bear in mind though that we need it to provide services to you and we may need to keep your data for a certain amount of time as we’ve explained above. You can also ask us not to use your personal data for marketing purposes. You can exercise this right at any time by contacting us GDPR@Pelican.co.uk or by contacting our Data Protection Officer whose details are at the end of this Notice. If you ask to stop using your personal information then we will contact you to confirm the position as there may be some circumstances where we will have to continue using it.

Your right to information about automated decision making – if a human being isn’t involved in making a decision using your information and it’s done automatically, then you can ask us about how the decision is made.

Your right to data portability – you have the right to ask us to give you a copy of the personal information you have provided to us in a structured, commonly used and machine-readable form.

With respect to certain rights, we may ask for a copy of your passport or driving licence and for a copy of a document that shows your address before we can respond to a request.

Links to other websites

Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy notices or policies and that we do not accept any responsibility or liability for these notices. Please check these notices before you submit any personal data to these websites.

Changes to our privacy notice

We will update this privacy notice from time to time to keep you informed of any changes to the ways in which we use your personal data. Any changes we may make to our privacy notice in the future will be posted on our site and, where appropriate, notified to you by email. Please check back frequently to see any updates or changes to our privacy notice.

Complaints

If you’re not happy and have issues with the way we’ve dealt with your information or your rights then you can ask the Information Commissioner’s Office to look into what we’ve done. They can be reached at ico.org.uk or by phone on 0303 123 1113.

Call Recording

We may monitor and record telephone calls we make and receive for quality, security and training purposes. We may keep recordings for up to 5 years in case we need to resolve a dispute or difference between us.

Contact

Questions, comments and requests regarding this privacy notice are welcomed and should be emailed to at GDPR@Pelican.co.uk or please write to:

The Data Protection Officer
Bristol Wessex Billing Services limited (trading as Pelican Business Services)
1 Clevedon Walk,
Nailsea,
Bristol
BS48 1WA

Or, by phone on 01225 524111

May 2018