HERUON – TERMS OF USE AND PRIVACY POLICY Terms of Use

We, Heruon Limited ("HERUON"), do not sell goods or provide services for monetary consideration directly through our website. In using our website, you agree to take notice of the following:

  1. These terms of use ("Terms") are effective as of 1 July 2021. By viewing this website, you acknowledge that you have notice of these terms of use and, in consideration of being able to access this website, you agree to be bound contractually by them.
  2. This contract with HERUON sets out your rights and responsibilities when you use this website or any of our mobile apps and other services provided by HERUON ("the Services") although you should note that any of the Services which are provided for monetary consideration may have separate terms and conditions that apply to them.
  3. Please read the Terms carefully. By using any of the Services, even just by browsing, you are agreeing to the Terms. If you do not so agree, you may not use any of the Services.
  4. The Terms are subject to the laws of England & Wales and the parties submit to the non-exclusive jurisdiction of the English Courts.
  5. We may, from time to time, update the Terms. We shall notify changes by making a clear change to the Terms with a highlighted banner with the date of the change appearing at the top of the Terms. You should always review the Terms to be sure that you aware of the latest changes and note that you will be deemed to be bound by them, regardless of whether or not you have taken notice of such changes. Your use of the Services after such changes constitutes your acceptance of those changes.
  6. You may contact us by any of the following means:
    Heruon Limited,
    7 Balloo Court, Bangor BT19,
    7AT, United Kingdom,
    Tel: 028 9189 7576
    Email: info@heruon.com
  7. By using the Services, you acknowledge our Policy (set out below) and you agree that we may process your data in the ways described therein.
  8. You agree not to use the Services:
    • For any unlawful purpose;
    • For antisocial, discriminatory, blasphemous or other purposes which could reasonably be interpreted as being objectionable;
    • To breach any copyright or intellectual property rights generally;
    • For commercial purposes;
    • To alter in any manner the content on this website or to create any websites that purport to be an HERUON website or a website in any way connected to HERUON;

To use the website in any manner to promote advertising or to raise money from advertising.

  1. Our Privacy Policy details the way in which we use your personal information when you use the Services. By using the Services, you agree that we may process your personal information in the manner set out in that policy.
  2. We do not guarantee that this website will be available at all times or any particular time. We do not guarantee that the Services will be available at all times or at any particular time. There may be interruptions. We do not guarantee the security of the Services, that they are free of defects or errors, that they are free of viruses and/or other harmful matter, or that the results of the Services will meet your expectations. You use the services purely at your own risk.
  3. If HERUON should suffer any loss or damage or be subject to legal action as a result of your breach of any of these Terms of Use, you agree to indemnify HERUON and hold it harmless from all losses, costs and expenses howsoever thereby incurred.

************************* End of Terms of Use **********************************

Privacy Policy

This privacy policy explains how Heruon Limited uses the personal information we collect from you when you use our website, mobile apps and other services.

Background

Heruon Limited understands that your privacy is important to you and that you care about how your personal information is used. We respect and value the privacy of everyone who visits this website, www.heruon.com ("Our Site") and will only collect and use personal information in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

Legal Basis

Under data protection law, we need to have a legal basis for collecting and using your personal information. The law allows for six legal bases:

  • Consent: you have given us clear consent to process your personal information for a specific purpose;
  • Contract: the processing is necessary to fulfil a contract with you, or because you have asked us to take specific steps before entering into a contract;
  • Legal obligation: the processing is necessary for us to comply with the law;
  • Vital interests: the processing is necessary to protect someone's life;
  • Public task: the processing is necessary for us to perform a task in the public interest or for our official functions;
  • Legitimate interests: the processing is necessary for our legitimate interests or the legitimate interests of a third party unless there is a good reason to protect your personal information which overrides those interests;
  • For special categories of personal information, we need to have both a legal basis as outlined above, and an additional condition for processing as set out in the data protection law.

We explain in this privacy policy our legal basis for each of the ways in which we use your personal information.

Data Controller

Under data protection law, the 'controller' is the person or organisation who decides how and why personal information is processed. We are the controller of the personal information you provide to us.

We are Heruon Limited of 7 Balloo Court, Bangor BT19 7AT, United Kingdom.

We can be contacted by telephone on 028 9189 7576.

Our Data Protection Officer is our Managing Director.

If you have any questions about this privacy policy or how we use your personal information, you can contact us by email at info@heruon.com

If you have a complaint about how we have handled your personal information, you can contact us in the first instance at info@heruon.com

If we are unable to help, you can also contact our Data Protection Officer directly at francis@heruon.com

Your Rights as an Individual

Under data protection law, you have rights as an individual which you can exercise in relation to the information we hold about you.

Right to be informed

You have the right to be informed about how your personal information is being used. This privacy policy provides you with information about how we use your personal information.

Right of access

You have the right to obtain confirmation about whether or not personal information concerning you is being processed, and access to the personal information and related information.

Right to rectification

You have the right to have incomplete or inaccurate personal information corrected.

Right to restrict processing

You have the right to restrict processing in specific circumstances.

Right to object to processing

You have the right to object to processing of your personal information in specific circumstances.

Right to data portability

You have the right to obtain and reuse your personal information for your own purposes across different services in specific circumstances.

If you wish to exercise any of these rights, please get in touch with us.


Further information and advice about your rights can be obtained from the data protection regulator in your country. In the UK, this is the Information Commissioner's Office, which can be contacted at info@ico.org.uk

Data Retention

How long we keep your information

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements.


To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.

Details of retention periods for different aspects of your personal information are set out below.

In some circumstances you can ask us to delete your data.

In some circumstances we may anonymise your personal information (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you. If you wish to request deletion of your personal information at any time, please contact us at info@heruon.com


If you are not happy with how your personal information is being processed, or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority and your local data protection regulator.

In the UK, the data protection regulator is the Information Commissioner's Office (ICO).

You can contact them on:

Tel: 0303 123 1113

Email: casework@ico.org.uk

Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

If you live in a country in the European Economic Area (EEA), you may also contact your local data protection regulator. Details of each EEA data protection regulator can be found at http://ec.europa.eu/justice/data-protection/bodies/authorities/index_en.htm.

If you have a complaint, please contact us in the first instance so that we can try to resolve it for you. Further information is available at ico.org.uk

Disclosure

We will share your information with our processors and suppliers where necessary. In each case we have agreements in place to ensure that they comply with data protection law. We work with processors in the following areas:

  • IT services (such as web hosting)
  • Professional services (such as accountancy, legal services)
  • Marketing services (such as market research, advertising, event management)

Where your information comes from

We collect information about you from a number of different sources. These include:

  • Information you give us directly
  • Information we collect when you visit our website, including through cookies
  • Information we collect when you use our products and services
  • Information we collect from cookies when you visit our website
  • Information from our CCTV systems when you visit our premises
  • Information we collect when you attend our events, including photos
  • Information we collect when you contact us
  • Information we collect when you apply for a job with us
  • Information we collect from our third party service providers

What personal information we collect and how we use it

Telephone

When you call us, we collect your telephone number which will be displayed to us via caller ID.

We use this information to return your call if we are disconnected and to keep a record of the organisations and individuals who contact us and when.

Social Media

We maintain a social media presence on LinkedIn. When you interact with our social media accounts we will receive personal information about you such as your username, profile information and any comments you make. We use this information to interact with you and other social media users in relation to the content we publish on social media, including to answer queries.

Email

When you send us an email, we collect your email address and any other information you provide in that email (such as your name, telephone number and the message).

We use this information to respond to your enquiries, to provide information or services that you request, and to keep a record of the correspondence.

Postal mail

When you send us postal mail, we collect any information you provide in that correspondence, including your address if provided. We use this information to respond to your enquiries.

Visiting our premises

When you visit our office you may need to provide us with the following information:

  • Your name
  • Your organisation
  • Contact details
  • Emergency contact information
  • Dietary requirements
  • Any assistance you require

We use this information to manage your visit and to provide appropriate services, including refreshments, and to make any reasonable adjustments required to assist you during your visit.

We also have CCTV systems in operation which record footage of you during your visit.

We use CCTV for the security of our building, our employees and our visitors, and to prevent and investigate crime.

We also offer free WiFi to visitors which requires connection to our network and the collection of some device information.

Website

Analytics

We collect information about how our website is used through Google Analytics. This includes information about which pages are visited most often, the user journey through the website and the country or region from which our website is accessed. This information helps us understand our users and improve our website. Google Analytics uses cookies to collect this information.

Cookies

When you use our website, information may be stored on your computer in the form of cookies.

Cookies are small text files that websites place on your computer to collect standard internet log information and visitor behaviour information.

We use both persistent cookies (these remain on your computer until deleted) and session cookies (these are automatically deleted when you close your browser). You can choose to accept or decline cookies by modifying the settings in your browser, however if you choose to decline cookies you may not be able to fully experience the interactive features of our website.

Security and performance

We use various tools to monitor the performance and security of our website including uptime monitoring and security scanning. These may collect information about your visit, including your IP address, to help us maintain our website securely.

Purpose and lawful basis for processing

For each of the ways that we collect and use your personal information, we need to have a legal basis.

Most commonly, we will use your personal information where we need to perform a contract (for example where you have purchased products or services from us, or where you have asked us to provide you with a quote), where you have provided your consent, or where we need to comply with legal obligations.

We may also use your personal information where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

CCTV

We have CCTV systems in operation at our premises. These record images of people (including you) whilst you are visiting our premises.

We use CCTV to ensure the security of our premises and for the safety of our employees and visitors. We may also use CCTV footage to investigate incidents, accidents or crimes that may have occurred on our premises. Legal basis: legitimate interests - to ensure the security and safety of our premises and the people who use them.

Guest WiFi

We provide guest WiFi for visitors to our site.

We record the device address and will automatically allocate you an IP address whilst on site. We may also log traffic information in the form of sites visited, duration and date sent/received.

We don't ask you to agree to terms, just to the fact that we have no responsibility or control over your use of the internet while you are on site, and we don't ask you to provide any of your information to get this service.

The purpose for processing this information is to provide you with access to the internet whilst visiting our site.

Recording training sessions

We sometimes record audio and video of training sessions delivered by external training providers for distribution to staff not in attendance. We don't do this without the prior agreement of the training provider and no recordings are shared externally.

For information about how long we hold personal data, see our retention policy.

Enquiries

We like to hear from you with your thoughts and questions as to how we can improve our products and services.

What information we need:

Name, business and job title, contact details (email address and telephone number).

Any other information that you choose to provide in your enquiry.

What we do with the information:

We use it to respond to your enquiry, and will sometimes forward it to relevant members of our team if they can help us provide a better response.

How long we keep it for:

We keep records of the original enquiry and our response for 6 years.

Your rights:

If you want to change or withdraw your consent at any time, or request that we delete the information you provided, contact us on info@heruon.com.

We will not provide your information to any third parties for marketing purposes.

Job applications

We welcome applications for employment which can be made by email or by completing a job application form which will be made available to you on request.

The purpose for which we collect your information is to assess your suitability for the role you have applied for.

We collect equality data for the purposes of monitoring our equal opportunities policy. This includes where we ask for information about protected characteristics including age, sex, race, sexual orientation, religion and disability.

Some of this information is considered to be 'special category data' (sensitive personal data) which has additional protections under data protection legislation. We process this on the basis of your consent or on the basis of our legal obligations, for example to make reasonable adjustments for disabled people.

We may ask about criminal convictions and we are permitted to do this if the role is covered by the Rehabilitation of Offenders Act exceptions.


What we do with the information:

We will use your information to consider your application for employment.

We may use your information to arrange interviews or make contact with you for this purpose.

We may also use your information for the purpose of making reasonable adjustments during the recruitment process if you have a disability.


Information we collect:

When you apply for a role with us, we will ask you to provide the information we need to consider your application. This will include contact details, work history and educational qualifications, information about your current level of remuneration, and references.

Some roles require additional security clearances and if relevant we will ask questions about this information at the time of application.

Where a role that you apply for involves enhanced security clearance, we may not be able to progress your application in some circumstances.

Application stage

We will keep the information in your application to assess your suitability for the role. We will normally do this for a period of 6 months from the final point of contact.

If your application is unsuccessful but we are impressed with your application, we may keep your details for up to a year with a view to contacting you about similar opportunities as they arise. We will only do this with your consent.

If your application is not considered because you do not meet the specified criteria for the role, we may retain your application for up to 6 months following the closing date for applications.

If you are invited for interview or assessment and don't attend, we will normally retain the information you provided for the periods specified above.

If you ask to withdraw your application at any stage, we will normally dispose of your information straightaway unless you agree to us retaining it for future opportunities.

We will not use your information for any purpose other than that of assessing your current application unless we have your consent to keep your details for future opportunities.

Pre-employment stage

If you are offered a role with us, we will undertake pre-employment checks. These may vary by role, but will typically include references and may include qualification verification, a right to work check and for some roles, a police check through the Access NI service.

We collect this information for the purpose of verifying the information provided in your application and ensuring that you are suitable for the role. In some cases, carrying out these checks will be a legal requirement. For reference information, you agree to us contacting your stated referees. In some cases this is your current employer and we understand the confidential nature of this information.

  • Character references from previous employers, where available.
  • Evidence of any qualifications stated, where relevant to the role.
  • Evidence of your identity and right to work in the UK.
  • A police check, where the role requires it.

Some of this information may be considered to be 'special category data'. Where this is the case, it is processed on the basis of the legitimate interests of the company, or on the basis of legal compliance.

If this pre-employment process is successful and you accept a role with us, then the information you provided during the recruitment process and the information we collected about you during our pre-employment checks will be retained for the duration of your employment with us and for 6 years thereafter.

If this pre-employment process is not successful or you decide not to accept a role with us, then we will dispose of your information within 6 months of our final communication with you.

Final offer

If you accept an offer of employment with us, we will also ask you to provide:

  • Bank details for payment of salary.
  • Emergency contact details.
  • Information for pension scheme membership.

After you start

If you join us, your information will be used for the management of your employment including, where applicable, payroll, personnel records, professional development, performance management, and to take references on your behalf.

All the information we hold about you during your employment will be confidential.

If your employment ends or you choose to leave, we will keep some of your information for legal and operational reasons. This period is normally 6 years from the end of employment, but may be longer if it is required to meet our legal obligations.

Secondments

If you join us and are subsequently seconded or if you work for a partner organisation, we may share information about you with your host organisation or with our partner organisation, where it is necessary for us to do so. We will ask for your consent where it is required.

If you are seconded to us, we will collect information about you from your employer which will be used for the purposes of your secondment with us.

After your secondment ends, we will keep some of your information for legal and operational reasons. This period is normally 6 years from the end of your secondment, but may be longer if required to meet our legal obligations.

If your secondment includes information that contains special category data, we will only process this with your explicit consent.

If your secondment is unsuccessful, we may pass relevant information back to your employer or parent organisation, but we will only do this with your consent or where we are legally obliged to.

We do not knowingly collect information relating to children under 16 years of age. If you are under 16, please ensure that you obtain your parent/guardian's consent beforehand whenever you provide personal information to our website. Users without this consent are not allowed to provide us with personal information.

To develop, test and improve our products, services and website: we will use your information about how you use our products, services and website to improve the user experience for our users, for example to ensure we are offering appropriate features, supporting appropriate browsers and devices and to ensure our website content is presented in the most effective manner. We do this on the basis of your consent to our use of cookies and in accordance with our legitimate interests of developing our existing products, services and website, understanding how we can continue to improve them, and creating new products and services.

Monitoring and enforcing our rights: we may use your information to ensure that you are using our products and services in accordance with the terms on which they are supplied, and to enforce those terms, our website terms of use, or other relevant agreements that we have with you, in accordance with our legitimate interests of being able to enforce our rights.

Legal requests: we may need to use your information to comply with a legal obligation such as to respond to a court order or a request from a supervisory authority or government, or to prevent fraud.

Notifications: we will use your information to send you communications which are required by law or to notify you of changes to our terms or this privacy policy, or changes (permanent or temporary) to our products or services. Such messages will not include any promotional content. Depending on the nature of the communication we may do this on the basis of performing our contract with you or complying with our legal obligations.

Surveys and feedback requests: we may use your information to invite you to participate in surveys run by us on our own behalf, for example to invite your feedback on our products, services and website. These communications will not contain any promotional content and will be sent on the basis of our legitimate interests of improving our products, services and website. However, if you would prefer not to receive such communications, please contact us at: info@heruon.com.

Marketing: we may use your information to provide you with information about our products and services, offers and events that we consider may be of interest to you. This information will relate to our own products and services only, and we will not provide your information to third parties for marketing purposes. We send these communications either on the basis of your consent (where you have specifically consented to receiving such communications) or in accordance with our legitimate interests of growing our business.

You may stop receiving marketing communications from us at any time. To withdraw your consent or to opt-out of receiving marketing communications, you may contact us at info@heruon.com or follow the unsubscribe instructions contained in the communication itself.

Legal Basis. If you have any questions about or require further information concerning the legal basis on which we collect and use your information, including regarding our legitimate interests, please contact us.

Who we share your information with

We will only disclose your information in the circumstances below:

Our service providers: we may disclose your information to our third party service providers. In each case we have agreements in place with the service provider to ensure that they provide appropriate protection for your information and to ensure that they are only permitted to use your information in accordance with our instructions and as necessary to provide the relevant service to us.

For example, we may engage third parties to provide the following services:

  • hosting our online survey services and our website.
  • sending our customer communications.
  • providing an online chat service.
  • provide analytics information.
  • manage credit card processing.

Professional advisers: we may need to disclose your information to our professional advisers, including our lawyers, bankers, auditors and insurers.

Compliance with legal obligations and enforcement of our rights: we may also have to disclose your information if this is reasonably required to:

comply with any applicable law, regulation or legal process or to respond to a request from a government or a regulatory body.

enforce our agreements, policies and website terms of use.

protect the security or integrity of our products and services.

Other users within your organization: where your organization purchases products or services from us covering multiple authorized users and contacts, we may disclose your information to other users within your organization, for example to verify licensing and billing information.

Links to other websites

This privacy policy covers our products, services and website. Our website may contain links to and from third party websites. The information practices and the content of such other websites are governed by the privacy policy of that website. If you click on a link to those websites, you will leave our website to go to the website that you selected. Please note that we cannot accept responsibility or liability for any use of your personal information by such third parties, and we cannot guarantee that they will adhere to the same privacy practices as us. We encourage you to review the privacy policies of any third party before you submit any personal data to them.

Updating your information

If you wish to update, amend, correct or request deletion of your personal information you may do so by emailing bence@heruon.com. We will respond to your request within one month.

Your rights as a data subject

Your right to access - at your request we will provide you with information about whether we hold any of your personal information and provide a copy of this information to you. To request this information please contact bence@heruon.com. You may update, amend, correct or request deletion of your personal information as described above.

If you are from the EEA or the UK you may have the right to exercise additional rights available to you. Please refer to the section Your Rights as an Individual above.

You also have the right to complain to a data protection authority about our collection and use of your personal information. For more information, please contact your local data protection authority. In the UK, this is the Information Commissioner's Office. https://ico.org.uk/ A list of EU Supervisory Authorities is available here: http://ec.europa.eu/justice/data-protection/bodies/authorities/index_en.htm.

How long we keep your information

We will retain your information for as long as needed to provide our products or services or otherwise fulfil the purposes described in this policy, including for the purposes of satisfying any legal, accounting or reporting requirements. If you wish to delete your personal information at any time, please contact bence@heruon.com. If we are unable to comply with that request, for example because we need to retain some or all of your information to comply with a legal obligation, we will let you know and will explain why.

Security of your information

We take the security of your information extremely seriously and our information security policies and procedures follow industry best practice.

All information that you provide to us is stored on secure servers. When you enter personal information within a customer login area of the site, we encrypt that information using transport layer security (TLS). Where you use a password to access certain areas of our website and services you are responsible for keeping this password confidential.

International transfers of information

Your information may also be processed by some of our third party service providers which may operate outside of the EEA or the UK and therefore in countries which may not provide for the same level of data protection as the EEA. Whenever we transfer your information out of the EEA or the UK, we ensure that a similar degree of protection is afforded to it, for example by putting in place appropriate contractual terms including where relevant standard contractual clauses.

Changes to our privacy policy

We may change this privacy policy from time to time. We will post any privacy policy changes on this page and, if the changes are significant, we will post a notice on the homepage of our website, the login screens for our services, and/or we will send an email notification to our account holders. We will also keep prior versions of this policy in archive for your review.

Last updated 5 July 2023