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 notice tells you what to expect us to do with your personal information when you make contact with us or use one of our services.

Background

By the nature of our business and the fact that we are not providing services to the general public, there is not likely to be very much personal information, other than the contact details you choose to share with us, arising when a potential client, invariably a business or public sector body, makes contact with us or decides to use our services. Should the contact lead to an engagement or agreement between us, this privacy policy may be supplanted in part or in whole by the terms of such agreement.

Legal Basis

In the course of our business, we rely on several of the legal bases set out in article 6(1) of the GDPR and UK-GDPR for processing data:

  • the data subject has given consent to the processing of his or her personal data for one or more specific purposes;
  • processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract;
  • processing is necessary for compliance with a legal obligation to which the controller is subject;
  • processing is necessary in order to protect the vital interests of the data subject or of another natural person;
  • processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller (the former only applies);
  • processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.
  • In terms of the privacy policy of this website we rely on 6(1)(b) for business enquiries and 6(1)(a) for any other matters where you decide to contact us about and provide your personal data.

This is the legal basis, applicable in UK and EU, on which the details below rest.

Data Controller

Heruon Limited is the controller for the personal information we process where you use this site or make direct contact with us, unless otherwise stated.

There are many ways you can contact us, which may include by phone, email, live chat and post.

Our postal address: 7 Balloo Court, Bangor BT19 7AT

Telephone number: 028 9189 7576

Email: info@heruon.com

For general contact please use info@heruon.com

Our Data Protection Officer is Francis Howard. You can contact him at francis@heruon.com or via our above address. Please mark the envelope 'Data Protection Officer'.

YOUR RIGHTS AS AN INDIVIDUAL

Under UK and EU data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.

Your right of access

You have the right to ask us for copies of your personal information. This right applies with very few exceptions.

Your right to rectification

You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.

Your right to erasure

You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing

You have the right to ask us to restrict the processing of your information in certain circumstances.

Your right to object to processing

You have the right to object to processing if we are able to process your information because the process is not in our legitimate interests.

Your right to data portability

This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated.

You are not required to pay any charge for exercising your rights. We have one month to respond to you.


Please contact us at info@heruon.com if you wish to make a request, or contact our helpline on 028 9189 7576.

RETENTION POLICY

How long we keep data

Our policy is to store your data only for as long as we have need of it. If, for example, you notify us that you have retired, we would, normally, delete your personal data. The only exception to this is where we are required by law to keep data for specified periods of time where, of course, we would not be able to delete data before the expiration of such periods. We regularly review our data retention to identify opportunities to delete superfluous data so that we are not keeping data for unnecessarily long periods. We do not share (except as may be required by law), market or sell your data.


We may use data processors who are third parties who provide elements of services for us. If this arises, we will have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

In some circumstances, we are legally obliged to share information. For example, under a court order or where we are obliged to cooperate with authorities in handling complaints or investigations. In any scenario, we'll satisfy ourselves that we have a lawful basis on which to share the information and document our decision making and satisfy ourselves we have a legal basis on which to share the information.

Where we provide links to websites of other organisations, or where we act as a processor for other data controllers this privacy notice does not cover how that organisation processes personal information. We encourage you to read the privacy notices on the other websites you visit.

We work to high standards when it comes to processing your personal information. If you have queries or concerns, please contact us at info@heruon.com and we'll respond within 30 days.


If you are dissatisfied you may complain to the ICO

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire SK9 5AF

Helpline number: 0303 123 1113

They also have a contact page on their website: ico.org.uk

Our disclosure to you

We'll tell you:

  • why we are able to process your information and what purpose we are processing it for - Your information is likely to be confined to your name and contact details. We will keep these details as a reference source for when we need to contact you.
  • how long we store it for – please see our retention policy below.
  • there are other recipients of your personal information and whether we intend to transfer it to another country – other than as described below, there should be no other recipients of your personal information and we have no intentions to transfer it to another country.

Sources of Data

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • You have made a business enquiry to us.
  • You wish to attend, or have attended, an event.
  • You have applied for a job or secondment with us.
  • You are representing your organisation.
  • We may also receive personal information indirectly, in the following scenarios:
  • From public authorities, regulators or law enforcement bodies.
  • Where you have made your contact information available on your organisation's website and we use this to contact you and your organisation.
  • Where you have made your contact information available on social media or business networking sites such as Linked In.
  • We may undertake corporate credit reference agency checks as part of the process to determine the creditworthiness of an organisation.

How you may contact us in ways that result in personal information being disclosed to us

Contacting us by telephone

We don't audio record any calls, but we might make notes to help us answer your query. Other staff may also listen in during your call to assist or for training or quality assurance purposes. We would normally inform you when other parties are able to listen to your call.

We may hold statistical information about the calls we receive for a number of years, but this does not contain any personal data.

Social media

If you send a message via social media that needs a response from us, we may process it in our case management system as an enquiry. We suggest you familiarise yourself with the privacy information of that platform.

Emailing us

Transport Layer Security (TLS) encrypts and protects email traffic. Most webmail such as Gmail and Hotmail use TLS by default.

We'll also monitor any emails sent to us, including file attachments, for viruses or malicious software. You must ensure that any email you send is within the bounds of the law.

Postal Service

You may send us personal information by means of postal delivery that needs a response from us, we may process it in our case management system as an enquiry. We suggest you familiarise yourself with the privacy information of that platform.

Visiting us

We meet visitors at our offices, including:

  • clients;
  • external training providers;
  • job applicants;
  • suppliers and tradespeople;
  • stakeholders; and
  • public officials

If your visit is planned, we'll send your name and visit information to reception before your visit – so that we may print a personalised badge for your arrival.

If you arrive without an appointment, you may be given a generic visitor badge.

You should wear a pass throughout your visit. Personalised badges will be destroyed when you leave the premises.

We may ask all visitors to sign in and out at reception and show a form of ID. The ID is for verification purposes only, we don't record this information.

Using our Website

Analytics

If we do collect personal data through our website, we'll be upfront about this. We'll make it clear when we collect personal information and we'll explain what we intend to do with it.

Cookies

We use a cookies tool on our website to gain consent for the optional cookies we use.

Cookies that are necessary for functionality, security and accessibility are set and are not deleted by the tool.

You can read more about how we use cookies, and how to change your cookies preferences, on our Cookies page.

Security and performance

We use a third-party web application firewall from Fortinet to help maintain the security and performance of our website. The service checks that traffic to the site is behaving as would be expected. The service will block traffic that is not using the site as expected.

Purpose and lawful basis for processing

The purpose for implementing the above is to maintain and monitor the performance of our website and to constantly look to improve the site and the services it offers to our users.

What are your rights? - please see 'Your rights as an individual' above.

As we are processing your personal data for our legitimate interests as stated above, you have, nonetheless, the right to object to our processing of your personal data.

Closed-circuit television

Closed-circuit television (CCTV) operates both inside and outside the building for security purposes. The information is viewed by us is on a live feed and we don't normally record it.

The purpose for processing this information is for security and safety reasons.

Wi-Fi

We have Wi-Fi on site for the use of visitors. We'll provide you with the address and password.

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