Privacy Policy

2. Definitions

For the purposes of this Privacy Policy:

• Company (referred to as either “EGS”, “We”, “Us” or “Our” in this Agreement) refers to EGS (International) Limited, 27 Woolmer Way, Bordon, Hampshire, GU35 9QE, United Kingdom.
• Cookies are small files that are placed on your computer, mobile device or any other device by a website, containing the details of your browsing history on that website among its many uses. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some parts of our website. Unless you have adjusted your browser setting so that it will refuse cookies, our website may use cookies.
• Country refers to United Kingdom.
• Device means any device that can access the website such as a computer, a smart phone or a tablet.
• Personal Data is any information that relates to an identified or identifiable individual.
• Service Provider means any natural or legal person who processes the data on behalf of the Company. It refers to third-party companies or individuals employed by the Company to facilitate the website, to provide the website on behalf of the Company, to perform services related to the website or to assist the Company in analysing how the website is used.
• Usage Data refers to data collected automatically, either generated by the use of the Service or from the website infrastructure itself (for example, the duration of a page visit).
• Website refers to EGS, accessible from www.egssurvey.com.
• You means the individual accessing or using the website, or the company, or other legal entity on behalf of which such individual is accessing or using the website, as applicable.

3. Data Protection Principles

EGS will comply with the data protection regulations, which state that the personal information we hold about you must be:

• Used lawfully, fairly and in a transparent way.
• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
• Relevant to the purposes we have told you about and limited only to those purposes.
• Accurate and kept up to date.
• Kept only as long as necessary for the purposes we have told you about.
• Kept securely.

Everyone that is responsible for using personal data has to follow these strict principles, any non-compliance will be dealt with in accordance with section 8 of this Privacy Policy.

4. Collecting Your Personal Data

4.1 Personal Data

Personal information (or personal data) means any information about an individual from which that person can be identified. It does not include data where the person's identity has been removed (“anonymous data”).

The amount and type of data collected may vary depending on the relationship we have with you and the service we provide. We process the following personal data depending on our relationship:

Clients and suppliers, including prospective:

• Your contact details – your name, address and any other contact details you provide, such as your telephone number and e-mail address
• Your communication data – any requests or complaints you make and any other data that we receive if we communicate with you via email or through our website
• Your use of our services – information relating to your use of our services, such as information related to your purchases
• Your financial details – financial information disclosed to us which can be linked to you as a client or supplier, such as bank account details or invoicing details
• Video surveillance footage – when you enter our buildings or premises, you are subject to image retention via our video surveillance systems (CCTV). Image retention may also take place during events where video footage is made
• Webinar recordings and recordings of other events – when you attend webinars or other meetings hosted by us, we may make sound and/or video recordings and/or photos. We will inform you beforehand if this is the case. You can choose to leave the webinar or meeting in case you have objections to such recording
• Any other personal data – this includes any personal data that you disclose in the course of your contractual relationship with us

Visitors to our premises, including vessels:

• Your contact details – your name and any other contact details you provide, such as your address, telephone number and email address
• Video surveillance footage – when you enter our buildings or premises, you are subject to image retention via our video surveillance systems (CCTV)

Website Visitors:

• Data collected automatically including Usage Data and Tracking Technology and Cookies – more information below

4.2 Usage Data

Usage Data is collected automatically when using the website.

Usage Data may include information such as:

• Your device's Internet Protocol address (e.g. IP address)
• Browser type and version
• The pages of our website that you visit
• The time and date of your visit
• The time spent on those pages
• Unique device identifiers and other diagnostic data

When you access the website by or through a mobile device, we may collect certain information automatically, including, but not limited to, the type of mobile device you use, your mobile device unique ID, the IP address of your mobile device, your mobile operating system, the type of mobile internet browser you use, unique device identifiers and other diagnostic data.

We may also collect information that your browser sends whenever you visit our website or when you access the website by or through a mobile device.

Cookies can be “Persistent” or “Session” Cookies. Persistent Cookies remain on your personal computer or mobile device when you go offline, while Session Cookies are deleted as soon as you close your web browser.

We use both Session and Persistent Cookies for the purposes set out below:

4.3.1 Necessary / Essential Cookies

• Type: Session Cookies
• Administered by: Us
• Purpose: These Cookies are essential to provide you with services available through the website and to enable you to use some of its features. They help to authenticate users and prevent fraudulent use of user accounts. Without these Cookies, the services that you have asked for cannot be provided, and we only use these Cookies to provide you with those services.

4.3.2 Cookies Policy / Notice Acceptance Cookies

• Type: Persistent Cookies
• Administered by: Us
• Purpose: These Cookies identify if users have accepted the use of cookies on the website.

5. Using Your Personal Data

We will only use your personal data when the law allows us to. We may use your personal data for the following purposes:

• To provide and maintain our website, including to monitor its usage.
• For the performance of a contract: the development, compliance and undertaking of the purchase contract for the products, items or services you have purchased or of any other contract with us.
• To contact you: To contact you by email, telephone calls, SMS, or other equivalent forms of electronic communication, such as a mobile application's push notifications regarding updates or informative communications related to the functionalities, products or contracted services, including the security updates, when necessary or reasonable for their implementation.
• To provide you with news, special offers and general information about other goods, services and events which we offer that are similar to those that you have already purchased or enquired about unless you have opted not to receive such information.
• To manage your requests: To attend and manage your requests to us.
• For business transfers: We may use your information to evaluate or conduct a merger, divestiture, restructuring, reorganisation, dissolution, or other sale or transfer of some or all of our assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which personal data held by us about our Website users is among the assets transferred.
• For other purposes: We may use your information for other purposes, such as data analysis, identifying usage trends, determining the effectiveness of our promotional campaigns and to evaluate and improve our Service, products, services, marketing and your experience.

In rare cases, we may also use your personal information where we need to protect your interests (or someone else's interests), or where it is needed in the public interest or for official purposes.

We may process your personal data on more than one lawful ground, depending on the specific purpose for which we are using your data. Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

6. Sharing Your Personal Data

We may disclose some information we hold about you to other EGS Group companies, company employees, external service providers, suppliers, subcontractors, clients, regulatory bodies, government agencies, law enforcement bodies and other third parties permitted or required by law. Third party recipients of your personal data are only permitted to use the information for the services or function for which they have been engaged and are required to have in place safeguards for protecting personal information in accordance with the law.

We may disclose your personal data in good faith, believing that such action is necessary for the following reasons:

• Comply with a legal obligation
• Protect and defend the rights or property of the Company
• Prevent or investigate possible wrongdoing in connection with the Service
• Protect the personal safety of Users of the Service or the public
• Protect against legal liability

Under certain circumstances, the company may be required to disclose your personal data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).

If the Company is involved in a merger, acquisition or asset sale, your personal data may be transferred. We will provide notice before your personal data is transferred and becomes subject to a different privacy policy.

6.1 Transfer of Personal Data

Your data may be transferred and processed outside of the UK (and the European Economic Area), in any other country in which the EGS Group may have offices or subsidiary companies, agents, contractors, or clients at any time.

You should therefore be aware that an international transfer of your data to a member of the EGS Group located in Australia, South America, China, Southeast Asia, Middle East, the United States and Europe may be necessary for the performance of your contract with EGS.

We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission, or the UK Information Commissioner's Office. Please note, the current countries with such an adequacy decision are: Andorra, Argentina, Canada (only in respect of commercial organisations), Faroe Islands, Guernsey, Israel, Isle of Man, Japan, Jersey, New Zealand, Republic of Korea, Switzerland, United States (only in respect of organisations self-certified under the Data Privacy Framework), the UK (if transferring from the European Economic Area), and the European Economic Area (if transferring from the UK).

Where we use external service providers:

• We may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe
• Where we use external service providers, suppliers, subcontractors and clients based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the US

7. Your Legal Rights in Relation to Personal Data

In some circumstances, you have the right to:

• Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Request correction of the personal data that we hold about you.
• Request erasure of your personal data. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
• Request the transfer of your personal data to you or a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note this only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
• Withdraw consent at any time where we are relying on consent to process your personal data.

If you want to enforce any of your rights, please send your request to hseq@egssurvey.com.

No fee usually required

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

Right to withdraw consent

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact hseq@egssurvey.com.

Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

8. Security and Retention

EGS takes reasonable and appropriate steps, and require our third parties to take reasonable and appropriate steps, to protect personal information from misuse, loss and unauthorised access, modification or disclosure using physical, electronic and procedural safeguards.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

9. Retention of Personal Data

EGS only retains personal data for as long as it is necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements. When determining the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirement.

10. Privacy Contact Information

The Compliance Team is responsible for overseeing compliance with this Privacy Policy.

If you have any queries or you wish to speak to us about how your information will be used, then please contact EGS at:

Email: hseq@egssurvey.com
Tel: +44 1420 489329

11. Complaints

In the event that you should have a complaint about how your data has been processed by EGS, we would like to hear from you so that we may put it right.

If you are not satisfied with our response, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO): https://www.ico.org.uk

12. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will be published on this page.