Privacy Policy

Latest Version updated: December 2018

By reading and continuing to use this website, you agree to the following conditions of use.

About the BJF Group

This website is managed by The BJF Group, Abbey Court, Boarley Lane, Maidstone, Kent, ME14 3DD
If you’d like to get in touch regarding this Privacy Policy, please message us at: info@bjfgroup.co.uk

Disclaimer

BJF makes every effort to ensure that information on this website is accurate and up-to-date. However, we cannot accept responsibility for any loss or inconvenience caused by reliance on information on this site.

This privacy policy demonstrates the commitment of BJF to the privacy of your data. We will, as far as possible, safeguard the privacy of your data whilst providing a personalised and valuable service.
This privacy policy applies to all information we hold about you or your business/organisation, including “personal data” as defined in the General Data Protection Regulation or any relevant implementation legislation.
If you have any requests concerning information about you or your business/organisation or any queries relating to this privacy policy, please contact us.

Information collected

We may collect and hold the following information about you and your business / organisation:

Information about your visit to our website, including details about your computer, your browser and how you use this website (please see the Cookie Usage section of this policy).
Name, company name, e-mail address, phone number, and any details you may give us when contacting us via our Contact Form.
Any information (name, company name, e-mail address, details of enquiry etc.) you send us via e-mail.
Any personal details provided in your emails or letters to us,
Records of any services we or our partners provide for your company/business/organisation.

If you contact us for any reason, we may retain copies of any letters, emails or online forms and may record telephone conversations with you.

Why and how we use your data

Under the new General Data Protection Regulation (GDPR), we are required to provide you with the lawful basis under which we are processing your data.

By contacting us via email or our contact form, you are consenting to the processing of your personal data and as such consent is the legal basis being utilised. If you contact us via email, letter or our contact form, your information may be held for as long as your query is pending.

We may use your personal data in order to:

Administer our website,
Keep our website secure and prevent fraud,
Send you newsletters, when you have given us consent to do so,
Reply to any enquiry you have sent us via this website, via email or via letter,
Send you non-marketing communications.

Who we share personal data with and why

We may share your personal data with:

our employees, officers, suppliers and subcontractors in order fulfill any query you have made to us.
any other official authority, to the extent we are required to do so by the law.

Your Data and your rights

Under the new 2018 GDPR, you have the right to:

be informed about how your personal data is being used,
access your data and supplementary information,
update your data if your information needs to be corrected or updated,
delete your data from our records,
restrict processing of your personal data,
object to the processing of your data.

If you would like to exercise any of your rights, please get in touch.

Our security and your data

BJF has appropriate technical and organisational measures in place to protect your data and prevent the loss or misuse of your personal information.

In case of a data protection breach of a nature likely to result in a risk to the rights and freedoms of the individual we will contact the supervisory body within 72 hours and if of a high risk to the individual will contact the individual without undue delay.

Links to third-party websites

BJF is not responsible for any third-party websites that may be accessed through this website and has no control over their privacy policy.

BJF does not endorse the content contained in these sites, nor the organisations publishing those sites, and hereby disclaims any responsibility for such content.

Cookie usage policy

When we provide services, we want to make them easy, useful and reliable. Where services are delivered on the internet, this sometimes involves placing small amounts of information on your computer, smart phone, tablet etc. These include small files known as cookies. They cannot be used to identify you personally.

These pieces of information are used to improve services for you through, for example:

Enabling a service to recognise your device so you don’t have to give the same information several times during one task,
Recognising that you may already have given a username and password, so you don’t need to do it for every web page requested,
Measuring how many people are using services, so they can be made easier to use and there’s enough capacity to ensure they are fast.

You can manage these small files yourself and learn more about them through the Direct Gov website: browser cookies – what they are and how to manage them

We use Google Analytics on our website to keep a track of what pages our users are visiting most frequently and cookies to help us accurately estimate the number of visitors to the website and volumes of usage. This is to ensure that the service is available when you want it and fast.

The www.bjfgroup.co.uk site uses cookies for collecting non-personal user information from the site. The www.bjfgroup.co.uk site does not collect any information about you except that required for system administration of the website.

Cookies are pieces of data created when you visit a site, and contain a unique, anonymous number. They are stored in the cookie directory of your hard drive, and do not expire at the end of your session. Cookies do not contain any personal information about you and cannot be used to identify an individual user. If you choose not to accept the cookie, this will not affect your access to the majority of facilities available on our website.

Although your browser may be set up to allow the creation of cookies, you can specify that you be prompted before a site puts a cookie on your hard disk, so that you can decide whether to allow or disallow the cookie. Alternatively, you can set your computer not to accept any cookie.

This site uses Google Analytics code to gather statistical information. For more information on how Google Analytics processes this information, visit www.google.com/analytics.

During your visit to the site you may notice some cookies that are not related to www.bjfgroup.co.uk . This happens when you visit a page with content embedded from a third party (for example YouTube videos) or use some of the links to social networking sites (e.g. Share This). These websites may place cookies on your computer. You should check these third-party websites’ privacy policies for more information about their cookies if you are concerned about this.

Make a complaint

If you are unhappy with how we have processed your information, please contact our office in the first instance. If you are still not happy with the outcome you have the right to complain to the supervisory body who can be contacted at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF; www.ico.org.uk; Tel. 0303 123 1113.

Copyright

All rights in the design, text, graphics and other material on the website is copyright of BJF or other third parties. Should you wish to reproduce any of the information or alter, modify or distribute it, please contact us.

Reviewing the Policy

We review and update regularly this privacy policy to remain compliant with any General Data Protection Regulation updates

Call Recording Policy

Latest Version updated: November 2024

Introduction

BJF Group has a telephone system that is capable of recording conversations for the purpose of compliance, security, training, safety and quality purposes. Calls may be recorded under the guidelines set out in this policy.

The purpose of call recording is to provide a record of incoming and outgoing calls which can:

Identify training needs
Protect employees from nuisance calls and harassment
Establish facts relating to incoming/outgoing calls made (e.g. complaints)
Identify any issues in operational processes with a view to improving them

Purpose

The purpose of this policy is to ensure that call recording is managed in line with GDPR and Data retention requirements. This will generally involve the recording of telephone conversations which is subject to the Telecommunications Act 1984.

BJF Group will make every reasonable effort to advise callers that their call may be recorded and for what purpose the recording may be used. This will normally be via a pre-recorded message within the telephone system, our privacy notices within our intranet and on our website. The voice file will be stored within a recording system to which the same rules of confidentiality apply.

Any individual recorded who requests to listen to a recording should be allowed within the general provisional data subject access under the Data Protection Act 2018.

Scope

This policy applies to all BJF Group employees including any contracted or temporary workers, agency staff and anyone else carrying out work for BJF Group including volunteer and work placement participants. All calls via the telephone systems used in BJF Group will be recorded, including:

All external incoming calls
All external outgoing calls made by employees
All external call transfers

Recording will automatically stop when the BJF Group employee terminates the call.

Monitoring of Recorded Calls

Monitoring of the call recordings will be undertaken by Director or Head of Department/Division, or their appointed designate. Any playback of recordings will take place in a private setting and where applicable, individuals should be given the opportunity to listen to relevant recordings to receive feedback and developmental support.

All recordings will be stored securely online, and access to these will be controlled and managed by the IT Department. Recordings will be accessed by logging in to a dedicated, password protected online system.

Recorded calls will be retained for a period of 90 days or less.

Call Recording and Storage Legislation

BJF Group will only collect and process personal data if one or more of the conditions set out in Article 6 of the GDPR have been satisfied.

References to GDPR in this policy means the GDPR as supplemented and varied by the Data Protection Act 2018.
The relevant conditions for BJF Groups activities are:

Processing is necessary for the purposes of the legitimate interests pursued by BJF Group or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of caller or employee which require protection of personal data, in particular where the data subject is a child or young person.

We shall ensure that the use of these recordings is fair and that we comply with the requirements of the relevant legislation that applies to the recording of calls.

Recordings will be treated confidentially and used, stored and disposed of in accordance with the requirements of the:

Data Protection Act 2018
General Data Protection Regulations (GDPR)
The Employment Practices, Data Protection Code
Regulation of Investigatory Powers Act 2000 (RIPA)
The Telecommunications (Lawful Business Practice) (Interception of Communications) Regulations 2000 (LBP Regulations)
The Telecommunications (Data Protection and Privacy) Regulations 1999
The Human Rights Act 1998

Confidentiality

The Data Protection Act allows access to information that is held about an individual and their personal data. This includes recorded telephone calls.
Requests for copies of telephone conversations can be made under the Data Protection Act as a “Subject Access Request”.

After assessing whether the information can be released, the requestor can be invited to our registered address to hear the recording.

The right to be forgotten does not override legal and compliance obligations. If there is a request from an external body relating to the detection or prevention of a crime (e.g. police), then requests for information should be directed to Julia Rutledge, BJF Group DPO.

Under GDPR, organisations are prohibited from recording the personal conversations of employees, even with consent, and therefore need to ensure that while business calls are recorded, personal calls always remain private.

Calls recorded

Calls received into and out of BJF Group head office will be recorded by BJF Group. BJF Group’s registered and head office contact telephone number is 01622 266 266.

Calls will be stored for up to 90 days and will be retrievable.
The following reasonable efforts have been taken to advise callers that their calls are being recorded for information, training and quality purposes:

A notice is published on our websites with a link to our Policy
Customers are informed at the beginning of the call received into our head office/offices
An email sent to employees to inform them that calls are being recorded.
A copy of this policy will be made available to all employees
All employees and workers will be informed of call recording at induction and regularly reminded.

If and when sensitive personal information is being discussed, it is the responsibility of employees to remind callers that the call is being recorded and to get their explicit consent to continue the call.

Any call recording may be subject to a Data Protection Subject Access Request and claims for professional liability.

Personal information especially special category personal information, about employees is shared only with employees who need to know the information in order to carry out their legitimate duties.

This may involve sharing information between individuals in different departments. Where appropriate, BJF Group have set protocols to clarify how this operates in practice to ensure that only those people who have a need to know are able to access personal data of employees or workers.

What you can expect from us

Personal data collected (“processed”) in the course of recording activities will be processed fairly and lawfully in accordance with the Data Protection Act 2018.

It will be:

Adequate, relevant and not excessive
Used for the purpose(s) stated in this policy and not used for any other purposes
Accessible only to authorised managers for training purposes and investigations
Treated confidentially
Stored securely; and
Not kept for longer than necessary

Policy Review

This policy will be managed and reviewed every two years and, from time to time, updates and re-issues will be circulated. However, the policy will be reviewed sooner if a weakness in the policy is highlighted, in the case of new risks, and/or changes in legislation.