Visitors Privacy Notice

Introduction

Revell Research Systems Limited (the Company, we, us, our) is providing you with this information in order to comply with the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR), which require us to tell you what we do with your personal information.

This notice relates to the personal data that is processed by us when you visit any of our premises.

Who is collecting this personal data?

Revell Research Systems Limited is collecting this data as the Data Controller.

Revell Research Systems Limited is registered with the Information Commissioner in the United Kingdom as a data controller under number Z186392X.

Who are we sharing your personal data with?

We may share personal data processed under this notice, where necessary and proportionate, with the following categories of recipient:-

• The courts and those involved in legal proceedings and non-contentious matters, including solicitors and barristers
• Public health bodies
• Police and law enforcement agencies
• Our subsidiaries, our ultimate holding company and all its subsidiaries
• Emergency services
• Landlord and other tenants of shared buildings
• Security contractors
• Agents acting on our behalf
• Service providers (including associates)

We will not sell or rent your data to third parties. We will not share it with third parties for marketing purposes.

Why are we collecting and what will we do with your personal data?

We are collecting personal data in order to ensure the security of our premises and the health and safety of those using them including yourself. This may involve sharing your details with any landlord or tenant in the buildings we occupy, particularly when there is a shared reception. We may also share your details with security contractors patrolling buildings and ensuring the safety of those in them. We may need to share your details with the police or emergency services in the event of an emergency or security incident. We may be legally obliged to collect basic contact details to comply with public health legislation.

We collect personal data about you when you visit us. We will collect details about who you are and who you are visiting as well as the time and date of your entry and departure.

You should be aware that we may ask you to wear a visitor's badge displaying who you are. We may also take a photograph for this visitor pass.

This information allows us to account for everybody in the event that our premises need to be evacuated and helps those charged with security verify that those on our premises or using shared facilities associated with them have a legitimate reason to be present.

We may process this data for the purpose of the proper administration of our business and in communicating with you as well as maintaining backups.

We may share data with the courts and associated professionals in establishing, exercising or defending our legal rights. We may share data in reporting crime to or when co-operating with the police and law enforcement agencies.

What is the legal basis for processing?

Our lawful bases are Legal Obligation, Vital Interests and Legitimate Interests.

• legal obligation - the Company may be required from time to time to comply with public health legislation.
• vital interests - the Company may share personal data to protect your or another's vital interests in an emergency.
• legitimate interests - the Company has legitimate interests in protecting its property and ensuring the health and well-being of those using our premises and in protecting and asserting our, your or another's legal rights; and in properly administering its business and backing up data.

These lawful bases are detailed in Article 6 of the UK General Data Protection Regulation (UK GDPR):-

• processing is necessary for compliance with a legal obligation to which the controller is subject (Article 6(1)(c)).
• processing is necessary in order to protect the vital interests of the data subject or of another natural person (Article 6(1)(d)).
• 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 (Article 6(1)(f)).

How are we collecting this information?

We collect personal data about you:-

• directly from you when you visit us
• correspondence prior to your arrival with you or the organisation you represent
• our online event booking system
• a third party's online event booking system

Please note that our CCTV Privacy Notice may also apply to you.

What information are we collecting?

We collect the following personal information when you visit our premises:

• your name and style of address
• gender
• job title
• organisation
• your host
• photograph
• date and time of arrival
• date and time of departure

Who can see your information within the Company?

Access to your personal data is restricted to authorised directors, staff and associates who require it for legitimate business purposes.

How long is your information kept?

We will only keep your information for as long as necessary. The retention period is either dictated by law or our legitimate requirements. Once your information is no longer needed it will be securely and confidentially destroyed.

We typically retain visitor records for six years after the financial year in which the visit occurred based on the Limitation Act 1980.

We may retain photographs taken for visitor identification, security or administrative purposes for as long as they remain necessary for those purposes.

How secure is your information?

We take appropriate technical and organisational measures to protect your information against unauthorised access, disclosure, alteration and destruction. You can read more about our approach to security at www.rrs.co.uk/security.

Who keeps your information updated?

You are responsible for keeping your personal details up-to-date. Please advise the Company of any changes.

Will your information be used for any automated decision making?

No. We do not undertake solely automated decision making, including profiling, that produces legal effects concerning you or similarly significantly affects you.

Our Privacy Statement

You can access the Company's Privacy Statement at www.rrs.co.uk/privacy. This statement provides you with more information about how we address data protection and privacy as well as informing you of your rights.

Other Privacy Notices

You are likely to interact with us in more than one way, so our other privacy notices may apply to you in different scenarios. We are open and transparent about how we use your personal data. You can find all of our Privacy Notices at www.rrs.co.uk/privacy.

Changes to this Notice

Any changes to this privacy notice will take effect when the revised notice is published. If these changes affect how your personal data is processed, the Company will take reasonable steps to make sure you know.

Further Information