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THIS RECORD OF PROCESSING ACTIVITIES (RECORD) DESCRIBES HOW WESTERN BUILDING SYSTEMS LTD PROCESSES PERSONAL DATA.

Western Building Systems Ltd recognises that Article 30 of the EU General Data Protection Regulation (GDPR) imposes documentation requirements on controllers and processors of data. This Record is company confidential information but Western Building Systems Ltd will provide it to the appropriate supervisory authority on request as required by Article 30.

Data Controller Details:

Name: Western Building Systems Ltd
Address: 11 Mountjoy Road, Coalisland, Co Tyrone
Telephone Number: 02887740740
Website: www.westernbuild.com

Data Protection Contact: contact@westernbuild.com

Western Building Systems Ltd collects personal data from the following categories of data subjects:

  • Western Building Systems Ltd customers or consumers.
  • Western Building Systems Ltd vendors or suppliers.
  • Western Building Systems Ltd employees and job applicants.

Categories of Personal Data
Western Building Systems Ltd collects the following categories of personal data about customers:

  • Personal details including name and contact information.
  • User activity details and user preferences.
  • Location details.
  • Financial details.
  • Payment details.
  • Contractual details including the goods and services provided.

Western Building Systems Ltd collects the following categories of personal data about employees and job applicants:

  • Personal details including name and contact information.
  • Date of birth.
  • Gender.
  • Marital status.
  • Beneficiary and emergency contact information.
  • Government identification numbers.
  • Education and training details.
  • Bank account details and payroll information.
  • Wage and benefit information.
  • Performance information.
  • Employment details.

Western Building Systems Ltd collects the following categories of personal data about vendors or suppliers:

  • Name and contact information.
  • Financial and payment details.

Purposes of Data Processing
Western Building Systems Ltd collects and processes personal data about customers for the following purposes:

  • Maintaining and enhancing Western Building Systems Ltd products and services.
  • Providing products and services and customer management.
  • Account management.
  • Direct marketing.
  • Supporting network and system security.
  • Auditing.
  • Detecting and preventing fraud.
  • Complying with legal obligations.

Western Building Systems Ltd collects and processes personal data about employees and job applicants for the following purposes:

  • Recruitment and selection of employees.
  • Personnel management.
  • Workplace monitoring.
  • Human resources administration including payroll and benefits.
  • Complying with legal obligations.
  • Education, training, and development activities.

Western Building Systems Ltd collects and processes personal data about vendors or suppliers for the following purposes:

  • To obtain products and services.
  • Vendor administration, order management, and accounts payable.
  • Evaluating potential suppliers.

Categories of Personal Data Recipients
Western Building Systems Ltd discloses personal data to the following categories of recipients , some of which may be located in third countries or may be international organisations as defined in Article 4(26) of the GDPR:

  • Western Building Systems Ltd parent company, subsidiaries, and affiliated entities, including branches.
  • Business partners.
  • Auditors and professional advisors, such as lawyers and consultants.
  • Federal, state, and local law enforcement officials.
  • Third-party service providers, such as providers of:
  • IT system management;
  • information security;
  • human resources management;
  • payroll administration;
  • Retirement plan administration.

Western Building Systems Ltd makes limited personal data transfers subject to the second subparagraph of Article 49(1) which are necessary for Western Building Systems Ltd compelling legitimate interests. Western Building Systems Ltd provides appropriate safeguards for these limited personal data transfers through contractual clauses.

Personal Data Retention Periods
Except as otherwise permitted or required by applicable law or regulation, Western Building Systems Ltd only retains personal data for as long as necessary to fulfill the purposes Western Building Systems Ltd collected it for, as required to satisfy any legal, accounting, or reporting obligations, or as necessary to resolve disputes. To determine the appropriate retention period for personal data, Western Building Systems Ltd considers the amount, nature, and sensitivity of personal data, the potential risk of harm from unauthorized use or disclosure of personal data, the purposes for processing the personal data, whether the employer can fulfill the purposes of processing by other means, and any applicable legal requirements.

Western Building Systems Ltd typically retains personal data for the periods set out below, subject to any exceptional circumstances or to comply with laws or regulations that require a specific retention period:

Information about customers

  • personal details including name and contact information: 2 years;
  • user activity details and user preferences:2 years;
  • Contractual details including the goods and services provided: 6 years.

Information about employees and job applicants:

  • personal details including name and contact information: 1 years;
  • date of birth: 6 years;
  • gender: 6 years;
  • marital status: 1 years;
  • beneficiary and emergency contact information: 1 years;
  • government identification numbers: 6 years;
  • education and training details: 1 years;
  • bank account details and payroll information: 6 years;
  • wage and benefit information: 6 years;
  • performance information: 2 years;
  • employment details: 2 years;
  • Unsuccessful job applicants: 0 years.

Information about vendors or suppliers:

  • name and contact information: 2 years;
  • financial and payment details: 2 years.

Technical and Organisational Security Measures
Western Building Systems Ltd has implemented the following technical and organisational security measures to protect personal data:

  • Segregation of personal data from other networks.
  • Access control and user authentication.
  • Employee training on information security.
  • Written information security policies and procedures.

Changes to this Record of Processing Activities
Western Building Systems reserves the right to amend this Record of Processing Activities from time to time consistent with the GDPR and other applicable data protection requirements.

Effective Date:
22/5/18

Last modified:
22/5/18

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