Privacy Notice

The Hawkins Group is formed of Hawkins and Associates Limited, Hawkins and Associates (Trustees) Limited, Hawkins (International) Limited, Hawkins Forensics Limited, Hawkins and Associates (Singapore) PTE Limited and Hawkins and Associates (Hong Kong) Limited. This Privacy Notice explains how we collect data from you and how the data is used.

Hawkins has separate Notices which set out similar information in relation to the cookies that we use on our websites, which can be found here:

Data Protection Officer--Contact Details

Lisa Knappett

Data Protection Officer
120 Cambridge Science Park
Milton Road
Cambridge
CB4 0FZ

Email: dataprotection@hawkins.biz

What information do we collect about you?

  • Marketing data
  • Operational data (assignments we are appointed on by our clients)
  • Human Resources data
  • Shareholder data

 

Categories of Personal Data held

The following is a list of the types of personal information held by the Hawkins Group, we will not hold all types of information on each individual.

 

Clients (Marketing and Operational)

  • Name
  • Job Title
  • Address
  • Email address
  • Telephone number
  • CCTV footage if visiting one of the Hawkins Group premises

 

Insured, Insured’s employees, other claim related third parties, members of the public (Operational)

  • Name
  • Address
  • Email address
  • Telephone number
  • Date of birth
  • Insurance policy number
  • Claim reference number
  • Medical records
  • Criminal record data
  • Details of the claim
  • CCTV footage if visiting one of the Hawkins Group premises

 

Human Resources

  • Name
  • Address
  • Email address
  • Telephone number
  • Date of birth
  • Gender
  • Emergency contact details
  • Financial, payroll and tax information
  • Employment contract records
  • Absence records (including health records)
  • Performance records
  • Recruitment records
  • Termination of employment records
  • Due diligence records (including criminal records check)
  • CCTV footage at the Hawkins Group premises

 

Shareholders

  • Name
  • Address
  • Email address
  • Telephone number
  • Shareholding records
  • Bank account details

 

How do we collect data about you?

Clients (Marketing and Operational)

  • Directly from you when you register for marketing purposes
  • Submission of Contact Us Form, E-Newsletter and/or Training Forms on Hawkins' websites
  • Entry into a competition
  • Registration for a webinar
  • Directly from you when you place an assignment with us

Insured, Insured’s employees, other claim related third parties, Members of the public (Operational)

  • Supplied to us by our client
  • Supplied to us by another third party related to the assignment we are appointed on
  • Directly from you
  • Digital recordings (telephone, conference call or dictation machine)
  • Social media platforms

Where the personal data is provided by our client this will typically be subject to the terms and conditions of your insurance policy, failure to allow us to process the data may lead to you being in breach of the terms and conditions of your insurance policy

 

Human Resources

  • Directly from you
  • Supplied to us by a recruitment agency
  • Agencies carrying out due diligence
  • Previous employer for reference purposes
  • Medical practitioner
  • Social media platforms

 

Shareholders

  • Directly from you
  • By a privileged relation

 

Lawful basis for collecting information about you

All personal data collected by the Hawkins Group is collected in the legitimate interests of the Group in order to carry out its activities. There may be additional lawful basis as detailed below.

 

Clients (Marketing and Operational)

  • Legitimate interests of the Group in order to carry out its activities

 

Insured, Insured’s employees, other claim related third parties, Members of the public (Operational)

  • Legitimate interests of the Group in order to carry out its activities
  • Processing is necessary for the performance of a contract (insurance contract)
  • Processing is necessary for an insurance purpose
  • Processing is necessary for the purpose of legal proceedings
  • Processing is necessary for the reasons of public interest in the area of public health

 

Human Resources

  • Legitimate interests of the Group in order to carry out its activities
  • Processing is necessary for the performance of a contract
  • Processing is necessary for compliance with a legal obligation
  • Processing is necessary for the reasons of public interest in the area of public health
  • Processing is necessary for compliance with employment law

 

Shareholders

  • Legitimate interests of the Group in order to carry out its activities
  • Processing is necessary for compliance with a legal obligation

 

Purpose for processing the information and how will we use that information?

Clients (Marketing and Operational)

Data held for marketing purposes is used to make contact with those who may be interested in our services and if you have previously appointed us, to make you aware of other services that we provide.

Client data held for operational purposes is used as part of an assignment we are appointed on.

 

Insured, Insured’s employees, other claim related third parties, Members of the public (Operational)

Operational data is held to analyse as part of an assignment we are appointed on by a client.

 

Human Resources

Data held by our Human Resources team is used to facilitate our recruitment process and to manage the day to day operations of our business.

 

Shareholders

Shareholder data is held to manage individual shareholdings.

 

CCTV Footage from Hawkins Group premises

CCTV data is held for security purposes only.

 

Automated Decision Making or Profiling

The Hawkins Group does not use any form of automated decision making or profiling for any purposes.

 

Marketing

If we hold your data for marketing purposes you have the right at any time to stop us from contacting you for marketing purposes or giving your information to other members of the Hawkins Group. If you no longer wish to be contacted for marketing purposes please email dataprotection@hawkins.biz.

 

Sharing your Personal Data

Personal Data may be shared with the clients and suppliers of The Hawkins Group and other assignment related third parties.

Personal Data held by the Group may be transferred to:

  • Other members of the Hawkins Group
  • Clients
  • Other assignment related third parties
  • Third party service providers to provide and support our Information Technology services
  • Auditors and professional advisors
  • Employee benefits providers
  • Law enforcement or other government and regulatory agencies

 

Transfer of data outside of the United Kingdom

When data is processed within the Hawkins Group some of this data may be processed outside of the United Kingdom and the European Economic Area (EEA). Where data processing does occur outside of the United Kingdom and the EEA the same technical and organisational controls are implemented. The Hawkins Group has adopted the European Union Standard Contractual Clauses for the transfer of Personal Data.

Where the Hawkins Group’s processors process data outside of the United Kingdom or the EEA those processors have the appropriate safeguards and/or contractual obligations in place to ensure the safety and confidentiality of Personal Data.

If a transfer is made outside of the United Kingdom or the EEA and the transfer is not covered by an appropriate safeguard, then a transfer will only be made if one of the exceptions set out in Article 49 of the UK GDPR applies.

Your Rights

Access to your information and correction

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of the personal information that we hold about you please either email us at dataprotection@hawkins.biz or write to us at:

Data Protection Officer
120 Cambridge Science Park
Milton Road
Cambridge
CB4 0FZ

We want to ensure that your information is accurate and up to date, you may ask us to make corrections to your data.

Right to erasure

You have the right to request us to erase your personal data. If you would like some or all of your personal data erased from our system please either email us at dataprotection@hawkins.biz or write to us at:

Data Protection Officer
120 Cambridge Science Park
Milton Road
Cambridge
CB4 0FZ

Right to restrict processing

In certain circumstances you may request the restriction of your personal data. If you would like to make such a request, please either email us at dataprotection@hawkins.biz or write to us at: 

Data Protection Officer
120 Cambridge Science Park
Milton Road
Cambridge
CB4 0FZ

Right to object

In certain circumstances you may request that we stop processing your personal data (for marketing purposes, for example, as detailed above). The right is not absolute and will be considered on a case-by-case basis. If you would like to make such a request, please either email us at dataprotection@hawkins.biz or write to us at: 

Data Protection Officer
120 Cambridge Science Park
Milton Road
Cambridge
CB4 0FZ

Retention period

The retention period for personal data will be assessed depending on the nature of the information held. The retention policy will vary depending on whether data has been collected for Marketing, Human Resources, Operational, Shareholding or Security purposes. The retention policies are regularly reviewed and personal data is not held for longer than is necessary.

 

Lodge a complaint with the supervisory authority

You have the right to lodge a complaint with the supervisory authority if you are not satisfied by the way in which we store and process your personal information.

Details of the supervisory authorities relevant to the jurisdictions in which the Hawkins Group operate are detailed below.In the UK the supervisory authority is the Information Commissioner’s Office (ICO). The contact details for the ICO are:

Website:          www.ico.org.uk
Telephone:      0303 123 1113
Address:          Information Commissioners Office
                        Wycliffe House
                        Water Lane
                        Wilmslow
                        SK9 5AF

In Hong Kong the supervisory authority is The Office of the Privacy Commissioner for Personal Data.  The contact details are:

Website:          www.pcpd.org.hk
Telephone:      2827 2827
Address:          Room 1303, 13/F
                        Sunlight Tower
                        248 Queen’s Road East
                        Wanchai
                        Hong Kong

In Singapore the supervisory authority is the Personal Data Protection Commission.  The contact details are:

Website:          www.pdpc.gov.sg
Telephone:      6377 3131
Address:          10 Pasir Panjang Road
                        #03-01 Mapletree Business City
                        Singapore
                        117438

There is no national authority in the UAE

This privacy notice was updated on 7 July 2021

Contact Us

Submitting this contact form will enter your details into our contacts database and we will reply to your request as soon as possible. We will also retain your details so we may contact you from time to time. You can ask us to remove your details at any time. For details, see our Privacy Notice.