Who we are
Codeweavers Ltd (“we”, “us” or “our”) provide software services and websites for the automotive industry and we understand that privacy and security of your information is important. This Privacy Notice explains what information we collect from you when using this website and why, what we do with it and who we share it with. We are the Data Controller for the purposes of the information handled via this website and shared with us via any other means. See below under Other Useful Information for more details of our company. A Data Processor is a person or company who processes personal data on behalf of the Data Controller. The Data Controller is a person or company who alone or jointly with others, determines the purposes and means of the processing of personal data.
If you are an employee, a job prospect or an ex-employee
- We collect information from you directly when providing information to us when applying for vacancies, through our HR procedures. We may also receive information about you from third parties, e.g. screening services and recruitment practices.
- We collect name, date of birth, address, gender, marital/family status (next of kin), and contact details (such as phone numbers and an email address). Along with banking details and identification documents and any other information that you provide when contacting us directly.
- We process your data on the legal basis of the performance of a contract and also to comply with our legal obligations to you as an employer.
- You may provide sensitive data (special category data under GDPR) to us as part of this process, but we will not share/use this information without your explicit consent and it will only be accessible on a need to know basis to relevant HR personnel.
- We may share this information with other organisations that we have selected to provide services to us; for example, payroll services, corporate benefits suppliers, pension providers and professional advisers. We may also share it under our legal obligations, e.g. HMRC or other government agencies.
- We will only store the information for as long as we need to for the purposes described above within web based workforce management systems and cloud providers (Google).
- If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as paying you or providing a benefit), or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our workers).
Special Category Information
We may also collect, store and use the following special categories of information (see below for more details):
- Information about your race or ethnicity, religious beliefs and sexual orientation;
- Information about your health, including any medical condition, health and sickness records.
Our obligations as an employer
- We may collect, store, and use the following special categories of personal information about you in the following ways:
- We will use information relating to leaves of absence, which may include sickness absence or family related leaves, to comply with employment and other laws.
- We will use information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work, to provide appropriate workplace adjustments, to monitor and manage sickness absence and to administer benefits.
- We will use information about your race or ethnic origin, religious or other beliefs, or your sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.
Do we need your consent?
- We do not need your consent if we use special categories of your personal information in accordance with our written policy to carry out our legal obligations or exercise specific rights in the field of employment law. In limited circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of your contract with us that you agree to any request for consent from us.
If you contact us directly
- We collect basic contact details only via our web form, i.e. name, email address, phone number to enable us to assist with any enquiry you may have, along with any other information that you provide when contacting us directly for example, via phone, email or post.
- We don’t collect more information than we need and only store it if necessary.
- We process your data as is necessary for our legitimate business interests as a commercial business in offering technology based products and services. This will include sharing your data with third parties, but only when such use is balanced against your own rights, freedoms and interests.
- A failure to provide accurate and relevant data will mean that you may be unable to benefit from our assistance.
If you are an automotive retailer/dealer
- We collect information from you directly when providing information to us via our Order Form. Although this is generally information about a business it may include some aspects of personal data, such as names, email addresses, phone numbers and addresses, along with any other information that you provide when contacting us directly for example, via phone, email or post.
- We process your data on the legal basis of the performance of a contract relating to the provision of Codeweavers Platform services.
- We will also process your data where we have legitimate business interests for doing so as a commercial business in offering technology based products and services. This will include training staff, system development, marketing, sharing your information with third parties (such as motor finance providers), but only when such use is balanced against your own rights, freedoms and interests.
- We may share this information with other organisations that we have selected to provide services to us; for example, software suppliers and professional advisers. We may also share it under our legal obligations, e.g. HMRC or other government agencies.
- We will only store the information for as long as we need to for the purposes described above within web based CRM systems and cloud providers (Google).
- A failure to provide accurate and relevant data will mean that you are unable to benefit from any contract of services.
How we Store and Process Your Data
- The information you enter on this website will be saved as you input it in order to provide quick and accurate feedback. This mechanism ensures that the data we collect from you is of the highest quality, helping us provide you with the very best levels of service.
- In the event we identify a problem with our service, or you highlight a problem to us, your data may be reviewed and/or processed in order to help diagnose and/or resolve the identified problem.
- Your data may be used in aggregate/statistically for the purposes of tracking the take up of and improvement of our products.
- We do not sell any part of your data to third parties.
- There is no automated decision making involved.
- We don’t record phone calls.
- We will send marketing materials to you and you are able to object to this at any time via the links on each email or by contacting us using the details below.
Who else might your information be shared with
- We use third party user tracking services on our forms (Google Analytics), but when you visit our website, your IP address is anonymised before transmission to this service. This means we do not provide them with any personal data which can be attributed to a natural person.
- We don't in any circumstances transmit any personal data outside of the European Economic Area. Our data centres are in the UK and we specify EEA for cloud platform services (Google/Amazon Web Services).
- Please note that these other parties detailed above are also data controllers and will have their own applicable policies for their handling of your data. Please refer to them directly and/or their websites for more information.
Sharing your information within our company
- We share the information that you provide to us with our staff so that we can provide our products and services to you.
- We may share the information that you provide to us with other companies and other websites that we operate.
Sharing your information with third parties
We may share your data with selected third parties. For example, we may share your information with:
- Internet hosting providers to host the website, related infrastructure, services and applications
- [Contact management systems to send emails, instant messages, social media messages and SMS messages]
There are certain exceptional circumstances in which we may disclose your information to third parties. This would be where we believe that the disclosure is:
- Required by the law, or in order to comply with judicial proceedings, court orders or legal or regulatory proceedings
- Necessary to protect the safety of our employees, our property or the public
- Necessary for the prevention or detection of crime, including exchanging information with other companies or organisations for the purposes of fraud protection and credit risk reduction.
- Proportionate as part of a merger, business or asset sale, in the event that this happens we will share your information with the prospective seller or buyer involved
How We Secure Your Data
- All the data you send to us is encrypted during transmission using modern, industry standard techniques such as HTTPS.
- All personal data transmitted to or from third parties is encrypted during transmission as per the data you send to us.
- Data is stored on servers in a data centre to which access is restricted and audited. Remote access to that data is restricted to our website services, back office administration systems and authorised personnel responsible for the maintenance and administration of those servers.
- The disks used in our database servers are fully encrypted. Information that could cause harm to you if breached are cryptographically protected.
- Emails that we send to you, in terms of your personal data, will only ever contain your email address and your first name.
- We will never email you with any sensitive data or passwords. We will never ask you for your full password over the phone. No emails are sent that include information about your credit search results.
- We may use two factor or multi-factor authentication to help confirm your identity and prevent unauthorised access to your data.
- Any paper records are kept in a secured filing system, securely uploaded where relevant and always shredded when no longer needed.
How Long We Keep Your Data For - As Employer
- We keep a record of your personal data for unsuccessful applications for 6 months and employees for 6 years beyond your employment contract finishing.
- On expiration of the retention period above, all personal data is anonymised and therefore not classified as personal data.
What rights do you have in respect of your personal information?
- You have the right to be informed
- We have a legal obligation to provide you with concise, transparent, intelligible and easily accessible information about your personal information and our use of it. We have written this policy to do just that, but if you have any questions or require more specific information, you can get in touch using our website.
- You have the right to access your personal data
- You have the right to ask us to confirm whether or not we hold any of your personal information. If we do, you have the right to have a copy of your information and to be informed of the
- Why we have been using your information
- What categories of information we were using
- Who we have shared the information with
- How long we envisage holding your information
- In order to maintain the security of your information, we will have to verify your identity before we provide you with a copy of the information we hold.
- The first copy of your information that you request from us will be provided free of charge, if you require further copies we may charge an administrative fee to cover our costs.
- You have the right to correct any inaccurate or incomplete personal data
- Where you have requested a copy of the information we hold about you, you may notice that there are inaccuracies in the records, or that certain parts are incomplete. If this is the case you can contact us so that we can correct our records.
- You have the right to be forgotten
- There may be times where it is no longer necessary for us to hold personal information about you. This could be if:
- The information is no longer needed for the original purpose that we collected it for
- You withdraw your consent for us to use the information (and we have no other legal reason to keep using it)
- You object to us using your information and we have no overriding reason to keep using it
- We have used your information unlawfully
- We are subject to a legal requirement to delete your information
- In those situations you have the right to have your personal data deleted. If you believe one of these situations applies to you, please get in touch using our website.
- You have the right to have a copy of your data transferred to you or a third party in a compatible format
- Also known as data portability, you have the right to obtain a copy of your personal data for your own purposes. This right allows you to move, copy or transfer your personal data more easily from one IT system to another, in a safe and secure way.
- If you would like us to transfer a copy of your data to you or another organisation in a structured, commonly used and machine-readable format, please contact us. There is no charge for you exercising this right.
- You have the right to object to direct marketing
- You can tell us at any time that you would prefer that we do not use your information for direct marketing purposes. If you would not like to receive any direct marketing from us, please contact us or use the links provided in any of our marketing communications, and we will stop sending direct marketing immediately.
- You have the right to object to us using your information for our own legitimate interests
- Sometimes, we use your personal information to achieve goals that will help us as well as you. This includes:
- When we tell you about products or services that are similar to ones that you have already bought
- When we use you information to help us make our business better
- You object to us using your information and we have no overriding reason to keep using it
- When we contact you to interact, communicate or let you know about changes we are making
- We aim to always ensure that your rights and information are properly protected. If you believe that the way we are using your data is not justified due to its impact on you or your rights, you have the right to object. Unless we have a compelling reason to continue, we must stop using your personal data for these purposes.
- In order to exercise your right to object to our use of your data for the purposes above, please contact us.
- You have the right to restrict how we use your personal data
- You have the right to ask us to stop using your personal data in any way other than simply keeping a copy of it. This right is available where:
- You have informed us that the information we hold about you is inaccurate, and we have not yet been able to verify this
- You have objected to us using your information for our own legitimate interests and we are in the process of considering your objection
- We have used your information in an unlawful way, but you do not want us to delete your data
- We no longer need to use the information, but you need it for a legal claim
- If you believe any of these situations apply, please contact us.
- You have rights related to automated-decision making and profiling
Other Useful Information
- Codeweavers Ltd is a UK company (04092394) with offices at Dunston Business Village, Dunston, Staffordshire, ST18 9AB and are and duly registered in the UK with the Information Commissioner’s Office (ICO).
- Our Data Protection Officer is Roland Schaak, who can be contacted by Email on firstname.lastname@example.org at the address above.
- The accuracy of your information is important. If you change your email address, or become aware that any of the other information we hold is inaccurate or out of date and affecting any of the processing activities mentioned above; or you need to request a copy of the information held about you, please use the Contact Us details above.
- You may request the details which we hold about you by emailing email@example.com, calling 0800 021 0888 or writing to the Data Protection Officer at Codeweavers address above. Codeweavers Ltd also trades as Motor Credit Check on the website at www.motorcreditcheck.com, but you can contact us via the details on this website and we will help with any enquiry you have.