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Business privacy and Cookie policy

Business Privacy and Cookie Policy GDPR Commercial Activity Privacy Notice GDPR Job Applicant Privacy Notice

Business privacy and Cookie policy

This privacy policy sets out how Anthesis Ltd uses and protects any information that you give Anthesis Ltd when you use this website. Anthesis Ltd is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement. Anthesis Ltd may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 25th May 2014. What we collect: We may collect the following information:

  • name and job title
  • contact information including email address
  • demographic information such as postcode, preferences and interests
  • other information relevant to customer surveys and/or offers

What we do with the information we gather: We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

  • Internal record keeping.
  • We may use the information to improve our products and services.
  • We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided.
  • From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customise the website according to your interests.

Security: We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online. How we use cookies: A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system. Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website. For further information on our Cookie usage Policy please see below. Links to other websites: Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question. Controlling your personal information: We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen. You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. If you would like a copy of the information held on you please write to Anthesis Ltd, Riverside, Mountbatten Way, Congleton, Cheshire, CW12 1DY. If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect. Cookies Cookie Policy When you visit Anthesis website(s), Anthesis uses “cookie” technology try to make that experience simple, personalised and meaningful. We are providing this information as part of our initiative to comply with recent legislation, and to make sure we’re honest and clear about your privacy when using our website. In relation to this matter please be assured that we’re working on a number of other privacy and cookie-related improvements to make to the website. What are Cookies? Cookies are small text file which are issued to your computer or any similar device you use to access the internet (e.g. smart phone, tablet or other mobile device) which store and sometimes track information about your use of the website. A number of cookies Anthesis uses last only for the duration of your web session and expire when you close your browser. Other cookies are used to remember you when you return to the website and will last for longer.* Please note that cookies do not harm your computer or software installed on your computer. Anthesis Cookie Usage: Anthesis does not store personally identifiable information such as credit card details in the cookies we create, but we do use encrypted information gathered from them to help improve your experience of the site. We use cookies to: recognise when a visitor to Anthesis website has visited before; this means we can identify the number of unique visitors we receive to the website and allows us to make sure we have enough capacity for the number of users that we get; customise elements of the promotional layout and/or content of the pages of the website; help us to identify and resolve errors, or to determine relevant related content to show you when you’re browsing. collect statistical information about how our visitors use the website(s) so that we can improve the website(s) and learn which parts are most popular to visitors Flash cookies (or Local Shared Objects) On Anthesis website we display video content using Adobe Flash Player. Adobe uses Flash cookies (also known as Local Shared Objects) to help improve your experience as a user. Flash cookies are stored on your device in much the same way as usual cookies, but they’re managed differently by your browser. If you wish to disable or delete a Flash cookie, see Adobe Flashplayer Security Settings (opens in a new window). Please bear in mind though, that if you disable Flash cookies for Anthesis website you’ll unable to access certain types of content on the site, such as videos. Anthesis ‘share’ tools If you take the opportunity to ‘share’ content with friends through social networks – such as Facebook and Twitter – you may be sent cookies from these websites. We do not control the setting of these cookies, so we suggest you check the third-party websites for more information about their cookies and how to manage them. Third party cookies Certain cookies are either set by third parties on the Website or these are set by us using the third parties cookie code. More information about cookies placed by third parties and how to restrict or block their cookies can be accessed by following the link to their website. In addition to cookies, tracking gifs may be set by us or third parties in respect of your use of the Site. Tracking gifs are small image files within the content of our site or the body of our newsletters so we or third parties can understand which parts of the website are visited or whether particular content is of interest. In addition to cookies, tracking gifs may be set by us or third parties in respect of your use of the Site. Tracking gifs are small image files within the content of our site or the body of our newsletters so we or third parties can understand which parts of the website are visited or whether particular content is of interest. Third Party Websites When you visit Anthesis Website you may notice some cookies that are not related to Anthesis. When you visit a page that contains embedded content, for example from YouTube, you may be sent cookies from these websites. We don’t control the setting of these cookies, so we suggest you check the third-party websites for more information about their cookies and how to manage them. Please be aware that Anthesis does not control and is not responsible for websites that are referred to or linked from its own websites and that use of your personal information on these websites is not subject to this Privacy and Cookies Policy. You can change your browser to prevent that or to notify you each time a cookie is set. You can also learn more about cookies by visiting www.allaboutcookies.org which includes additional useful information on cookies and how to block cookies using different types of browser. Please note however, that by blocking or deleting cookies used on Anthesis website(s) you may not be able to take full advantage of the website(s) if you do so. Managing Cookies If cookies aren’t enabled on your computer, it will mean that your user experience on our website will be limited to browsing and researching; To enable cookies If you’re not sure of the type and version of web browser you use to access the Internet: For PCs: click on ‘Help’ at the top of your browser window and select the ‘About’ option For Macs: with the browser window open, click on the Apple menu and select the ‘About’ option How to check cookies are enabled for PCs Google Chrome 1. Click on ‘Tools’ at the top of your browser window and select Options 2. Click the ‘Under the Hood’ tab, locate the ‘Privacy’ section, and select the ‘Content settings’ button 3. Now select ‘Allow local data to be set’ Microsoft Internet Explorer 6.0, 7.0, 8.0 1. Click on ‘Tools’ at the top of your browser window and select ‘Internet options’ , then click on the ‘Privacy’ tab 2. Ensure that your Privacy level is set to Medium or below, which will enable cookies in your browser 3. Settings above Medium will disable cookies Mozilla Firefox 1. Click on ‘Tools’ at the top of your browser window and select Options 2. Then select the Privacy icon 3. Click on Cookies, then select ‘allow sites to set cookies’ Safari 1. Click on the Cog icon at the top of your browser window and select the ‘Preferences’ option 2. Click on ‘Security’, check the option that says ‘Block third-party and advertising cookies’ 3. Click ‘Save’ How to check cookies are enabled for Macs Microsoft Internet Explorer 5.0 on OSX 1. Click on ‘Explorer’ at the top of your browser window and select ‘Preferences’ options 2. Scroll down until you see ‘Cookies’ under Receiving Files 3. Select the ‘Never Ask’ option Safari on OSX 1. Click on ‘Safari’ at the top of your browser window and select the ‘Preferences’ option 2. Click on ‘Security’ then ‘Accept cookies’ 3. Select the ‘Only from site you navigate to’ Mozilla and Netscape on OSX 1. Click on ‘Mozilla’ or ‘Netscape’ at the top of your browser window and select the ‘Preferences’ option 2. Scroll down until you see cookies under ‘Privacy & Security’ 3. Select ‘Enable cookies for the originating web site only’ Opera 1. Click on ‘Menu’ at the top of your browser window and select ‘Settings’ 2. Then select ‘Preferences’, select the ‘Advanced’ tab 3. Then select ‘Accept cookies’ option All other browsers Please consult your documentation or online help files.

General Data Protection Regulation (GDPR) and the Data Protection Bill (to repeal and replace the Data Protection Act, 1998)

Privacy Notice – Commercial Activities

Data Controller Anthesis Limited Riverside, Mountbatten Way, Congleton, Cheshire, CW12 1DY Person with responsibility for data protection compliance within the CompanyTom Constantine, Director, who can be contacted via email at tom@anthesis.co.uk   What information does Anthesis collect?

  1. Anthesis Limited (Anthesis, the Company) collects and processes personal data and information as an integral part of its wide-ranging commercial and business development activities. This Notice tells you how Anthesis manages any personal information it holds about you.
  2. Anthesis is committed to meeting its data protection obligations. If you decide to give us personal information as part of establishing or maintaining a commercial and/or business relationship, this information will be held and processed by Anthesis in accordance with the General Data Protection Regulation.

As part of this, the Company recognises the proper obligations upon it to protect your privacy. The Company is also committed to being transparent about how it uses the personal information collected as part of its commercial and business development activities.

  1. Anthesis collects and processes a range of information about you. This includes your name,  your Company and/or employer’s name, your job title, your business address, and your business contact email address, telephone numbers, and social media contact details.
  2. Anthesis collects this information in a variety of ways. You may have chosen to give us the personal information because you wanted Anthesis, or one of its two strategic partners, Industrial & Financial Systems (IFS) and Infor, to process a business request for you. These types of request often include, for example, providing you with information about the Company’s products or services, or to provide a business proposal and/or quotation, or  to place an order or commission a contracted assignment.

You may have given us your personal information by direct contact with Anthesis, initiated by you. Alternatively, you may have given us your personal information as part of a business meeting or as part of the wide range of professional conference, networking, and business referral activities that Anthesis participates in. Anthesis does not generally collect personal information about you from third parties. Where this does occur, Anthesis will only do this with your prior consent. Anthesis will also let you know if personal information about you is collected from other open or public sources, including the internet and social media platforms.

  1. Personal information about you will be stored in a number of different places. These include the Company’s commercial contact database, the Company’s marketing and sales database, the Company’s email system and the mobile telephones provided to and used by Company employees.

Why does Anthesis process personal information?

  1. Anthesis offers a range of business and commercial services which, if you choose to use them, will require information from you in order to work. The Company collects, controls, and processes personal information for a number of purposes, including –
  • To process information as part of entering into a commercial contract with you and/or your employing organisation, and to meet its obligations under any such contract, including IT log-on details, and payment and related financial transactions
  • To process and perform the services you have requested, including the supply of business-related information about Anthesis and the Company’s range of products, services, and opportunities
  • To help the Company to create and deliver content that will be most relevant to your business needs
  • To alert you to new services and other business-related information, unless you have opted-out of receiving such information
  • To make on-going contact between you and Anthesis easier, by not requiring you to enter your personal information more than once
  • To enable the Company to undertake standard business analysis, including charting business development trends to inform future marketing and sales plans, and to inform the future development of the Company’s services

This commercial and business-related information relates to the products and services available from Anthesis and the Company’s strategic business partners, IFS and Infor.

  • Anthesis recognises and respects that personal information will only be used for the purposes for which it was supplied. The Company also recognises that you may not wish to be contacted again after the original reason for establishing contact has been fulfilled.
  • You can opt-out of receiving information from Anthesis at any time by contacting Tom Constantine, Director, via email at tom@anthesis.co.uk You can opt-out from receiving all information from the Company, or from receiving specific categories of information designated by you.

Who has access to the information?

  1. Your personal information will be shared internally with Company employed colleagues where access to the data is necessary for the performance of their job roles and the delivery of service to you.
  2. In circumstances where Anthesis is entering into a commercial contract and/or business delivery assignment with you and/or your employing organisation, Anthesis will need to share your personal information with designated third parties to enable the contract and/or work to be performed. This most commonly involves use of Anthesis Partners, Agents, or Consultants working under a contract for service with Anthesis. In such circumstances your personal information will only be provided to such third parties with your prior consent.
  3. Anthesis may disclose your personal information to others in connection with any legal or prospective legal proceedings, and/or in order to establish, exercise or defend the Company’s legal rights.
  4. Anthesis will not, without your express prior consent, provide your personal information to any third parties for the purpose of direct marketing.
  5. Anthesis operates on a global basis, as part of the Enterprise Resource Planning (ERP) sector. The information that the Company collects may be stored, processed in, and transferred between any of the countries in which Anthesis and/or its’ client organisations operate.

Subject to the Company’s standard internal security arrangements, the information can be accessed from anywhere in the world. In all circumstances the information will be controlled and processed in accordance with the provisions of this Privacy Notice. How does Anthesis protect data?

  1. Anthesis takes very seriously the security of the personal data and information it controls and processes for commercial and business-related purposes. The Company takes all reasonable technical and organisational precautions and measures to prevent loss, accidental destruction, misuse, alteration, or disclosure of your personal information. These measures include use of a secure databases, together with internal policies and systematic updating of the controls to protect personal data. These internal controls also ensure that access to personal information is restricted, and cannot be accessed other than by properly authorised persons in the proper performance of their duties with Anthesis. All Company employees and Partners, Agents, and Consultants are properly briefed about the responsibility to keep your personal information secure. Data transmission over the internet is inherently insecure. Anthesis cannot guarantee the security of data sent over the internet.
  2. Anthesis does not buy or sell personal information.
  3. Where the Company engages third party Partners, Agents, or Consultants to process personal information on its behalf, such parties operate in accordance with the appropriate Anthesis control policies and arrangements. Additionally, the contract for service with such Associates includes express duties of confidentiality and non-disclosure, together with an obligation to implement appropriate technical and organisational measures to ensure the security of personal data and information.

For how long does Anthesis keep personal information?

  1. Anthesis will hold your personal information for the duration of your commercial and business-related contact with the Company.
  2. Anthesis will hold your personal information after the end of your commercial and business-related contact with the Company for 6 years, in accordance with the UK Limitation Act. In the case of financial information,  the retention period will be 6 years from the end of the financial year in which the transaction was made. After this period the information will be archived or safely destroyed.

Your individual rights and responsibilities 1. As a data subject, you have a number of rights. You can -

  • Access and obtain a copy of your personal information on request
  • Require the Company to change incorrect or incomplete personal information
  • Require the Company to delete or stop processing your personal information eg where the information is no longer necessary for the purposes of processing
  • Object to the processing of your personal information where the Company is relying on its legitimate interests as the legal ground for processing

If you want to exercise any of these rights, please contact Tom Constantine, Director, via email at tom@anthesis.co.uk Tom is the person with responsibility for data protection compliance within the Company.

  1. The Company recognises that the personal information in holds about you is likely to change over time. You may change your employer, or your job role and contact details may change.
  • Anthesis will, as part of it’s normal good housekeeping, undertake appropriate data up-dating and cleansing operations. However, if the personal information the Company holds about you needs to be corrected or updated, it is always helpful if you are able to promptly notify required changes via email to tom@anthesis.co.uk
  • If you believe that Anthesis has not complied with your data protection rights, you can complain to the Information Commissioner.

General Data Protection Regulation (GDPR) and the Data Protection Bill (to repeal and replace the Data Protection Act, 1998)

Privacy Notice – Job Applicants

Data Controller Anthesis Limited Riverside, Mountbatten Way, Congleton, Cheshire, CW12 1DY

Person with responsibility for data protection compliance within the Company

Tom Constantine, Director, who can be contacted via email at tom@anthesis.co.uk

 What information does Anthesis collect?

  1. As part of its employee recruitment process, Anthesis Limited (Anthesis, the Company) collects and processes personal data relating to job applicants. Anthesis is committed to being transparent about how it collects and uses the personal data of employees, and to meeting its data protection obligations.
  1. Anthesis collects and processes a range of personal information about you. This includes –
  • Your name, home address, contact details (including email address and telephone numbers), date of birth, and gender
  • Details of your qualifications, skills, experience, and employment history including start and end dates of previous employments
  • Information about your current level of remuneration, and including information about your entitlement to related benefits and benefit entitlements
  • Whether or not you have a disability for which Anthesis needs to make reasonable adjustments during the recruitment process
  • Information about your entitlement to work in the UK
  • Information about any applicable criminal record, where this is directly related to the requirements of the job role
  1. Anthesis collects this information in a variety of ways. For example, data might be collected through your CV or a completed application form, obtained from your passport or other identity documents (eg driving licence), or collected through interviews or other forms of assessment.

Anthesis may also collect personal data about you from third parties. Anthesis will only do this with your prior consent, and as part of the Company making a job offer to you. Most commonly, this will include employment references supplied to Anthesis by your former employers.

  1. Personal data about you will be stored in a number of different places. These include your application file, the Anthesis HR Information System, designated recruitment platforms, other Company IT systems, the email system, and mobile telephones.

Why does Anthesis process personal data?

  1. Anthesis needs to process data to take steps at your request prior to entering into an employment or related contract with you. It may also need to process your data to subsequently enter into an employment contract with you.
  2. In some cases Anthesis needs to process personal data to ensure it is complying with its legal obligations. For example, it is required to check that you are entitled to work in the UK before employment starts.
  3. In other cases, Anthesis has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows Anthesis to –
  • Manage external recruitment and internal promotion processes
  • Assess and confirm a candidate’s overall suitability for employment
  • Decide to whom to offer a job or a promotion
  • Make reasonable adjustments for candidates who have a disability, as part of its obligations, and to exercise specific rights in relation to employment
  • Respond to, and defend, legal claims

Within Anthesis, external employment recruitment and internal promotion decisions are not based solely on automated decision-making.

  1. For some roles, Anthesis is obliged to seek information about criminal convictions and offences. Where Anthesis seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.
  2. Importantly, Anthesis will not use your data for any other purpose other than the recruitment opportunity for which you have applied.

In circumstances where Anthesis wishes to use your data in relation to other and/or future recruitment opportunities, it will only do this with your express written prior consent, which you are free to withdraw at any time. Who has access to your personal data?

  1. Your information may be shared internally, including with the Anthesis recruitment team, interviewers directly involved in the recruitment and assessment process, and other Managers with a direct interest in the appointment being made.
  2. Anthesis will not share your data with third parties, other than if your application is successful and it makes you an offer of employment. In these circumstances, Anthesis will share your data with your former employers for the purpose of obtaining employment references for you, together with any required criminal records checks from the Disclosure and Barring Service. In these circumstances the data will be subject to appropriate confidentiality and non-disclosure arrangements.
  3. Anthesis will not transfer your data to countries outside the European Economic Area (EEA).

How does Anthesis protect your personal data?

  1. Anthesis takes the security of HR-related data seriously. The Company uses internal policies and controls to protect personal data against loss, accidental destruction, misuse or disclosure, and to ensure that data is not accessed other than by employees in the proper performance of their duties with Anthesis.

For how long does Anthesis keep your personal data?

  1. If your application for employment is unsuccessful, Anthesis will hold your data on file for 12 months after the end of the recruitment process. This is based on the retention period recommended by the Chartered Institute of Personnel and Development (CIPD).
  2. If you agree to allow Anthesis to keep your personal data on file for the purpose of being considered for other or future employment opportunities with the organisation, Anthesis will hold your data on file for a further 12 month period. At the end of that period, or if you withdraw your consent for the retention of your personal data during the extended period, your data is permanently deleted and put beyond use.
  3. If your application for employment is successful, your personal data gathered during the recruitment process will be transferred to your employment file, and retained during your employment with Anthesis. The periods for which your personal data will be held are set out in the Anthesis Privacy Notice for employees.

Your individual rights and responsibilities

  1. As a job applicant you are under no statutory or contractual obligation to provide personal data to Anthesis during the recruitment process. Notwithstanding this, if you do not provide the requested information, Anthesis may not be able to process your application either properly, fully, or at all.
  2. As a data subject, you have a number of rights. You can -
  •  Access and obtain a copy of your personal data on request
  • Require Anthesis to change incorrect or incomplete personal data
  • Require Anthesis to delete or stop processing your personal data eg where the personal data is no longer necessary for the purposes of processing
  • Object to the processing of your personal data where Anthesis is relying on its legitimate interests as the legal ground for processing
  1.  If you want to exercise any of these rights, please contact the person with responsibility for data protection compliance within Anthesis, as shown in the special highlighted box-section at the beginning of this document.
  2. If you believe that Anthesis has not complied with your data protection rights, you can complain to the Information Commissioner.
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