Applications User Privacy Notice

Privacy Notice for Best Companies Applications

Last updated: 10/09/2021

This version of our privacy notice is intended for those who use our Best Companies applications, which include the ‘Dashboard’, the WorkplaceInsight Tool (WIT) and MC³, who do so to supply information to allow Best Companies to provide the purchased services or to access the insights from the services.

Please see the sections on the individual applications below for more detailed information.

Our full privacy notice can be accessed here: https://www.b.co.uk/compliance/privacy-notice

For any queries relating to this privacy notice, please see our contact details at the bottom of the notice.

For any general queries, or help whilst using our applications, please contact support@b.co.uk.

Who are Best Companies?

We are Best Companies, the workplace engagement people. Our primary purpose is to help make the world a better workplace. Employees truly engaged, are happier, more productive and more invested in an organisation’s success.

Organisations choose to work with us to measure and improve levels of engagement within the organisation through our b-Heard survey and data insights. For those organisations that wish to be recognised, they can choose to be evaluated for a Best Companies accolade - accreditation/and or a place on the Best Companies lists.

Please visit our website at www.b.co.uk/about to find out more.

What data do we collect, how do we collect it and why?

The data that Best Companies collects varies for each of our applications, please read the relevant statements below to understand what data we will collect for the application/s you are using. The data is used to provide the services, individual reporting and occasionally to provide direct feedback to Best Companies.

For our applications, Best Companies is the Data Controller. We only process data where there is lawful basis to do so, for the applications, the lawful basis we are replying on for processing is contractual obligation to enable us to provide the services.

Please see our full privacy notice for more details: https://www.b.co.uk/compliance/privacy-notice

Our Applications

As a user of our applications, we may contact you with regards to the services being provided, please note that you are not able to opt out of these. You may also be contacted for marketing purposes from time to time, we will also provide you with the option to opt out of future communications.

Authorised users of our applications will be provided with a unique username and password by Best Companies. All applications will show your last login date and time. We strongly advise you to monitor your login history, and should it appear incorrect, reset your password, and let us know.

Best Companies will keep your personal data in line with our set retention periods. We are required to retain account history, orders and activity logs of those who have been granted access to our applications. Logs may be retained for 6 years to support us and our customers with non-repudiation, security, service provision, legal obligation, and contractual requirement(s).

Within our applications information is collected on how the site is used, such as information collected by cookies (https://www.b.co.uk/compliance/cookie-policycookie policy), and other actions taken when accessing our website or services; activities, interactions and other computer and connection information (such as IP address) relating to use of our website and services. This information is used to evaluate how users use our websites and to compile statistical reports on activity for us. We will use this information to improve our websites, by making them more user-friendly, more valuable, and easier to use. Third-party analytics software will not share your personal data or associate your personal data with any other data held by them.

For further information in relation to how we use cookies, please view our cookie policy: https://www.b.co.uk/compliance/cookie-policy.

We have implemented Google Analytics for tracking events, location and page hits that assist us in the improvement and optimisation of the analysis of data supplied via the Best Companies platform for content enrichment, our marketing activities and lead generation purposes, including Google location API and any necessary notices or consents for the collection and sharing of the data with Google. Please view the Google privacy notice to view any necessary notices or consents for the collection and sharing of the data with Google.

We also use Hotjar in order to better understand our users’ needs and to optimize this service and experience. Hotjar is a technology service that helps us better understand our users’ experience (e.g., how much time they spend on which pages, which links they choose to click, what users do and don’t like, etc.) and this enables us to build and maintain our service with user feedback. Hotjar uses cookies and other technologies to collect data on our users’ behaviour and their devices. This includes a device's IP address (processed during your session and stored in a de-identified form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), and the preferred language used to display our website. Hotjar stores this information on our behalf in a pseudonymized user profile. Hotjar is contractually forbidden to sell any of the data collected on our behalf. Please view the Hotjar privacy notice for further information.

The ‘Dashboard’

If you are assigned as the ‘Project Manager’ or ‘Contributor’ for your organisation, you will be granted access to the Best Companies ‘Dashboard’. Access to the Dashboard requires a unique username (email address) and password which is administered by Best Companies.

The ‘Update profile’ page displays the details we are holding about you. You may personalise your profile by uploading a profile image, editing your details and can also change your password.

Within the Best Companies Dashboard, you can get in touch directly by adding details of your query. This will create a support case which will be associated to you as a user and will be visible to Best Companies employees who will be required to access this to provide support.

The personal data within your profile page, will be visible to all project managers and contributors with granted access, specific to your organisation. Best Companies employees may have a requirement to access your company Dashboard for account maintenance and support purposes.

The Workplace Insight Tool

If you are assigned as a user of the Workplace Insight Tool (“WIT”), you will be able to view the survey insights for your team/s or the organisation, dependent on the level of access granted.

Where you choose to add content to your Best Companies account, this maybe visible to others within your organisation where granted access and Best Companies employees where they have a requirement to access the account to provide the services. You will be able to change your password if required.

MC³

If you are assigned an MC³ account, you will be able to access the application to view the survey insights for yourself as a manager and for any other managers you manage (if the minimum number of responses are received), as well as your Best Companies MC³ Accreditation Mark (if applicable).

You will be able to view your profile where you can check that any details we are holding about you are accurate and make any changes if required. You can also change your password.

Where you choose to add content to your Best Companies account, this maybe visible to others within your organisation where granted access and Best Companies employees where they have a requirement to access the account to provide the services. In order to publicise an MC³ accreditation, you will be asked to consent to Best Companies retaining your personal data for future verification purposes. We may contact you if you are an accredited manager from time to time in relation to your achieved accreditation.

There may be the opportunity to share certain information (such as best practice) with other managers within your organisation within the application. If you are the recipient of such information, a notification may be generated to the sender to let them know that this has been accessed. This is to encourage collaboration and open up conversation between managers.

We may also invite you to share examples of what you’ve done as a manager with us. Through sharing you are allowing Best Companies to use the information you have provided to understand what managers feel they do well, with the aim of helping other managers improve.  

There may also be an opportunity for you to reach out to your direct reports through the application to obtain feedback on actions you have created. Your direct reports will be able to anonymously respond about whether they feel the actions will have a positive or negative impact on them.

Who does Best Companies share your data with?

Best Companies use a select number of trusted external service providers for the provision of our services. These service providers are carefully selected and meet with high data protection and security standards. We only transfer information that is required for the services offered and we contractually bind them to keep any information we share with them as confidential and to process personal data only according to our instructions. These service providers are also known as data processors. Personal datails stored within the United Kingdom and European Economic

Area (European Region) and not transferred outside of these areas. As part of the service provision some of the data processors may transfer the data to a different country than stated above e.g. for Geo-redundancy. For the avoidance of doubt the transfer will only be within the European region. For a list of the Best Companies data processors, please see our full privacy notice: https://www.b.co.uk/compliance/privacy-notice

Your Data, Your Rights

You have a right to be informed of personal data processed by Best Companies, a right to request rectification/correction, erasure and to object to the processing. You also have the right to request access to your personal data. We can only adhere to a request if we hold personal data about you and are able to identify you.

You can register a complaint about the handling of your personal data with the ICO, who are the supervisory authority for UK GDPR: www.ico.org.uk/concerns

To understand more about your rights, please see our full privacy notice: https://www.b.co.uk/compliance/privacy-notice

Protecting your Data

Best Companies is dedicated to protecting all personal data we receive in line with industry standards and best practise. To understand how we do this and to read our security statement, please see our full privacy notice: https://www.b.co.uk/compliance/privacy-notice

Compelled Disclosure

Best Companies reserves the right to use or disclose information provided if required by law or if the Company reasonably believes that use or disclosure is necessary to protect the Company’s rights and/or to comply with a judicial proceeding, court order, or legal process. We will ensure the confidentiality of all survey responses unless we are required to reveal them in exceptional circumstances (in which case we will maintain as high a level of confidentiality as possible in those circumstances) or as required by law.

Privacy Notice Changes

Best Companies may make changes to this privacy notice to align with our operations and evolving laws. If we make changes to this privacy notice, we will post those changes here and in other appropriate places. We reserve the right to modify this privacy notice at any time, so please review it regularly. If we make significant changes, we will notify you here, or by other reasonable means. This privacy notice is currently only available in English. In the event non-English translations of this privacy notice are provided, it is done so for convenience only. In the event of any ambiguity or conflict between translations, the English version shall always take precedence.

Contact

If you have any questions regarding this privacy notice, you can email or write to our Data Protection Office (contact details below).

Email: privacy@b.co.uk

Post: Best Companies Ltd, Hamilton House, Rackery Lane, Llay, Wrexham,United Kingdom, LL12 0PB

To individuals situated in the EU, you may contact us directly in regards to requesting your individual rights, alternatively Best Companies has instructed Ametros Group as our EU Representative in accordance with Article 27of the GDPR for EU supervisory authorities and EU citizens (contact details below).

Email: gdpr@ametrosgroup.com

Post: Ametros Ltd, Unit 3D, North Point House, North Point Business Park, New Mallow Road, Cork, Ireland

For any other queries, or help whilst using our applications, please contact support@b.co.uk