AXIOM Privacy Notice

1. Introduction

We respect the privacy rights of individuals and are committed to handling personal information responsibly and in accordance with applicable law. It is important that you read all of this Notice carefully as it sets out how the AXIOM Business Support Manager and AXIOM Partners consisting of Jacobs Clean Energy Limited, Assystem Energy & Infrastructure Limited, Jacobs E&C Limited and Mott MacDonald Limited, (hereinafter referred to as "we", "us" or “our”) when acting as AXIOM and as it’s Controller collect, share and use your personal information and the rights you have in connection with that information. If you are in any doubt regarding the applicable standards, or have any comments or questions about this Notice, please contact us using the contact details set out at Section 10 below. For information concerning how each of the AXIOM Partner Companies handle individual personal information and data protection rights please refer to the corresponding company Privacy Notices.

2. What personal information do we collect and why?

The personal information that we may collect about you falls into the following category:

Information that you provide voluntarily

We will ask you to provide certain information voluntarily. The type of information we ask you to provide, and the reasons why we ask you to provide it, include:

Types of personal data

Identification data namely:

First name
Surname
Security Clearance Level (with expiry date)
Work Emails (inc. Primary & Secondary emails)
Work Number
Employment Status (e.g. Staff / ASW, PSC Ltd, PAYE, Umbrella)
Replicon ID
SharePoint User ID
Job Title
Discipline
SQEP assessment / records
Qualifications
Training records

Why we collect it

It is in our legitimate interests to collect this information to enable communication with you which may include matters that concern amongst others, Health and Safety, and Security. Relevant information is also required to obtain access to client and partner buildings and / or site. We are also required to maintain lifetime records for some of our works and for purposes of audit by our client.
Lifetime records are to be kept for 12 years from the end or termination date of the Design Services Alliance Contract.

If we ask you to provide any other personal information not described above, then the personal information we will ask you to provide, and the reasons why we ask you to provide it, will be made clear to you at the point we collect your personal information.

3. Who do we share your personal information with?

We may share personal data amongst the AXIOM partner companies for the purpose of performing the DSA contract. We may also make certain personal information available to third parties who provide services to us. We will only do so in accordance with applicable data privacy law.

We may disclose your personal information to the following categories of recipients:

To the customer – Sellafield Ltd
To other third party services providers, including Yellowbus Solutions Limited and Igroup Limited who provide data processing services to us
(Yellowbus provide hosting of the Learning System and SharePoint is externally hosted by Igroup), which may further include the AXIOM Partner companies,
for the purposes of investigating any actual or suspected criminal activity or other regulatory or legal matters (including but not limited to sharing with our regulators, law enforcement or fraud prevention agencies, as well as the, courts, the police and any other authorised bodies),
in response to lawful requests by public authorities (including for national security or law enforcement purposes),
to any other person with your consent to the disclosure.

4. Grounds for lawful processing personal information

Our grounds for collecting and using the personal information and the legal basis for processing such personal information is described as above.

If you have questions about or need further information concerning the grounds on which we collect and use your personal information, please contact us using the email address given in Section 10 below.

5. How do we keep your personal information secure?

We use appropriate technical and organisational measures to protect the personal information that we collect and process about you. The measures we use are designed to provide a level of security appropriate to the risk of processing your personal information.

6. International data transfers

When we collect your personal information it may be stored or transmitted beyond the borders of the country in which it was collected to countries that are covered by a UK adequacy regulation or where there is no adequacy regulation, such transfer will be covered by appropriate safeguards such as Standard Contractual Clauses.

7. Data retention periods

Personal information will typically be stored for a period of 6 months after you have left AXIOM before deletion. Specific information such as CVs and / or SQEP assessment records may form part of the lifetime records for particular projects and be required to be maintained for 12 years from the end or termination date of the Design Services Alliance Contract. Upon expiry of the data retention period we will delete your data or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible. Where you are employed or work under a contract for services for one of the AXIOM Partners, they will retain your records in accordance with their own company retention policy.

8. Your data protection rights

You may exercise the rights available to you under applicable data protection laws, which in the United Kingdom are as follows:

If you wish to access, correct, update or request deletion of your personal information, you can do so at any time by contacting us using the email address given in Section 10 below.

If you have questions about or need further information concerning the legal basis on which we collect and use your personal information, please contact us using the email address given in Section 10 below.

You can object to processing of your personal information, ask us to restrict processing of your personal information or request portability of your personal information by contacting us using the email address given in Section 10 below.

If we have collected and processed your personal information with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.

You have the right to complain to a data protection authority about our collection and use of your personal information. For more information, please contact the Information Commissioners Office at ico.org.uk.

We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws.

9. Updates to this Privacy Notice

We may update this Privacy Notice from time to time in response to changing legal, technical or business developments. When we update our Privacy Notice, we will take appropriate measures to inform you, consistent with the significance of the changes we make. We will obtain your consent to any material Privacy Notice changes if and where this is required by applicable data protection laws.

You can see when this Privacy Notice was last updated by checking the date in the footer.

10. How to contact us

If you have any questions or concerns about our use of your personal information, please contact us by sending an email to esupport@axiomjv.com

Registered Addresses:

Jacobs Clean Energy Limited (Company No.01120437) registered office Cottons Centre, Cottons Lane, London, SE1 2QG

Assystem Energy & Infrastructure Limited (Company No.3148098) registered office Innovation Centre 1 Evolution Park, Haslingden Road, Blackburn, Lancashire, England, BB1 2FD

Jacobs E&C Limited (Company No.04967961) registered office Cottons Centre, Cottons Lane, London, SE1 2QG

Mott MacDonald Limited (Company No.1243967) registered office Mott MacDonald House, 8-10 Sydenham Road, Croydon, CR0 2EE