Privacy Policy

IRS respects your privacy and is committed to protecting your personal data. In this Privacy Policy, we explain how we collect and use your personal data when you visit the www.irs-limited.com website or otherwise engage with us or our products and services.

We are Integrated Radiological Services (IRS) Limited. Our company number is 01941809 and we’re based at Unit 188 Century Building, Tower Street Brunswick Business Park, Liverpool, Merseyside, L3 4BJ.

We are the data controller for the purposes of the UK GDPR and Data Protection Act 2018 (unless you are a Personal Monitoring Badge Wearer, in which case we hold your data on behalf of your employer).

If you have any questions about your privacy on our website, or our use of your personal data, please contact us.

Please note that links from our website may take you to external websites which are not covered by this policy. We recommend that you check their privacy policies before submitting any personal information to such sites. We will not be responsible for the content, function or information collection policies of these external websites.

What is your relationship with us?

Depending on what your relationship is with us, please use the links below to see the information that is relevant to you:

The following information about who we share your personal data with, how long we keep your personal data, cookies and your rights applies to all individuals whose personal data we hold.

Visitors to the IRS website

What data do we collect?

When you visit the IRS website, we may collect the following information when you use the contact form on the website:

  • Full Name
  • Email Address
  • Content of your enquiry

We may also collect the following information about your use of our website:

  • Which pages you view and which links you follow
  • Your IP address and general location
  • Details of the hardware and software that you are using to access the website
  • A device identifier (cookie or IP address) for fraud prevention
  • Details of your visits to our website and the resources that you access, including, but not limited to, traffic data, location data, weblogs and other communication data

How will this data be used?

Information submitted to us via the contact form will only be used to reply to query itself.

Information that we collect about your usage of our website (including information recorded in cookies placed by us and third parties) may be used to:

  • Monitor website usage and activity
  • Improve our website to ensure that content is presented in the most effective manner for you and for your computer/device

We have a legitimate interest to use your data in this way, to correspond with you and to monitor and improve our website for all visitors.

Customers’ Representatives

What data do we collect?

When your organisation becomes a customer of IRS, we may collect the following types of personal data about you and other representatives of your organisation:

  • Your identity details, which may include your full name, title, employer, occupation/job title, gender, marital status and age (where you disclose this to us)
  • Business contact details, including email and postal address and phone numbers

This data may be collected by email, phone, physical order forms or by such other means as we may communicate with you.

How will this data be used?

We will use your personal data to manage our customer relationship and to deliver the products and services that your organisation has bought or enquired about, including:

  • Providing you with information about our products and services and/or your contract with us
  • Verifying your identity
  • Making a decision to supply our products and services
  • Dealing with any complaints you may have
  • Contacting you about any changes that we make to our products or services, or to our terms and policies
  • Administering our website, including troubleshooting problems, analysing statistics, conducting research and tests and keeping the website secure
  • Administering your orders and taking payments

We have a legitimate interest in using your personal data in these ways in order to effectively operate our business, manage our customer relationships and perform our side of our contracts with your organisation. In some cases, using your personal data in these ways may be necessary for us to comply with our legal or contractual obligations, or to protect your vital interests.

We may use your personal data to let you know about other products and services that we think may be of interest to you. You always have the right to unsubscribe from receiving marketing communications and you may do this at any time by contacting us.

We may also use your personal data to send customer satisfaction surveys to you to make sure we are providing a level of service you are happy with. It is your choice whether you engage with any customer satisfaction surveys and you may ask us to stop sending these surveys at any time by contacting us.

We have a legitimate interest in carrying out marketing and customer satisfaction surveys as this helps us to grow and improve our business. In some cases, we may require your consent to send you marketing communications, in which case we will only do this where you have given your express consent, and you may withdraw that consent at any time.

Course attendees

What data do we collect?

When you attend, or register to attend, one of our training courses, we may collect the following information about you:

  • Your identity details, which may include your full name, title, employer, occupation/job title, gender, marital status and age (where you disclose this to us)
  • Your contact details, including email and postal address and phone numbers
  • Your signature and confirmation of the course you are attending
  • Your attendance (or absence) at the course and any certificates issued upon completion

This information may be collected directly from you or from your employer if they register on your behalf.

How will this data be used?

We will use your personal data to:

  • Book you onto the relevant course
  • Manage the course on the day, including recording your attendance
  • Prepare and deliver any certificates etc. to be issued on completion of the course

We may also use your personal data as set out in the Customers’ Representatives section above.

Personal Monitoring Badge Wearers

Your employer is in control

If your employer has signed you up as a wearer of our Personal Dosimetry System, your employer will remain the controller of the personal data that we hold and collect about you. We act as a processor on your employer’s behalf, and we will only process your personal data in accordance with your employer’s instructions.

The information below is provided as a typical example, but you should ask your employer (as the controller) to confirm what types of data are collected in the context of our services and how this data will be used by both your employer and by us.

What data do we collect?

As a personal monitoring badge wearer, we will collect the following information about you:

  • Full name
  • Dose information
  • Date of birth (classified workers only)
  • National Insurance Number (classified workers only)

For non-classified wearers signed up before 2017 we may have your date of birth and national insurance number stored.  We have changed our process to no longer require these data items and are working to remove these from all data stores.

This information will be collected directly from you or your employer, save that dose information will be captured by your personal monitoring badge.

How will this data be used?

Your data will be processed in accordance with your employer’s instructions, to manage our Personal Dosimetry service.  This includes:

  • Entering your name and dose information onto the systems of our dosimeter badge suppliers (such as Landauer or Mirion) for viewing dose reports
  • Creating badge reports that will be sent to your employer to assist in their legal obligation to make sure staff doses are as low as reasonably practicable
  • Alerting you and/or your employer where our dosimeter badge suppliers’ systems show that you have a dose rate above an acceptable tolerance

If IRS is your Radiation Protection Adviser (RPA), we will send alerts directly to your employer.  However, if IRS is not your employer’s RPA then any alerts will be forwarded to your employer as well as being sent to you.

You should ask your employer to confirm the legal basis on which they process your personal data in the context of our personal dosimetry services. Using your data in this way may be necessary for your employer to comply with its legal obligations, to protect your vital interests, to pursue its legitimate interests in keeping its personnel safe and/or for public interest reasons.

Who do we share your personal data with?

We share your personal data with our staff so that we can provide our products and services to you and manage our business and our website. The data will only be accessed by authorised personnel. Systems are in place to monitor access to personal information to make sure nobody is able to see it without proper authorisation.

We store your personal data on secure company infrastructure within the UK. This will primarily be at our Liverpool office, but some data may be stored in other IRS offices and cloud platforms.

We may also share your personal data with selected third parties, for example:

  • Web hosting providers, to host the website and related infrastructure, services and applications
  • Contact management systems to send emails, instant messages, social media messages and SMS messages
  • Landauer (Privacy Policy) and/or Mirion (Privacy Policy), our dosimeter badge suppliers, in respect of personal dosimetry customers only
  • Moore & Smalley LLP (Privacy Policy), our accountants
  • DNV (Privacy Policy), the accredited certification body we employ to carry out our external audits for ISO9001 certification

Information about your usage of our website, collected by third-party cookies, may be shared with those third parties.

There are certain other 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 long do we keep your personal data?

We will keep your personal data for as long as we need it for the purposes for which it was collected. Where we provide you with any service, we will retain any information you provide to us at least for as long as we continue to provide that service to you.

For example:

  • We will retain information about transactions for a period of at least 7 years for accounting purposes.
  • We will retain information about representatives of our customers (and Personal Monitoring Badge Wearers) for at least as long as your employer remains a customer, and for a period of 2 years afterwards.

After the periods set out above, and in all other cases, we will keep your personal data for a period of up to 2 years after your last contact with us, after which we will delete your data unless you (or your employer) ask us to keep it for longer.

Cookies

What are cookies?

Cookies are small text files sent by a website server to your browser and stored on your computer or device.

Cookies allow website operators to accumulate useful information such as whether the computer (or its user) has visited the site before, are needed for a number of functions which make websites work (or work more efficiently) and they can provide information to website owners about how you use their website. Cookies can also be used to show you adverts that are relevant to you, based on your browsing habits, to personalise your user experience.

There’s a lot of good information about cookies available online. For more information about cookies generally visit allaboutcookies.org.

How do we use cookies?

We use cookies to monitor how people use our website, including estimating audience size and patterns of use, to help us provide you with a better service, as well as to enable certain features on our website.

The cookies used on this site have been categorised based on definitions given in the ICC UK Cookie Guide. We use the following cookies:

  • Analytical/performance cookies. These allow us to recognise and count our website’s visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily. We use Google Analytics performance cookies to provide anonymous statistics on how our site is used.
  • Functionality cookies. These are used to recognise you when you return to our website and to enable certain features on our website.
  • Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed. This information may be used by third parties to display relevant adverts to you online.

What cookies do we use?

We use the following first party cookies (placed by irs-limited.com):

Cookie Name Cookie Description Expiration
__utma, __utmb, __utmc, __utmt, __utmv, __utmz Google Analytics – used to distinguish users and record information about website usage

 

Click here for further information about how Google Analytics uses cookies.

Various (Session or up to 2 years)
cookie_notice_accepted This records whether or not you have clicked to acknowledge the cookie banner on our site 1 month

 

When you visit our website, you may also see cookies placed by the following third parties (due to the social media buttons embedded on our site):

Please see the privacy policies of these website for more information about how they use your personal data. These cookies may record information about your usage of our website, which will be accessible by the third parties listed above. Those third parties may use that information to display relevant adverts to you online.

Changing your cookie settings

We understand that not everyone wants to see targeted adverts or contribute to statistics on website use. You can configure cookie settings and prevent the use of cookies in your web browser, and you can find out more about how to do this at the following links:

However, please bear in mind that if you don’t allow us to use certain cookies it may prevent you from accessing parts of our website or result in a loss of functionality which degrades your experience of the website.

Your rights

You have a number of rights in respect of your personal data, which are explained below. If you wish to exercise any of these rights, please contact us. We may need to ask you to provide proof of your identity before handling your request for security reasons. In most cases, you will not be charged a fee for exercising these rights.

The right to withdraw consent

Whenever we rely on your consent to process your personal data, you may withdraw that consent at any time.

The right to be informed

You have the right to receive concise, transparent, intelligible and easily accessible information about your personal information and how we use it. We have prepared this policy to comply with this right, but please contact us if you require any further information.

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 receive a copy of your information and to be informed of the following:

  • 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 most cases, there is no charge for this service and we will provide the data within 30 days of the request.  We may charge a small fee if we feel the request is unfounded or excessive (in the case of repetitive requests, for example).

The right to correct or update incorrect information

You have the right to update your information at any point if you feel the information we hold about you may be incorrect or out of date.

The right to erasure (the “right to be forgotten”)

There may be times where it is no longer necessary for us to hold personal information about you. This may be where:

  • 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 these situations you have the right to ask us to delete your personal data. Please note that we are unable to delete your personal data where the circumstances above do not apply.

The right to data portability

You have the right to have your personal data transferred either to you or to a third party in a structured, commonly use and machine-readable format. This right allows you to move, copy or transfer your personal data more easily from one service provider to another, in a safe and secure way.

The right to object to direct marketing or our legitimate interests

You can tell us at any time that you do not wish to receive further marketing communications from us (whether we rely on your consent or our own legitimate interests) and we will comply with your request.

Whenever we rely on our own legitimate interests (as set out in this policy) to process your personal data, you have the right to object to our use of your data in that way. If we do not have a compelling reason to continue using your data in that way, we will stop.

The right to restrict how we use your personal data

In the following circumstances, you have the right to ask us to stop using your personal data in any way other than simply keeping a copy of it:

  • 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

Your rights relating to automated decision making

Any automated decision-making we undertake is solely for the purpose of tailoring the information which we provide to you. We will not use automated decision-making to make any decisions which will have a legal effect upon you or otherwise significantly affect you, and you have the right not to be subject to such decisions.

Changes to this Privacy Policy

Any changes we make to this Privacy Policy in the future will be posted on this page and, where appropriate, notified to you by email. Please check back frequently to see any updates or changes to our privacy policy.

This version was last updated on [30/06/21] and historic versions can be obtained by contacting us.

Complaints

If you wish to make a complaint about our collection or use of your personal data, please Contact Us in the first instance so that we may seek to resolve your complaint.

You have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the statutory body which oversees data protection law in the UK. Please visit the ICO website if you wish to lodge a complaint with the ICO.

Contact Us

If you have any questions or concerns about anything contained in this document or wish to exercise any of your rights, please contact us at the details below and IRS will be happy to help with your query:

Email:   gdpr@irs-limited.com

Tel:      +44 (0) 151 709 6296

Web:    https://irs-limited.com/contact/