Privacy Policy

This privacy notice tells you what to expect us to do with your personal information when you contact us or use one of our services.

We’ll tell you:

Why we can process your information
What purpose we are processing it for
Whether you have to provide it to us
How long we store it for
Whether there are other recipients of your personal information
Whether we intend to transfer it to another country
Whether we do automated decision-making or profiling
Contact details

AIC is the controller for the personal information we process unless otherwise stated.

You can contact AIC’s Data Protection Representative via phone, email, and post:

Phone number: +44 (0) 20 7160 6320

Compliance email address: compliance@aicuk.ltd

Postal address: AIC Professional Services Ltd, 4 Rookery Lane, Wymondham, LE14 2AU

What information do we collect?
The personal information we process is provided to us directly by you for one of the following reasons:

We have identified you as a priority potential customer
We identify airports and people who work at them that we think would greatly benefit from our software and services. We collect this data on the basis of you and us having a legitimate interest in pursuing this opportunity.

All data collected is logged on our CRM system – HubSpot. If we have had no contact with a company or person for more than 5 years the data will be removed. You can request for us to share this information with you, update it, and delete it.

You have made an inquiry to us
We collect this information so we can track your inquiry and send it to the right person for follow-up. You give us consent to process your details when you complete the form on our website.

All inquiries are logged on our CRM system – HubSpot. This is to allow us to manage inquiries effectively and report on our performance for ourselves, and for our parent organizations. If we have had no contact with a company or person for more than 5 years the data will be removed. You can also send us a request to remove your personal data.

You subscribe to our email newsletter
Our purpose for collecting this information is so we can send you our monthly newsletter and track your subscription status. You give us your consent

We use a third-party service, HubSpot, to collect the data of people wanting to join our email list and send our emails. We collect this data so we can keep interested people up to date with our news and platform developments. We send subscribers our monthly newsletter, and occasional alerts when we have major announcements. Every email we send will include a link to unsubscribe.

We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our communications.

You have applied for a job with us
What will we do with the information you provide to us?
All of the information you provide to AIC during the process will only be used for the purpose of progressing your application.

The information you provide will be held securely by us whether the information is in electronic or physical format. We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.

What information do we ask for, and why?
We do not collect more information than we need to fulfill our stated purposes and will not retain it for longer than is necessary.

The information we ask for is used to assess your suitability for employment.

Application stage
When you submit your CV with your personal details including name and contact details they get logged in our Applicant Tracking System (ATS), Workable. We review these along with your previous experience and education to assess suitability for shortlisting for interview. Our People team will have access to all of this information held within the ATS.

Assessments
We might ask you to complete a personality profile questionnaire through a third party called Bryq. If we ask you to complete one of these tests, you will receive a link to the test. Your answers will be provided to AIC and held by both parties.

We will also ask you to attend one or more interviews. Information will be generated by you and by us, and we will retain the information to support our assessments.

If you are unsuccessful following the assessment for the position you have applied for, your details will be retained on file for a period of 12 months following the end of the recruitment campaign.

Offer of Employment
If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the UK, and seek references.

You will therefore be required to provide:

Proof of your identity – you will be asked to attend our office with original documents, we will take copies.
Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies.
References – contact details of 2 references.
If we make a final offer, we will also ask you for the following:
Bank details – to process salary payments
Emergency contact details – so we know who to contact in case you have an emergency at work

Recruitment Agencies
For some vacancies, we may advertise through a number of recruitment agencies. Information collected by a recruitment agency and will be retained for an agreed period of time following the end of our agreement.

You should read the privacy policies of any recruitment agency you intend to apply with before you engage with them.

How long is the information retained for?
If you are successful after applying for a specific vacancy, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus the recommended time following the end of your employment. This includes your fitness to work, records of any security checks, and references.

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 12 months in the ATS from the closure of the recruitment campaign.

The information generated throughout the assessment process, for example, interview notes, is retained by us for 12 months in the ATS following the closure of the recruitment campaign.

How do we make decisions about recruitment?
Final recruitment decisions are made by hiring managers and our People team. All of the information gathered during the application process is taken into account.

Your data protection rights
Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.

Your right of access
You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process.

Your right to rectification
You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.

Your right to erasure
You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing
You have the right to ask us to restrict the processing of your information in certain circumstances.

Your right to object to processing
You have the right to object to processing if we are able to process your information because the process forms part of our public tasks, or is in our legitimate interests.

Your right to data portability
This only applies to the information you have given us. You have the right to ask that we transfer the information you gave us from one organization to another, or give it to you. The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated.

Your right to complain
We work to high standards when it comes to processing your personal information. If you have queries or concerns, please contact us at compliance@aicuk.ltd.

If you remain dissatisfied, you can make a complaint about the way we process your personal information to the ICO as the UK supervisory authority.

You can read more about your rights on the ICO website.

You are not required to pay any charge for exercising your rights. We have one month to respond to you.

Sharing your information
We will not share your information with any third parties for the purposes of direct marketing.

We use data processors who are third parties who provide elements of services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organization apart from us. They will hold it securely and retain it for the period we instruct.

Links to other websites
Where we provide links to websites of other organizations, this privacy notice does not cover how that organization processes personal information. We encourage you to read the privacy notices on the other websites you visit.

Subject Access Requests
At your request, AIC can confirm what information we hold about you and how it is processed. We take our responsibilities for data privacy very seriously and will ensure we take all reasonable steps to correctly identify anyone submitting a subject access request to our business.

Your right to complain
We work to high standards when it comes to processing your personal information. If you have any questions or concerns please email compliance@AICsystems.com.

If you remain dissatisfied, you can make a complaint about the way we process your personal information to the ICO.

Changes to this Privacy Policy
We keep our privacy notice under regular review to make sure it is up to date and accurate. The last update was in September 2021.

Contacting us

Phone
When you call our main phone number we collect Calling Line Identification (CLI) information. We use the information to improve the efficiency and effectiveness of how we handle your calls.

Social media
We use a third-party provider, Hootsuite to manage our social media interactions. If you send us a private or direct message via social media the message will be stored by Hootsuite for three months. It will not be shared with a third party.

Email
We monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

Visitors to our website

Anonymous visitor tracking
When someone visits aicuk.ltd a third-party service, Google Analytics places a cookie on their computer and collects standard internet log information and details of visitor behavior patterns. We do this to find out the number of visitors to the various parts of the site. This information is only processed in a way that does not identify anyone. We do not make and do not allow Google to make, any attempt to find out the identities of those visiting our website.

Read more about Google’s approach to complying with data protection laws

Identified visitor tracking

In order to manage our relationships, we use HubSpot to help build profiles of people who visit our website and the pages they visit. HubSpot places a cookie in order to track your visits to our website and your interactions with our other marketing channels. You can opt out of this by adjusting your browser settings.

Purpose and legal basis for processing
The purpose for implementing all of the above is to maintain and monitor the performance of our website and to constantly look to improve the site and the services it offers to our users. The legal basis we rely on to process your personal data is for the purposes of our legitimate interests.

What are your rights?
As we are processing your personal data for our legitimate interests as stated above, you have the right to object to our processing of your personal data. There are legitimate reasons why we may refuse your objection, which depend on why we are processing it.