Privacy
Personal Data Protection and Privacy Policy
What is this document?
Johnson Service Group PLC (“JSG”) and its subsidiaries (together, the “Group”) are committed to safeguarding your privacy. We want you to know how we may collect, use, share or keep information about you and the choices that are available to you when you request our products or services.
In this Privacy Policy, we describe how the Group, in its capacity as the Data Controller (being a person who either alone or jointly or in common with other persons determines the purposes for which and the manner in which any Personal Information is, or is to be, processed), collects, uses, shares and keeps Personal Information about you in accordance with Regulation (EU) 2016/679 of the European Parliament (more commonly known as the General Data Protection Regulation (“GDPR”)).
“Personal Information” is defined as any information relating to an identified or identifiable natural person, such as a name, address, telephone number or email address and any other information specific to that individual such as demographic details and transaction information.
From time to time, we may change this Privacy Policy. Depending on the nature of the change, we will inform you of any such change either through our written communications with you or through our website at www.jsg.com.
For the contact details of our designated Data Protection Officer, please see the “Queries or complaints” section below.
Who we are
JSG is a company registered in England and Wales with company registration number 00523335, whose registered address is at Johnson House, Abbots Park, Monks Way, Preston Brook, Cheshire, WA7 3GH. We are registered with the Information Commissioner.
Our commitment
We are committed to protecting your privacy and your Personal Information and ensuring that your Personal Information is secure both with ourselves and with third parties who act on our behalf. We will ensure we always comply with all data protection laws which apply to the Personal Information we process.
We use many tools to make sure that your Personal Information remains confidential and accurate and we may monitor or record calls, emails, text messages or other communications in order to protect both you and us.
Companies in the group
JSG is a group of companies. The main trading company is Johnsons Textile Services Limited which trades as “Johnsons Workwear”, “Johnsons Hotel Linen”, “Johnsons Hotel, Restaurant & Catering Linen” and “Johnsons Restaurant & Catering Linen”. In November 2019, JSG also acquired Fresh Linen Limited. This policy applies to all companies within the Group.
Why we collect your personal data
We use Personal Information about you for several reasons depending upon the relationship between us. We may use your Personal Information: (i) where it is necessary for the performance of a contract or compliance with a legal obligation; (ii) for our legitimate business interests; or (iii) where we have obtained your consent, such as for marketing purposes. Specifically, we may use your Personal Information where one or more of the following apply:
You are a customer or work for a customer of ours
You are a supplier or work for a supplier of ours
You want to be, are, or have been an employee of ours
We would like you to become a customer of ours
You are an investor
You visit one of our Group websites
The information collected and how it is used
Customer
We use your Personal Information because you have asked us to provide you with our textile services. We only use the Personal Information we need, normally these are contact details including your name, address, email address and telephone number.
We normally use the Personal Information because it is necessary for the fulfilment of the contract, agreement or relationship between us, or because of our legitimate business interests. Occasionally, it may be because the law requires us to.
We always try to keep your Personal Information accurate. If you become aware of any errors in your Personal Information please let us know and we will correct it.
We only keep your Personal Information for as long as we need it, then we destroy it securely (see “Retention of information” below).
Supplier
We use your Personal Information because we use services you provide to us. We only use the Personal Information we need, normally these are contact details including your name, address, email address and telephone number. We may also need to check your qualifications or accreditations and keep a record of these.
We normally use the Personal Information because it is necessary for the fulfilment of the contract, agreement or relationship between us, or because of our legitimate business interests. Occasionally, it may be because the law requires us to.
We always try to keep your Personal Information accurate. If you become aware of any errors in your Personal Information please let us know and we will correct it.
We only keep your Personal Information for as long as we need it, then we destroy it securely (see “Retention of information” below).
Employee
We use your Personal Information during recruitment so we can decide about your application to become an employee.
During your employment, we use your Personal Information because it is necessary for the fulfilment of the contract and relationship between us (i.e. to employ and pay you) or because the law requires us to. We may also monitor you by using suitable tools, such as CCTV, time clocking systems or GPS tracking in vehicles, and we may use other suitable tools that become available in the future. We normally use this information to effectively manage your workplace and to assist us in running a safe, successful and profitable business for you and everyone else; this is called a ‘legitimate interest’. Very exceptionally we may use the information to protect your wellbeing or the wellbeing of someone else; this would be to protect vital interests, such as in case of an emergency. There is also a requirement to keep some records after your employment with us ends.
We only use the Personal Information we need. Normally this includes details such as your name, address, date of birth, email address, telephone number together with unique identification numbers such as passport number, driving licence number, national insurance number or payroll number. We may also hold Personal Information about your spouse, dependants and nominated beneficiaries and we may hold sensitive Personal Information e.g. health information.
We will only process sensitive Personal Information with your consent. Documents created by the company, such as training, performance or disciplinary records will hold Personal Information but will always be stored securely.
We will collect Personal Information from you in the course of administering your membership of any of JSG’s pension arrangements or other benefits that we may provide.
We always try to keep your Personal Information accurate. If you become aware of any errors in your Personal Information please let us know and we will correct it.
We only keep your Personal Information for as long as we need it, then we destroy it securely (see “Retention of information” below).
We would like you to be a customer
We use your Personal Information because we would love to have you as a customer; this is called a ‘legitimate business interest’. We only use the Personal Information we need, normally this would be limited to contact details including your name, address, email address and telephone number.
We may contact you to tell you about what we do and special offers. We never intend to upset anyone, so if you do not want to hear from us, please let us know and we will stop contacting you.
We always try to keep your Personal Information accurate. If you become aware of any errors in your Personal Information please let us know and we will correct it.
We only keep your Personal Information for as long as we need it, then we destroy it securely (see “Retention of information” below).
Investor
We may use your Personal Information because you have invested in our business. We only use the Personal Information we need, normally these are contact details including your name, address, email address and telephone number.
We normally use the Personal Information because we need to for our legitimate business interests. Occasionally, it may be because the law requires us to.
We always try to keep your Personal Information accurate. If you become aware of any errors in your Personal Information please let us know and we will correct it.
We only keep your Personal Information for as long as we need it, then we destroy it securely (see “Retention of information” below).
Website User
When you visit any of our websites we may collect Personal Information that you provide to us. We will always tell you about how we use the Personal Information at the time we collect it.
Behind the scenes we may also collect your IP address and use cookies, more details can be found in the Cookie notice. We use this Personal Information to enable the websites to work and to help us improve them.
Security
We do everything we sensibly can to keep your Personal Information safe and make sure it is correct and available when it is needed. We ensure that our computer systems are always protected from threats we know about and use the best tools we can to protect against other threats. We make sure people who deal with your Personal Information are trained and know how they should use it. We ensure only people who need to use your Personal Information can do so.
We take great care to ensure your Personal Information is kept secure when we need to share this with a third party.
Processing your information outside the European Economic Area (EEA)
All countries within the EEA have similar standards for the protection of Personal Information. If any of your Personal Information is transferred outside the EEA (e.g. because any of our advisers or service providers have IT systems located in other jurisdictions) we ensure appropriate safeguards are in place to ensure the security of Personal Information.
Third-party processing
We may share your Personal Information with other companies to do some processing for us, such as sending invoices or paying wages and salaries. These companies are “Data Processors” as they only use the data we supply in the ways we tell them to and then securely destroy it or securely retain it when the processing is finished.
We may also share your Personal Information with other parties who decide how your Personal Information is to be processed. These are Data Controllers e.g. insurance and pension providers. When we give other people your Personal Information we always make sure that they will treat it with the same care as we do.
We may share Personal Information with government agencies and other authorities (including HMRC) where necessary, for the administration of payroll, taxation matters, pensions and for the prevention of crime, or to meet legal and regulatory requirements.
Other than as outlined above, we will never sell your Personal Information to, or share or exchange your Personal Information with, any other organisations unless you have given us your permission to do so.
Monitoring and recording
We may monitor, record, store and use any telephone, email or other communication with you in order to maintain a record of any instructions given to us, for training purposes, for crime prevention and to improve the quality of service to you.
Retention of information
We will keep your Personal Information only as long as we need unless we are required to keep it for longer periods because of law, regulation, litigation or regulatory investigation purposes.
When your Personal Information is no longer necessary for business, legal or regulatory needs we will take reasonable steps to securely destroy such Personal Information or permanently de-identify it.
Your rights
This Privacy Policy is intended to explain how your Personal Information is used, however, if you have any further questions, please do ask us. You can contact us, via email, at dataprotection@jsg.com.
Remember:
You can ask to see your Personal Information; we will show you within thirty days, free of charge.
You can ask us not to use your Personal Information, especially if you think we are not using it properly.
You can ask us to correct errors in your Personal Information or to complete the Personal Information.
You can ask us to delete all your Personal Information.
You can ask us for a structured version of your Personal Information which we will supply in CSV format.
We do not use your data for any fully automated decision making.
Queries or complaints?
If you have any queries or concerns about how we use your Personal Information, we hope you will contact us first. Our designated Data Protection Officer can be contacted, via email, at dataprotection@jsg.com.
Having contacted us, should you be unsatisfied with the outcome you can also complain to the Information Commissioner, the UK’s independent authority set up to uphold information rights in the public interest and data privacy for individuals, at ico.org.uk.