To ensure that visitors to www.biocair.com are aware of how their information is protected.
We may capture information like your Internet Protocol (IP) address, your browser type, details of your location and relevant time zone, as well as what operating system you are running.
We may also capture details of your visit such as the pages you visit and how long you stay on a page as well as the time you visited.
Your Personal Data – What is it?
“Personal Data” or “Personal Identifying Information” is any information about a living individual which allows them to be identified, such as a name, email address or photograph. This includes information which in combination can identify an individual. Processing of your Personal Data is governed by data protection legislation, including the General Data Protection Regulation (“GDPR”) and other legislation relating to personal data and rights such as the Human Rights Act. A description of what personal data Biocair processes and for what purposes is set out in this Privacy Notice.
Our commitment to privacy
Biocair International Limited ("Biocair") maintains, at all times, the highest regard for privacy of its staff, users and associates. We take your privacy, and our responsibility under data protection legislation, very seriously. We believe this to be an important part of our service to all parties with whom we have a relationship. We want you to be able to interact with Biocair in a worry-free and safe environment.
Biocair are committed to upholding the principles of data protection. Data must be:
The specific data gathered and processed by Biocair will depend upon the relationship between Biocair and the individual concerned. Below you will find information on processing of data for different categories of individual.
Biocair Process the following information:
On occasion Biocair is asked to deliver medication to specific patients. Under these circumstances, such as a compassionate use situation, it may be possible to deduce the physical or mental health status of an individual. Biocair do not directly record the health status of any individuals but appreciate that appropriate safeguards are key when combinations of data could lead to such conclusions. Health status is considered “Special Category” personal data and though Biocair do not process this information directly, associated information is only processed to allow delivery of the service in the interests of the patient and usually under the supervision of a physician.
We use your personal data for some or all of the following purposes:
Purpose of collection.
Biocair strictly adheres to all relevant legislation. Your personal data is being processed to allow Biocair to deliver our service – we retain information that is necessary to provide quotes, needed for collection and delivery of consignments and subsequent associated financial transactions. This includes processing necessary to communicate shipment events to all parties to the transaction. Biocair may also use the information for the purpose of improving our service to you and other users, for customer administration and, from time-to-time, to communicate information that we feel may be relevant and of benefit to you, such as implementation of new solutions or services.
Data necessary for delivery of service is collected directly from individuals or from third-parties who are subject to the same transaction, e.g. consignee name provided by the customer. Personal Data used for the purposes of marketing may also be obtained through industry events and exhibitions, marketing research, competitions or special offers. Refer to the specific Marketing section of this notice for further details of marketing activity.
Note, not all data listed below will be gathered for applicants or candidates. Some information will only be relevant once an offer of employment has been made and accepted. Information gathered for all categories of individual is marked with a
Names, titles, and aliases, photographs.
Start date / leaving date
Contact details such as telephone numbers, addresses, and email addresses.
Where they are relevant to our legal obligations, or where you provide them to us, we may process information such as gender, age, date of birth, marital status, nationality, education/work history, academic/professional qualifications, employment details, hobbies, family composition, and dependants.
Non-financial identifiers such as passport numbers, driving license numbers, vehicle registration numbers, taxpayer identification numbers, staff identification numbers, tax reference codes, and national insurance numbers.
Financial identifiers such as bank account numbers, payment/transaction identifiers, policy numbers, and claim numbers.
Financial information such as National Insurance number, pay and pay records, tax code, tax and benefits contributions, expenses claimed.
Other operational personal data created, obtained, or otherwise processed in the course of carrying out our activities, including but not limited to, CCTV footage, recordings of telephone conversations, IP addresses and website visit histories, logs of visitors, and logs of accidents, injuries and insurance claims.
Next of kin and emergency contact information.
Recruitment information* (including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process and referral source (e.g. agency, staff referral)).
Location of employment or workplace.
Other staff data (not covered above) including; level, performance management information, languages and proficiency; licenses/certificates, immigration status; employment status; information for disciplinary and grievance proceedings; and personal biographies.
CCTV footage and other information obtained through electronic means such as swipecard records.
Information about your use of our information and communications systems.
In some locations, biometric information necessary for access control.
Making a decision about your recruitment or appointment.
For security purposes.
Determining the terms on which you work for us.
Checking you are legally entitled to work in the country concerned.
Paying you and, if you are an employee, deducting tax and National Insurance contributions.
Providing any contractual benefits to you.
Liaising with your benefits provider.
Administering the contract, we have entered into with you.
Management and planning, including accounting and auditing.
Conducting performance reviews, managing performance and determining performance requirements.
Making decisions about salary reviews and compensation.
Assessing qualifications for a particular job or task, including decisions about promotions.
Conducting grievance or disciplinary proceedings.
Making decisions about your continued employment or engagement.
Making arrangements for the termination of our working relationship.
Education, training and development requirements.
Dealing with legal disputes involving you, including accidents at work.
Ascertaining your fitness to work.
Managing sickness absence.
Complying with health and safety obligations.
To prevent fraud.
To monitor your use of our information and communication systems to ensure compliance with our IT policies.
To ensure network and information security, including preventing unauthorized access to our computer and electronic communications systems and preventing malicious software distribution.
To conduct data analytics studies to review and better understand employee retention and attrition rates.
Equal opportunities monitoring.
To undertake activity consistent with our statutory functions and powers including any delegated functions.
To maintain our own accounts and records;
To seek your views or comments;
To process a job application;
To provide a reference.
To help build a more effective team through better communication.
Administration of our business interests including achieving industry and customer recognition for the services we offer.
Purpose of collection.
Your personal data is being processed to allow Biocair to assess your suitability for employment or to establish and manage an employee/employer relationship.
We may process sensitive personal data relating to staff such as:
information about your physical or mental health or condition in order to monitor sick leave and take decisions on your fitness for work;
your racial or ethnic origin or religious or similar information in order to monitor compliance with equal opportunities legislation;
in order to comply with legal requirements and obligations to third parties.
These types of data are described in the legislation as “Special categories of data” and require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal data.
We may process special categories of personal data in the following circumstances:
Less commonly, we may process this type of personal data where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public.
Personal data pertaining to employee children
Biocair do not routinely collect the Personal Data of children however there may be circumstances where subject to the conditions or benefits of employment we require information on dependents.
We use your personal data for some or all of the following purposes: -
Communication regarding shipments
Provision of quotes and pricing
Production of shipment paperwork
Customs and regulatory clearance
Invoicing for services
Screening for Denied Parties – See this document for further information
Provision of reports
Audit purposes with a view to assessing the relationship
Internal audit with a view to identifying areas of improvement
All visitors to Biocair sites are required to sign in using our visitor logs. This requires provision of a name, organization (if applicable) and vehicle registration (if applicable). The visitors log is multi-purpose: it supports our security procedures and provides a list of people on site which can be used in the event of an evacuation. It therefore helps Biocair to protect you in situations which could present a physical danger to yourselves. The visitors log is retained in a secure location for up to three months, after which it will be disposed of using an approved shredding facility.
In addition, our sites use CCTV – during your visit to site your image will be captured by these systems for security purposes. CCTV footage is retained for a maximum of fifteen days, after which it will automatically be erased. CCTV footage is used for security purposes and is therefore necessary to support Biocair’s legitimate interests as a logistics company.
Access to visitor logs and CCTV footage is restricted to appropriate staff only.
Our websites and products are not designed or intended to appeal directly to children and we do not knowingly attempt to solicit or receive any information from children. However, if a child under 13 has provided Biocair with their Personal Data the parent or guardian should contact Biocair immediately at firstname.lastname@example.org so we can delete the information from our files.
Legal basis for processing your personal data
Information relating to our customers or enquiries and quotes is processed subject to delivery of our service and is therefore necessary for the performance of a contract or in order to take steps at the individuals request prior to entering into a contract. Copies of identification will only be requested when required to meet our legal obligations in relation to security. Similarly, personal data of appointed or potential suppliers is necessary for the performance of a contract between Biocair and the other contracting party.
Processing of personal data relating to shippers or recipients of packages is necessary for the legitimate interests of Biocair, our customers and those of the individuals in question.
Data collected through use of online services and through feedback mechanisms such as our customer survey are subject to the same lawful bases for processing.
Information used for marketing purposes is processed in accordance with the legitimate interests of Biocair and is only processed for these purposes where we believe that these interests coincide with those of the data subject. Refer to the section on marketing for further information.
Processing of information pertaining to staff, applicants or candidates is necessary for the performance of a contract or in order to take steps at the individuals request prior to entering into a contract, subject to our legal obligations as an employer, or subject to our legal security and health and safety obligations.
Disclosure of information
Biocair will keep in confidence any personal identifying information you provide, now or in the future, and will not monitor, edit or disclose that information to any person other than:
Our agents, suppliers and contractors
Professional advisors or other third-parties who satisfy Biocair that they need to know the information
Individuals that are party to delivery of the service, such as recipients or other parties to the contract (e.g. procurement)
Where disclosure is not required for performance of our service Biocair will only disclose your information with your prior consent or if required to do so by law or in the good faith belief that such action is necessary. Such necessity could include: (1) conforming to law, judicial or agency order or other like instructions; (2) protect and defend the rights or property of Biocair; (3) act under exigent circumstances to protect the personal or informational safety of its members or the public.
From time-to-time Biocair may wish to send you information regarding our services, such as competitions and offers, new services, case studies and industry or business news that we feel would be of benefit to you. Biocair will only send such information when we believe that our legitimate interests are in line with your own. You have the right to request that marketing activity ceases at any time and Biocair will take immediate action to ensure that you no longer receive such communication. To enable us to complete your request we may retain limited contact details sufficient to ensure that we do not contact you at a later date – this information will be retained securely and used solely to identify your wishes with regard to marketing. All marketing materials will contain details of how to opt-out of receiving such information. Alternatively, you can contact our Data Protection Officer if you have any concerns regarding this, or any other processing activity.
How Long does Biocair keep personal data?
Personal data is kept only for as long as required for the processing activity for which it was gathered. This retention period will vary dependent upon the specific requirements of associated processes. In general, information necessary for performance of a shipment will be kept for a minimum period of ten years, to support HMRC audits or provide tax information. After this period job records will either be securely destroyed or anonymised. Information relating to enquiries and quotes will be retained for three years. Other information, such as data from our customer survey or reporting used to support delivery of our services will be retained for varying periods dependent upon the need.
Biocair is permitted to retain data in order to defend or pursue claims and we will retain some personal data for as long as we believe it is necessary for this purpose. We will however, endeavour to only keep data for as long as it is needed and will delete it when no longer required.
Your rights and your personal data
When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights.
The following Rights are available to users of Biocair’s services:
Iconix One, London Road
Tel: +44 1223 245 223
Fax: +44 1223 245 211
Data Protection Officer: Sarah Pentney
Contact Details: As Above