Privacy Policy
AeroCloud’s 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
AeroCloud Systems is the controller for the personal information we process unless otherwise stated.
You can contact AeroCloud’s Data Protection Representative via phone, email, and post:
Phone number: +44 (0)1182 301625
Compliance email address: compliance@aerocloudsystems.com
Postal address:
AeroCloud Systems,
3rd Floor, HIghbank House
2275 Exchange Street,
Stockport
SK3 0ET
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 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 based on 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 five years, we will remove the data. You can request for us to share this information with you, update it, and delete it.
Read HubSpot’s Privacy Policy.
You have made an inquiry to us
We collect this information to 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. If we have had no contact with a company or person for more than five years, the data will be removed. You can also send us a request to remove your data.
You subscribe to our email newsletter
Our purpose for collecting this information is to 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 to keep interested people up to date with our news and platform developments. We send subscribers our monthly newsletter and occasional alerts when we have significant 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?
We will only use all of the information you provide to us to progress 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.
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. We use the information to assess your suitability for employment.
Application stage
When you submit your CV with your details, including your name and contact details, we will also look at previous experience and education to assess suitability for shortlisting for interview. We then shortlist applications for interview. Electronic job applications will be retained within our Applicant Tracking System (ATS). The ATS we use is Workable. Our People team will have access to all of this information held within Workable.
Read Workable’s Privacy Policy
We will also ask you to attend one or more interviews. You and we will generate information, 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 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 to carry out pre-employment checks. You must 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 several recruitment agencies. Information collected by a recruitment agency and will be retained for an agreed period 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.
For how long is the information retained?
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 recruitment decisions?
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.
Personal Information Classification
Definition of Personal Information:
Personal information refers to any information relating to an identified or identifiable natural person (‘data subject’). An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier, or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person.
Categories of Personal Information We Process:
- Identity Data: This includes names, usernames or similar identifiers, marital status, title, date of birth, and gender.
- Contact Data: Includes billing address, delivery address, email address, and telephone numbers.
- Financial Data: Covers bank account and payment card details.
- Transaction Data: Details about payments to and from you and other details of products and services you have purchased from us.
- Technical Data: Includes internet protocol (IP) addresses, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
- Profile Data: Your interests, preferences, feedback, and survey responses.
- Usage Data: Information about how you use our website, products, and services.
- Marketing and Communications Data: Your preferences in receiving marketing from us and our third parties and your communication preferences.
Sensitive Personal Information:
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
Changes to Personal Information:
If there are any changes to the type of personal data we collect and process, we will update this privacy policy accordingly.
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 to 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 can 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 provided 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@aerocloudsystems.com.
If you remain dissatisfied, you can complain about how 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 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
AeroCloud Systems can confirm what information we hold about you and how it is processed at your request. We take our responsibilities for data privacy very seriously and 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@aerocloudsystems.com.
If you remain dissatisfied, you can complain about how 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 January 2024.
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, HubSpot, to manage our social media interactions. If you send us a private or direct message via social media, HubSpot will store the message for three months. We will not share it with a third party.
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 aerocloudsystems.com, 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.
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 data is for our legitimate interests.
What are your rights?
As we are processing your data for our legitimate interests, as stated above, you have the right to object to our processing of your data. There are legitimate reasons we may refuse your objection, which depends on why we are processing it.
Changes to our Privacy Policy
We may change our Privacy Policy from time to time. If you are a registered AeroCloud customer, we will notify you of the changed policy.
