Visitor privacy notice

We collect and use personal information about you when you visit our offices. We collect and use your personal information primarily for health, safety and security purposes. We capture personal information for the following purposes:

Managing health, safety and security

• Personal safety of our visitors including employees, clients, job applicants, contractors, external training providers, supplier/vendor contacts, work experience, apprentices and trainees and other members of the public
• Protection of our premises and assets from damage, disruption, and vandalism
• In case of a fire, flood or other emergency
• Managing visitor access and notification of arrival

Managing access to our systems and network

Ensuring appropriate technical access to our systems and network.

Compliance with legal obligations arising out of the appointment process

Disclosing personal information to government institutions or regulatory authorities as applicable in all countries in which Mott MacDonald operates, such as record-keeping and reporting obligations, compliance with government inspections and other requests from government or other public authorities, responding to legal processes such as subpoenas, pursuing legal rights and remedies, and managing any complaints or claims.

Responding to any legal claims

Establishing, exercising, or defending our legal position.

Depending on the office location you’re visiting, we will collect, use and store the following personal information:

Identification information

Company identification documents, government issued identification documents, vehicle registration plate, employee ID (if you’re a Mott MacDonald employee visiting another office location).

Contact details

Name, email address, phone number.

Business records

Company address, company entity.

Health data

Food allergies and dietary restrictions (for example, when providing lunch or refreshments).

Online data

IP address and websites visited. We may monitor traffic on our guest WiFi networks using industry standard intrusion detection systems. This allows us to see limited information about a user’s network behaviours, including the source and destination addresses the user is connecting to and from.

Images

CCTV and video footage, please see our Video surveillance systems privacy notice for further information.

Biometric data

Facial features and video footage, please see our Video surveillance systems privacy notice for further information.

Other data

Signature, reason for visit, date and time of entry and exit.

For the purposes of this notice, children’s personal information (those under the age of 16) is not routinely captured by us and we do not normally expect children to enter our offices. However, in rare circumstances, very limited personal information may be collected (for example, in the event children accompany a family member or carer on their visit to our offices) such as capturing their image on our video surveillance systems (CCTV cameras) for the purposes of securing our premises or collecting their name for the purposes of managing their safety and security.

We collect your personal information when you visit our offices. We collect your personal information:

• Directly from you. For example, when you provide your contact details, reason for visit and date and time of your entry and exit at our reception desk.
• Indirectly from you. For example, through CCTV and video footage captured when you enter our offices.
• From third parties. For example, through a third-party visitor management system (for example, Sine Core in Singapore and Concept SignIn in the UK) to register your contact details.

At certain office locations, personal information (for example, government identification, name, company entity) may be collected by building management. We do not control, operate or normally have access to this personal information. You should direct your privacy enquiries, including any requests to exercise your privacy and data protection rights, to the entity providing building management services.

We will only use personal information about you when the law allows us to do so. We normally rely on one or more of the following legal justifications when we collect, use, handle, or share your personal information:

• as necessary to fulfil and perform any contractual obligations that we have entered into with you.
• as necessary to comply with a legal obligation.
• as consistent with your consent to processing of your personal information.
• as necessary for our legitimate interests and business needs.
• as necessary to protect your interests or someone else’s interests.
• as necessary in the public interest.

Some of the above justifications will overlap, so it is possible that more than one legal justification will apply at the same time to enable us to process a particular element of your personal information.

In certain locations, there may be differences in the legal justifications that can be relied upon when we collect, use, and handle personal information due to local legal requirements or the way that Mott MacDonald operates in that territory. If that is the case, we will notify you of the differences in a supplementary privacy notice.

Where we process your personal information for our own purposes, we will share your personal information with third parties only when it is necessary and proportionate to do so. We share personal information with:

• External service providers whose application and systems we use to deliver our visitor registration form, for the purpose of providing us with technical support.
• First responders dealing with a medical or other emergency.
• Regulatory authorities as required by law.
• Law enforcement agencies investigating alleged criminal offences by individuals or organisations.

When we need to share your personal information with third parties, we use a combination of contractual, physical and technical measures to keep it secure. Please refer to our Group policies for more information.

Please note that we will never sell your personal information to another organisation for any purpose.