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GeoPlace policies, values and feedback

GeoPlace's core values are to:

• promote innovation and creativity in staff

• work in an agile business environment to allow for rapid change and manoeuvrability

• foster a working environment based on respect, trust and responsibility.

Quality policy statement

The Management of GeoPlace LLP is committed to providing services that consistently meet the needs and expectations of both our clients and our staff. 

  • We listen to and understand our customer needs and provide them with exceptional support and service

  • We will continue to exceed our customers' expectations through the continual improvement of performance, reliability, responsiveness and value

  • We monitor and develop our staff's skills to ensure that they are able to fulfil their role within the company and benefit from personal professional development.

Quality objectives have been established and are reviewed at all relevant areas and levels of the organisation. These are reviewed for suitability at appropriate times, and have been designed to be measurable and consistent with the policy.

This policy has been communicated and understood throughout the organisation. All staff have the responsibility to familiarise themselves with both this policy and the sections of the Operating Procedures relevant to their specific roles.

Nick Chapallaz, Managing Director, has ultimate responsibility for quality, and through the Management Team, will continually review and improve the effectiveness of our Quality Management System.

Anti-slavery policy statement

GeoPlace LLP has a zero-tolerance approach to slavery and is committed to preventing acts of slavery and human trafficking from occurring within both its business and supply chain, and imposes those same high standards on its contractors, suppliers and other business partners. 

Company structure

GeoPlace is a Limited Liability Partnership jointly owned by the Local Government Association (LGA) and Ordnance Survey Limited.  We are a world class expert in address and street information management, collecting definitive data form source and producing products that are taken to market by Ordnance Survey. 
We work with a wide range of different suppliers, subcontractors and partners each of which will have their own subcontractors, affiliates and associate entities. GeoPlace LLP therefore is connected to multiple entities through numerous contractual relationships, some in other countries. 

Due diligence processes

We:

  • operate strict procurement processes, ensuring suppliers comply with all applicable laws and standards, including those which relate to the Modern Slavery Act

  • expect our suppliers to have suitable anti-slavery and human trafficking policies and processes in place within their own businesses and to cascade those policies to their own suppliers

  • have completed an analysis of assurance information from existing suppliers and partners and followed up where relevant

  • we use the advice and guidance in relation to the Modern Slavery Act set out in the Chartered Institute of Purchasing and Supply (CIPS) code of professional conduct;pProvide information to staff in respect of the Modern Slavery Act; 

  • include appropriate terms in our contractual documentation, obliging suppliers and contractors to comply with the Modern Slavery Act and reserving the right for GeoPlace to audit suppliers and contractors, where we consider it appropriate

  • encourage staff to identify and report any potential breaches of GeoPlace's anti-slavery policy statement

  • whistle blowers are protected through our confidential reporting process.

The above procedures are designed to:

Identify and assess potential risk areas in our business and supply chains.

  • reduce the risk of slavery and human trafficking occurring in our business and supply chains.

  • monitor potential risk areas in our business and supply chains.

  • provide adequate protection for whistle blowers.

Date:16 May 2018

GeoPlace and Fair Trading

GeoPlace itself does not trade in information. As explained elsewhere on our website, GeoPlace creates addressing products, which Ordnance Survey then distributes on Ordnance Survey's standard terms.  Ordnance Survey is committed to complying with its Fair Trading Policy, detailed at https://www.ordnancesurvey.co.uk/about/governance/policies/fair-trading.html.  The principles of this Fair Trading Policy apply to the licensing of the addressing products from Ordnance Survey to its customers.  Ordnance Survey's Fair Trading Policy compliments Ordnance Survey's obligations under the Re-use of Public Sector Information Regulations 2015.

Job Applicants Privacy notice

As part of any recruitment process, GeoPlace collects and processes personal data relating to job applicants. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information does the organisation collect?

The organisation collects a range of information about you. This includes:

  • your name, address and contact details, including email address and telephone number;

  • details of your qualifications, skills, experience and employment history;

  • information about your current level of remuneration, including benefit entitlements;

  • whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process;

  • information about your entitlement to work in the UK; and

The organisation collects this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including online tests.

The organisation will also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers. The organisation will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).

Why does the organisation process personal data?

The organisation needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you.

In some cases, the organisation needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant's eligibility to work in the UK before employment starts.

The organisation has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the organisation to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. The organisation may also need to process data from job applicants to respond to and defend against legal claims.

Where the organisation relies on legitimate interests as a reason for processing data, it has considered whether or not those interests are overridden by the rights and freedoms of employees or workers and has concluded that they are not.

The organisation processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.

If your application is unsuccessful, the organisation will keep your personal data on file in case there are future employment opportunities for which you may be suited. The organisation will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time.

Who has access to data?

Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.

The organisation will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. The organisation will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks where necessary.

We may transfer your personal information outside the EU for any of the purposes described in this notice.  If we do, you can expect a similar degree of protection in respect of your personal information. 

How does the organisation protect data?

The organisation takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

For how long does the organisation keep data?

If your application for employment is unsuccessful, the organisation will hold your data on file for 6 months after the end of the relevant recruitment process. If you agree to allow the organisation to keep your personal data on file, the organisation will hold your data on file for a further 12 months for consideration for future employment opportunities. At the end of that period or once you withdraw your consent, your data is deleted or destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.

Your rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;

  • require the organisation to change incorrect or incomplete data;

  • require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;

  • object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing; and

  • ask the organisation to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the organisation's legitimate grounds for processing data.

If you would like to exercise any of these rights, please contact Catherine Wright on [email protected] You can make a subject access request by filling in GeoPlace's subject access request form.

If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to the organisation during the recruitment process. However, if you do not provide the information, the organisation may not be able to process your application properly or at all.

You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information.

Automated decision-making

Recruitment processes are not based solely on automated decision-making.

If you would like to request information held about you under the General Data Protection Regulations (GDPR), please download this form.

Cookie policy

The GeoPlace website uses performance cookies, or, category 2 cookies. These cookies are text files that are placed on your computer to help the website analyse how visitors use a website. For instance, which pages visitors go to most often, or if they get error messages from web pages. These cookies don't collect information that identifies a visitor. All information that these cookies collect is aggregated and therefore anonymous. It is only used to improve how a website works.

The information is collected and processed through Google Analytics. Where required to do so by law, the information collected may be passed to third parties. It may also be passed to third parties who are asked to process the information on behalf of Google.

By using this website, you agree to the use of cookies in the manner and for the purposes set out above. However you may refuse the use of these cookies by selecting the appropriate settings on your browser, or by opting out through the Google Analytics site: tools.google.com/dlpage/gaoptout. However please note that if you do this you may not be able to use the full functionality of this website.

 

Feedback and complaints - how to resolve your issue

GeoPlace aims to provide a responsive and timely service to all our customers.

We will:

  • treat all complaints seriously and deal with them properly

  • resolve complaints promptly

  • learn from complaints and where at fault, take action to improve our service.

How to make a complaint

Step 1: Contact us

We would hope that most problems could be resolved by simply getting in touch with us either by email ([email protected]) or by telephone (020 7630 4600).

All calls are logged into our Business Management System and given a call number. We will try to resolve the problem on the spot if we can. If we cannot do this, for example; because information we need is not to hand, then we will take a detailed record of your concern and arrange the best way and time for contacting you. You will be given the call reference number so that we can both log and track the incident.

The response will normally be within five working days or we will make some other arrangement acceptable to you.

Step 2: Taking your complaint further

We hope you will only feel the need to make a formal complaint as a last resort.

However, if you feel that you would like to take the matter further, and submit a formal complaint you will need to complete the complaint form. You should aim to provide as much relevant information as possible so that we can deal with your complaint promptly.

What happens next?

You will receive an acknowledgement from us that your complaint has been received along with your reference number and the name of the assigned GeoPlace manager responsible for following through the complaint, or the contact details of the re-assignment if the complaint has been forwarded to another organisation. 

Responding to complaints

In acknowledging receipt of your complaint, we will give an indication of how long it will take to send you a detailed response. In most cases, we would aim to provide a full reply within five working days. If it proves impossible to send a detailed answer to your complaint within the time originally indicated we will contact you again explaining the reason why and to tell you when you will receive a full response.

The response will give a resume of GeoPlace's investigation into the issue; why it arose and what has been done to resolve it; whether there are procedural problems at GeoPlace and what steps have been taken to resolve them.

Dealing with complaints

The manager responsible for the area to which your complaint relates will handle an investigation into your complaint. If the complaint is not able to be resolved at this level, it will be escalated to Nick Chapallaz, Managing Director of GeoPlace or forwarded externally to the appropriate body involved.