Our environmental policy
Represent is committed to limiting the effects of climate change. As such we look to educate and train all of our employees and clients to make every effort in reducing any negative impact on the environment they may make as a result of Represent activities. We also encourage the people we support, stakeholders, contractors and suppliers to consider the environment in their work, activities and choices.
Our green values
What makes us different? Our core values are the ingredients of our successes and at the heart of everything we do:
- Our Customer – engaged in our commitment to working towards a sustainable future
- Our Team – committed, knowledgeable and passionate about the environment
Green Action Plan
In order to remain focused and continually strive for improvement, Represent has established a Green Action Plan (GAP). This has been designed to set up the guidelines and steps to follow in order to improve Represent’s sustainability and resource efficiency.
The GAP sets out specific targets and timelines for their completion, as well as a senior staff member responsible for monitoring completion. The GAP will be monitored every month at the monthly Green Team meetings in order to assess the implementation of the described measure. The GAP will be reviewed every six months to ensure it is updated where appropriate.
We have made significant efforts to reduce our carbon footprint and the amount of waste that we send to landfill. Environmental objectives form an integral part of our Business Plan and we aim to become a sustainable business through our work in the following areas:
- Waste Management
- Energy Management
- Green Team
We acknowledge and endorse all current waste regulations and try to exceed them as an example of best practice in the industry when possible.
- Paper, cardboard, cans, plastics, ink cartridges and batteries are among the items we recycle.
Our energy consumption is continually monitored to improve our energy efficiency and we have taken the following steps:
- Centrally controlled air conditioning in all areas.
- Heating and lighting is isolated or switched off in areas that are not being used
We ensure that our suppliers are aware of our environmental goals and have their own environmental policies in place. We monitor their performance to ensure the goods and services they provide meet our environmental objectives.
Our visitors can help us sustain the environment by:
- Passing on any waste to staff for recycling;
- Use public transport links to reach us;
- Using only the water you need in our bathrooms.
Represent’s green team is made up from representatives in the business. The green team meet once a month and are responsible for ensuring Represent achieves its environmental goals.
The green team monitor and review Represent’s sustainable environment aims and achievements as compiled in the Green Action Plan. Projects and issues are then assigned to our Green Champion to investigate, achieve and monitor. To ensure we are always achieving our targets, monthly checks are completed by our department heads and these are then reviewed at the green meetings where progress is monitored and achievements rewarded.
We demonstrate a strong commitment to sustainable best practice believing it is essential to reduce the impact on the environment. Represent is committed to reducing its negative effect on the planet with significant efforts being made to reduce carbon footprint and the amount of waste that it sends to landfill. Environmental objectives form an integral part of the Company’s Business Plan, as does its Environmental Policy.
We intend to inform our suppliers and contractors of our environmental policies and will monitor their performance to ensure that the goods and services they provide meet our environmental objectives.
Our clients are made aware of our initiatives and we encourage them to help us achieve our environmental goals and objectives.
Our employees will be provided with the information, instruction and training necessary to fulfil the requirements of our policy.
Our policy is monitored and reviewed to ensure its effectiveness and will be revised where necessary.
At Represent, quality is our number one priority. That said, we are conscious that our purchases can have an impact that is felt thousands of miles away, economically, socially, and environmentally. As such, we are committed to sourcing produce that is local and sustainably sourced.
As a purchaser we will take into account what impact it will have on the local and wider environment.
- Represent will aim to buy environmentally and socially responsible products.
- The welfare of animals and the environment are important to us. We aim to make a difference by buying products that show this commitment.
- We aim to reduce waste and other negative impacts on the environment.
- Where possible we use Fair Trade produce.
Represent is proud to support Scottish businesses and the local economy.
Represent recognises the potential economic, social and environmental impact our purchases can have around the world. As such we are committed to buying fair-trade wherever possible. These fair-trade purchases contribute to supporting the development of thriving farming and worker communities, empowering the local communities. We are constantly looking at ways in which we can improve our ethical contribution and have recently made the decision that all of our tea, coffee and sugar will be sourced as fair-trade.
How we get our products is just as important as where we get them from. Represent strives to use products that are sustainably produced.
As an example of our commitment to accessibility, Represent’s Office take the level of accessibility we provide very seriously and pride ourselves on the measures we take. We constantly review accessibility provision and are committed to investment in updated services and facilities..
The approach to the front entrance is at level access.
A seating area is provided in the main reception area and the floor is level throughout.
The reception and main entrance has a hard, slip resistant floor and is well lit.
We have accessible toilets in the reception area.
All doors, entrances and corridors are wide enough for wheelchairs, walking frames and pushchairs.
The main venue space has flexible seating.
Emergency Evacuation Procedures
All exits have level thresholds.
Emergency procedures are in place and assistance will be given in case of an emergency.
At Represent, we recognise that we have environmental responsibility and are committed to working towards a sustainable future, aiming to become one of the environmentally friendly venues in Scotland.
Our policy is to recycle as much waste as the local facilities allow. Our staff also separate bottles, cans and papers collected. We take the obvious steps like using energy saving lightbulbs and we are always looking for new ways to reduce our environmental impact.
Be a responsible visitor
Leave the Car: Give the car a rest. Try walking, cycling or using public transport. If you must make that trip in the car try car sharing.
Reduce, Reuse, Recycle: Pass any waste or packaging onto our staff, who will pass it on for recycling.
Be Water Wise: Please use water wisely. Turn off the tap after using the bathrooms and use our energy-saving hand dryers to dry your hands.
Respect Nature: Please respect our area of natural beauty, using designated footpaths and placing any cigarette ends in the bins provided.
If you are attending a conference only print materials that are required and consider sharing a taxi when travelling to/from local train stations or airports. Event staff will make sure all waste paper is recycled.
Represent believes in making the information and functionality on our web site equally available to all visitors.
We have therefore made this site as usable and accessible as possible so you can easily find the information you are looking for. When using this site, you will find features that make it as accessible as possible to users with impairments and to their adaptive technology.
If you would prefer the font size to be larger or smaller, you can easily adjust it using your browser.
Text Size instructions
- PC / Internet Explorer 6 From the top menu bar, select View and point to Text size
- PC / Internet Explorer 7 From the menu bar underneath the search field, select Page and point to Text size
- PC / other browsers Increase text size: Hold down the CTRL key and press + Decrease text size: Hold down the CTRL key and press –
- Mac / all browsers Increase text size: Hold down the Command key and press + Decrease text size: Hold down the Command key and press –
This site has been designed with style sheets to allow maximum flexibility. Header tags and tables summaries have been effectively added to this site.
Form controls are properly grouped and labelled.
This website has been optimised for use on mobile phones and tablets. For more information about website accessibility please visit the W3C Web Content Accessibility Guidelines.
If you experience any problems using this site, or have some feedback or suggestions on how to improve accessibility, please contact us.
Customer care charter
In providing customer care at Represent, we value:
- Exceeding our clients’ needs and expectations with outstanding service
- A professional and proactive approach
- Designing creative communications solutions across traditional PR & digital engagement
- Unrivalled attention to detail and creativity in everything we do
- Devotion to continuous improvement and embracing feedback from our clients
As a client you can expect:
- An exemplary service from beginning to end
- A helpful, hardworking, knowledgeable and well trained team to support and share our knowledge and expertise
- A commitment to quality and CRS
- A brand that you can trust and which will consistently deliver on what it promises
- Ownership and accountability for resolving any problems that you might have
- Prompt and courteous communication
Help us to help you by:
- Treating our team members as you would expect to be treated yourself
- Giving us accurate information so that we understand your needs clearly
- Providing us with open and honest feedback
- Observing our Social Responsibility Charter and respecting the environment
- Loving us as much as we love you
Corporate social responsibility
Socially, we are constantly working towards being regarded as a company that is transparent and ethical in all its dealings as well as making a positive contribution to the community in which we operate. Our team is always up for getting involved and going the extra mile, a brilliant example being our involvement in Sleep in the Park which which aims to irradiate homelessness in Scotland. We will raise £3000 and five team members will sleep outdoors in December!
We firmly believe in adopting a recruitment process that’s inclusive for all candidates, particularly graduates and students, and are committed both to staff development and to creating opportunities for students and graduates to work and progress within the company.
Each year we work with Queen Margaret University and employee a graduate trainee for a period of three months to give them an understanding of agency life. This is a paid position.
Data Protection policy
Represent’s Data Protection Policy
The security and privacy of your data is taken seriously by us, but we need to gather and use information or ‘data’ about you as part of our business and to manage our relationship with you. We are committed to complying with all our Data Protection legal obligations
This policy applies to current and former employees, workers, volunteers, interns, apprentices and consultants. If you fall into one of these categories, then you are a ‘data subject’ for the purposes of this policy. You should read this policy alongside your contract of employment (or contract for services) and any other notice we issue to you from time to time in relation to your data.
Represent has separate policies and privacy notices in place in respect of job applicants, customers, suppliers and other categories of data subject. A copy of these can be obtained from Shirley Murray.
Represent has taken steps to protect the security of your data in accordance with our Data Protection Policy and will train staff about their data protection responsibilities as part of the induction process. We will only hold data for as long as necessary for the purposes for which we collected it.
The Company is a ‘data controller’ for the purposes of your personal data. This means that we determine the purpose and means of the processing of your personal data.
This policy explains how the Company will hold and process your information. It explains your rights as a data subject. It also explains your obligations when obtaining, handling, processing or storing personal data in the course of working for, or on behalf of, the Company.
This policy does not form part of your contract of employment (or contract for services if relevant) and can be amended by the Company at any time.
Data Protection Principles
Personal data must be processed in accordance with six ‘Data Protection Principles.’ It must:
- be processed fairly, lawfully and transparently;
- be collected and processed only for specified, explicit and legitimate purposes;
- be adequate, relevant and limited to what is necessary for the purposes for which it is processed;
- be accurate and kept up to date. Any inaccurate data must be deleted or rectified without delay;
- not be kept for longer than is necessary for the purposes for which it is processed; and
- be processed securely.
We are accountable for these principles and must be able to show that we are compliant.
How we define personal data
‘Personal data’ means information which relates to a living person who can be identified from that data (a ‘data subject’) on its own, or when taken together with other information which is likely to come into our possession. It includes any expression of opinion about the person and an indication of the intentions of us or others, in respect of that person. It does not include anonymised data.
This policy applies to all personal data whether it is stored electronically, on paper or on other materials.
This personal data might be provided to us by you, or someone else (such as a former employer, your doctor, or a credit reference agency), or it could be created by us. It could be provided or created during the recruitment process or during the course of the contract of employment (or services) or after its termination. It could be created by your manager or other colleagues.
The types of personal data we collect and use about you is included in the Privacy Notice that is issued with your contract of employment.
How we define special categories of personal data
‘Special categories of personal data’ are types of personal data consisting of information as to:
- your racial or ethnic origin;
- your political opinions;
- your religious or philosophical beliefs;
- your trade union membership;
- your genetic or biometric data;
- your health;
- your sex life and sexual orientation; and
- any criminal convictions and offences.
We may hold and use any of these special categories of your personal data, as detailed in the Privacy Notice, in accordance with the law.
How we define processing
‘Processing’ means any operation which is performed on personal data such as:
- collection, recording, organisation, structuring or storage;
- adaption or alteration;
- retrieval, consultation or use;
- disclosure by transmission, dissemination or otherwise making available;
- alignment or combination; and
- restriction, destruction or erasure.
This includes processing personal data which forms part of a filing system and any automated processing.
How will we process your personal data
The Company will process your personal data (including special categories of personal data). We will use your personal data for:
- performing the contract of employment (or services) between us;
- complying with any legal obligation; or
- if it is necessary for our legitimate interests (or for the legitimate interests of someone else). However, we can only do this if your interests and rights do not override ours (or theirs). You have the right to challenge our legitimate interests and request that we stop this processing.
We can process your personal data for these purposes without your knowledge or consent. We will not use your personal data for an unrelated purpose without telling you about it and the legal basis that we intend to rely on for processing it.
Examples of when we might process your personal data can be found in the Privacy Notice. We will only process special categories of your personal data in certain situations in accordance with the law. For example, we can do so if we have your explicit consent. If we asked for your consent to process a special category of personal data then we would explain the reasons for our request. You do not need to consent and can withdraw consent later if you choose by contacting Shirley Murray.
We do not need your consent to process special categories of your personal data when we are processing it for the following purposes, which we may do:
- where it is necessary for carrying out rights and obligations under employment law;
- where it is necessary to protect your vital interests or those of another person where you/they are physically or legally incapable of giving consent;
- where you have made the data public;
- where processing is necessary for the establishment, exercise or defence of legal claims; and
- where processing is necessary for the purposes of occupational medicine or for the assessment of your working capacity.
We might process special categories of your personal data for the purposes stated in the Privacy Notice, in particular, we may use information in relation to:
- your race, ethnic origin, religion, sexual orientation or gender to monitor equal opportunities;
- your sickness absence, health and medical conditions to monitor your absence, assess your fitness for work, to pay you benefits, to comply with our legal obligations under employment law including to make reasonable adjustments and to look after your health and safety; and
- your trade union membership to pay any subscriptions and to comply with our legal obligations in respect of trade union members.
We do not take automated decisions about you using your personal data or use profiling in relation to you.
Sharing your personal data
Sometimes we might share your personal data with group companies or our business partners, contractors and agents to carry out our obligations under our contract with you or for our legitimate interests.
We require those companies to keep your personal data confidential and secure and to protect it in accordance with the law and our policies. They are only permitted to process your data for the lawful purpose for which it has been shared and in accordance with our instructions.
We do not send your personal data outside the European Economic Area. If this changes you will be notified of this and the protections which are in place to protect the security of your data will be explained.
How should you process personal data for the Company
Everyone who works for, or on behalf of, the Company has some responsibility for ensuring data is collected, stored and handled appropriately, in line with this policy and the Company’s IT Security and Data Retention policies.
Judith O’Leary contactable at: email@example.com is responsible for reviewing this policy on the Company’s data protection responsibilities and any risks in relation to the processing of data. You should direct any questions in relation to this policy or data protection to this person and address any written requests to them.
You should only access personal data covered by this policy if you need it for the work you do for, or on behalf of the Company and only if you are authorised to do so. You should only use the data for the specified lawful purpose for which it was obtained.
- You should not share personal data informally.
- You should keep personal data secure and not share it with unauthorised people.
- You should regularly review and update personal data which you have to deal with for work. This includes telling us if your own contact details change.
- You should not make unnecessary copies of personal data and should keep and dispose of any copies securely.
- You should use strong passwords.
- You should lock your computer screens when not at your desk.
- Consider anonymising data or using separate keys/codes so that the data subject cannot be identified.
- Do not save personal data to your own personal computers or other devices.
- Personal data should never be transferred outside the European Economic Area except in compliance with the law and authorisation of Shirley Murray.
- You should lock drawers and filing cabinets. Do not leave paper with personal data lying about.
- You should not take personal data away from Company’s premises without authorisation from your line manager or of Shirley Murray.
- Personal data should be shredded and disposed of securely when you have finished with it.
- You should ask for help from Shirley Murray if you are unsure about data protection or if you notice any areas of data protection or security we can improve upon.
- Any deliberate or negligent breach of this policy by you may result in disciplinary action being taken against you in accordance with our disciplinary procedure.
- It is a criminal offence to conceal or destroy personal data which is part of a subject access request (see below). This conduct would also amount to gross misconduct under our disciplinary procedure, which could result in your dismissal.
How to deal with data breaches
We have robust measures in place to minimise and prevent data breaches from taking place. Should a breach of personal data occur (whether in respect of you or someone else) then we must take notes and keep evidence of that breach. If the breach is likely to result in a risk to the rights and freedoms of individuals, then we must also notify the Information Commissioner’s Office within 72 hours.
If you are aware of a data breach you must contact Shirley Murray immediately and keep any evidence you have in relation to the breach.
Subject Access request
Data subjects can make a ‘subject access request’ (‘SAR’) to find out the information we hold about them. This request must be made in writing. If you receive such a request, you should forward it immediately Shirley Murray who will coordinate a response.
If you would like to make a SAR in relation to your own personal data, you should make this in writing to Shirley Murray. We must respond within one month unless the request is complex or numerous in which case the period in which we must respond can be extended by a further two months.
There is no fee for making a SAR. However, if your request is manifestly unfounded or excessive we may charge a reasonable administrative fee or refuse to respond to your request.
Your data subject rights
- You have the right to information about what personal data we process, how and on what basis as set out in this policy.
- You have the right to access your own personal data by way of a subject access request (see above).
- You can correct any inaccuracies in your personal data. To do you should contact of Shirley Murray.
- You have the right to request that we erase your personal data where we were not entitled under the law to process it or it is no longer necessary to process it for the purpose it was collected. To do so you should contact Shirley Murray.
- While you are requesting that your personal data is corrected or erased or are contesting the lawfulness of our processing, you can apply for its use to be restricted while the application is made. To do so you should contact Shirley Murray.
- You have the right to object to data processing where we are relying on a legitimate interest to do so and you think that your rights and interests outweigh our own and you wish us to stop.
- You have the right to object if we process your personal data for the purposes of direct marketing.
- You have the right to receive a copy of your personal data and to transfer your personal data to another data controller. We will not charge for this and will in most cases aim to do this within one month.
- With some exceptions, you have the right not to be subjected to automated decision-making.
- You have the right to be notified of a data security breach concerning your personal data.
- In most situations we will not rely on your consent as a lawful ground to process your data. If we do however request your consent to the processing of your personal data for a specific purpose, you have the right not to consent or to withdraw your consent later. To withdraw your consent, you should contact Shirley Murray.
- You have the right to complain to the Information Commissioner. You can do this be contacting the Information Commissioner’s Office directly. Full contact details including a helpline number can be found on the Information Commissioner’s Office website (ico.org.uk). This website has further information on your rights and our obligations.
At Represent, we are committed to maintaining your trust and confidence. In particular, we want you to know that you can trade with us safely, knowing we will treat your data with respect and be open and transparent with how we use it.
How we use your data
Depending on how you use our services and our website, we may request data from you for a variety of reasons:
Should you create a user account on our website, we may request information such as your name and email address to identify you to us. This is to allow you to use the services available to you on the website, such as the ability to comment on articles.
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help with spam detection.
Communication with you
When you contact us using email, a contact form on our website, via social media, or by any other method, we will use this information to reply to your message and to respond to your request.
If you sign up to receive emails from us, we will securely collect and store the personal information you provide e.g. your name, email address and phone number. We will only use it to communicate with you about things you explicitly opted in to hearing about and to ask for additional information if and when required.
We use a third-party provider, Mailchimp, to deliver our emails. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our email communication. For more information, please see MailChimp’s privacy notice.
We do not sell, rent, or trade email lists.
Other third parties
Technical Uses of your Information
Our site collects data about visits to the site in order to optimise our site, as well as to promote security by checking for unusual activity, hacking attempts, and other potential threats. The data that is collected also facilitates internal operations such as troubleshooting, data analytics, and research and testing. Data about visits to the site are generally anonymous or pseudonymous. If you are logged into the website and have provided us with personal information, it may be possible for us to track your activity on the site.
Information collected for technical purposes may include which pages you have visited (including the date and time), which services and pages you viewed or searched for, page response times, download errors, files downloaded, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from a page, and other metrics related to your visit to our site.
When someone visits www.representcomms.co.uk we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns.
We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which 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.
Information that may be passed to third parties outside our control:
On many of the pages on our site you will see “social feeds” for services such as Twitter, Pinterest, Facebook, and/or other social media services. These services enable you to share, comment, or bookmark pages on our site.
Some pages may also include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in exactly the same way as if the visitor has visited the other website directly.
You should be aware that all of these sites and services are likely to be collecting information about what you are doing all around the Internet, including on our site. We recommend that you check the respective policies of each of these sites to see how exactly they use your personal information and to find out how to opt out, or delete, such personal information if you should wish to do so at any time.
You have the right to determine how your data is collected and used by us. In particular:
- Your personal information can only be held on valid bases, such as your consent, and our contractual obligation to provide services to you.
- You have the right to know whether or not we are processing your personal information.
- You can request that your personal information be sent to you in electronic format.
- You have the right to restrict the purposes for which we may use your personal information.
- You have the right to request that incorrect information about you be rectified.
- You have the right to request that your personal information be erased, also known as the “right to be forgotten,” subject only to imperatives of public policy specified in the GDPR (Art. 17.3), or to our own specific needs concerning legal obligations or claims.
You can exercise your rights at any time by contacting us. If you consented to us collecting and/or processing your personal information but change your mind, you can get in touch with us to request that we erase the personal information that we hold about you.
If you have any questions or concerns regarding any aspect of this policy, wish to find out what data we hold about you, or would like us to remove your personal data, please contact us using one of the methods outlined on our contact page, or by emailing Shirley Murray on firstname.lastname@example.org or phoning +44 (0)131 526 3190..
Changes to this Privacy Notice
We keep our privacy notice under regular review. This privacy notice was last updated on 22 May 2018.
Paper copies of the privacy statement may also be obtained from Shirley Murray without charge.
If you wish to complain about any matter referred to in this statement, please address your complaint in the first place to Shirley Murray at the email address, telephone number or postal address as above.
Terms & Conditions
The term “Represent Ltd” or ‘us’ or ‘we’ refers to the owner of the website whose registered office is 57 Calton Road, Edinburgh, EH18 8FJ. Our company registration number is 268592, Registered in Scotland. The term ‘you’ refers to the user or viewer of our website.
- The content of the pages of this website is for your general information and use only. It is subject to change without notice.
- Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose. You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.
- Your use of any information or materials on this website is entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through this website meet your specific requirements.
- This website contains material which is owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these terms and conditions.
- All trademarks reproduced in this website, which are not the property of, or licensed to the operator, are acknowledged on the website.
- Unauthorised use of this website may give rise to a claim for damages and/or be a criminal offence.
- From time to time, this website may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of the linked website(s).
- Your use of this website and any dispute arising out of such use of the website is subject to the laws of England, Northern Ireland, Scotland and Wales.
What is a cookie?
Cookies are text files containing small amounts of information which are downloaded to your personal computer, mobile or other device when you visit a website. Cookies are then sent back to the originating website on each subsequent visit, or to another website that recognises that cookie. Cookies are useful because they allow a website to recognise a user’s device.
How long are cookies stored for?
Persistent cookies – these cookies remain on a user’s device for the period of time specified in the cookie. They are activated each time that the user visits the website that created that particular cookie.
Session cookies – these cookies allow website operators to link the actions of a user during a browser session. A browser session starts when a user opens the browser window and finishes when they close the browser window. Session cookies are created temporarily. Once you close the browser, all session cookies are deleted.
Cookies do lots of different jobs, like letting you navigate between pages efficiently, remembering your preferences, and generally improve the user experience.
As a rule, cookies will make your browsing experience better. However, you may prefer to disable cookies on this site and on others. The most effective way to do this is to disable cookies in your browser. We suggest consulting the Help section of your browser or taking a look at the About Cookies website which offers guidance for all modern browsers.