Policies and Legal Notices

Data Privacy Cookies Modern Slavery
Data Privacy

Page last updated: October 2020

Ultra is committed to safeguarding the privacy of the Personal Data of our employees, customers, suppliers and partners. This global Data Privacy notice sets out how Ultra uses and protects any Personal Data that you provide. We want to make sure you understand how we share your Personal Data and the rights and choices available to you.

Ultra is committed to complying with all legislation relating to Personal Data and we will ensure that Personal Data is collected and used in accordance with the provisions of applicable data protection and privacy laws in the countries where we operate.

Personal Data (also known as Personally Identifiable Information) means any personal information relating to an identified or identifiable natural person. An identifiable person is one who can be directly or indirectly identified by reference to an identifier such as name, identification number, location data, online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person.

Your Personal Data will only be used in accordance with this global Data Privacy notice and for the legitimate purpose for which it has been collected in accordance with applicable data protection and privacy law.

Your use of our website and providing your Personal Data as described in this global Data Privacy notice indicates your agreement to the collection, storage and use of your Personal Data.

Collecting personal data
We collect Personal Data from you as a result of interactions including visiting our website, applying for a job with us, and everyday transactional business activity. The following list shows the type of information that we may record for business purposes:
  • Name, company and job title
  • Contact information including e-mail address
  • Demographic information
  • Your preferences and interests from a business perspective
  • Information relating to your market sector or business domain
  • Information associated with surveys, business opportunities or employment (please refer to the Recruitment section)

We may use your Personal Data to:

  • Communicate with you using commonplace technology (e-mail, telephone, tele-conferencing for example)
  • Engage in business transactions with you to process orders for Ultra products and services
  • Contact you about current and potential business and employment opportunities
  • Send newsletters, bulletins and circulars
  • Invite you to business events hosted by us or by other parties
  • Improve our products and services and for other market research and surveys
  • Send promotional materials or other information we think you will find interesting
  • Undertake any other business activity associated with our interactions with you

It is not our intention to collect Personal Data from children and we do not promote or market our services to children. If you are a parent or legal guardian and believe that your child has given us Personal Data, please contact our Group Data Protection Officer (please refer to the Further information section).

Sharing your personal data

We respect your privacy and will not share any Personal Data collected from you via whatever means except when required by law, including (without limitation) compliance with applicable data protection and privacy laws or judicial proceedings, court orders or any other legal processes, without fair and legitimate reason to do so. Any Personal Data you share with us will be treated with care and only used for the purposes set out in this global Data Privacy notice. Ultra will not sell any of your Personal Data.

Storing your personal data

We are committed to ensuring that your Personal Data is secure. In order to prevent unapproved access or disclosure we have put in place technical and organisational measures to safeguard and secure the Personal Data we collect.

Retaining your personal data

We generally retain your Personal Data for as long as needed to manage our relationship with you. We carry out periodic reviews of the Personal Data we hold to ensure it is up to date and accurate.

Your rights
Your rights in connection with providing Personal Data, and where permitted by applicable data protection and privacy law, are:
  • Access - You may request access to a copy of your Personal Data and further information about how we deal with your Personal Data.
  • Accuracy - You may request that we correct, delete or restrict the use of any inaccurate Personal Data we hold.
  • Erasure - You may request that we erase Personal Data we are holding where it is no longer being used for the purpose it was originally submitted for.
Subject to where you live, you may have other rights and choices in accordance with prevailing data protection and privacy law. Requests should be submitted to our Group Data Protection Officer (please refer to the Further information section).
Use of Cookies
It is our policy to use cookies for anonymous analysis (tracking the timing and dates of visits, pages viewed for example). To learn more about how we manage and use cookies and to control your cookie choices please review our Cookie notice.
Links to other websites

As a convenience to visitors, our website may contain links to other websites. Ultra is not responsible for the privacy practices or the content of such websites and it is recommended that users read the privacy policy statements posted via each website visited.

Further information

If you have any questions or concerns about this global Data Privacy notice or wish to exercise your rights our Group Data Protection Officer can be contacted via:

E-mail: dpo@ultra-electronics.com.

Post: Group Data Protection Officer, Ultra Electronics, 35 Portman Square, London, W1H 6LR, United Kingdom

You can also submit a request using our Contact us page.
You have the right at any time to raise concerns with your local data protection supervisory authority directly. We encourage you to contact us in the first instance as we aim to promptly, efficiently and satisfactorily resolve any questions or concerns you have in relation to your Personal Data.
Changes to this Data Privacy Notice

We reserve the right to review the information contained in this global Data Privacy notice, please refer to this page frequently to view any changes or updates.

Recruitment

As part of any recruitment process Ultra collects and uses Personal Data relating to job applicants. This global Data Privacy notice applies to all prospective applicants and candidates during the recruitment and selection process for a role within Ultra. The application may be for a permanent, temporary or fixed term contract of employment as well as applications from candidates applying for an Apprenticeship or Graduate placement or to provide services via a Limited Company supplier agreement or through an Employment Agency or Umbrella Company.

Cookies

Page last updated: April 2020

1. About cookies

1.1 What are cookies?

A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

1.2 Persistent and session cookies

Cookies may be either "persistent" cookies or "session" cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

2. Cookies that we use

2.1 Strictly necessary cookies

Strictly necessary cookies help make a website usable by enabling basic functions like page navigation and access to secure areas of the website. The website cannot function properly without these cookies.

CookiePurpose
ASP.NET_SessionIdPreserves the visitor's session state across page requests.

2.2 Analytical/Performance Cookies

Statistic cookies help website owners to understand how visitors interact with websites by collecting and reporting information anonymously.

CookiePurpose
_gaRegisters a unique ID that is used to generate statistical data on how the visitor uses the website.
_gat
Used by Google Analytics to throttle request rate.
_gid
Registers a unique ID that is used to generate statistical data on how the visitor uses the website.
3. Managing cookies

3.1 Most browsers allow you to refuse to accept cookies and to delete cookies.

The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:

  1. Chrome – https://support.google.com/chrome/answer/95647?hl=en
  2. Internet Explorer  https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies
  3. Edge – https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy
  4. Firefox – https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences
  5. Safari – https://support.apple.com/kb/PH21411
  6. Opera – http://www.opera.com/help/tutorials/security/cookies/

You can manage the cookies used on our website at anytime by visiting our cookie portal.

3.2 Negative impact of blocking cookies

If you block cookies, you will not be able to use all the features on our website.

4. Amendments

4.1 We may update this policy from time to time by publishing a new version on our website.

4.2 You should check this page occasionally to ensure you are happy with any changes to this policy.

4.3 We may notify you of changes to this policy by email or through a message on our website.

5. Our details

5.1 This website is owned and operated by Ultra Electronics Holdings PLC.

5.2 Our principal place of business is at 35 Portman Square, Marylebone, London W1H 6LR.

5.3 You can contact us:

  1. by post, using the postal address given above;
  2. using our website contact form;
  3. by telephone, on +44 (0) 208 813 4321; or
  4. by email, using information@ultra-electronics.com
6. Data protection officer

6.1 Our Group Data Protection Officer can be contacted via e-mail dpo@ultra-electronics.com. Individuals have the right at any time to raise concerns with a data protection supervisory authority directly. We encourage you to contact us in the first instance as we aim to promptly, efficiently and satisfactorily resolve any questions or concerns you have in relation to your personal data.

Modern Slavery

This statement is made pursuant to section 54(1) of the Modern Slavery Act 2015 and constitutes the Ultra’s slavery and human trafficking statement for the financial year ending 31 December 2019
Modern slavery is a crime and a violation of fundamental human rights. It takes various forms, such as slavery, servitude, forced and compulsory labour and human trafficking. These have in common the deprivation of a person's liberty by another in order to exploit them for personal or commercial gain. Ultra Electronics and its subsidiaries (“Ultra”) has a zero-tolerance approach to modern slavery.

Ultra is committed to acting ethically and with integrity in all its business dealings and relationships and to implementing and enforcing effective systems and controls to ensure modern slavery does not take place anywhere in its business or in any of its supply chains.

Our structure

Ultra Electronics Holdings plc is the group parent company. Its head office is in the UK and it also has other global offices and facilities, predominantly in the USA, Australia and Canada.

Our businesses

Ultra specialises in providing application-engineered bespoke solutions. We focus on our customers’ mission critical and intelligent systems in the defence, security, critical detection & control markets.
Ultra is organised into five strategic business units:

  1. Our Maritime division focusses on mission-centric equipment and systems primarily across the five-eyes nations (Australia, Canada, New Zealand, UK and USA).
  2. Intelligence & Communication provides mission-critical, multi-domain intelligence, communications, command & control, cyber security and electronic warfare solutions to defence customers.
  3. Precision Control Systems (PCS) designs and supplies market-leading safety and mission-critical solutions to the military and commercial aerospace markets.
  4. Forensic Technology is a world-leader in ballistic identification and forensic analysis solutions that help law enforcement agencies around the world to prevent and solve crime.
  5. Energy focusses on the supply of nuclear safety sensors and systems as well as selected industrial applications, predominantly in the UK, North America and China.
Our supply chains

Each of our business units operate autonomously and have responsibility for management of their own supply chain. Policy and guidance is provided centrally from Head office and via the Ultra Procurement Council.

Ultra is committed to ensuring there is transparency in its business and in its approach to tackling modern slavery throughout its supply chains. To this end, modern slavery is regularly discussed at the Procurement Council meetings.

The Procurement Council has determined that, in general, Ultra has a low dependency on goods and services from suppliers that present a high modern slavery risk. The goods and services procured by our businesses tend to be Commercial Off the Shelf (COTS) products, high-end technology or consultancy / professional services from within North America, the UK, Australia or other low risk territories.

The following steps have been introduced by the Procurement Council to prevent modern slavery occurring within Ultra’s supply chains in the future:

  1. Determining and maintaining acceptable procedures for supplier pre-qualification;
  2. Ongoing assessment of modern slavery risks based on high country risks and high sector risks;
  3. Developing common local modern slavery policies;
  4. Providing a forum for discussing and recording modern slavery occurrences (if any) and preventing future occurrences;
  5. Developing and introducing training for relevant employees in modern slavery

Ultra expects the same high standards from all of its contractors, suppliers and other business partners and this is communicated:

  • In its commercial contracts with external organisations,
  • When adding/pre-qualifying suppliers to its vendor base,
  • When conducting audits or visits at supplier sites.
Our policies on slavery and human trafficking

Business Managing Directors and Presidents are responsible for the implementation of local slavery and human trafficking policies within their respective businesses. Divisional MDs/Presidents are responsible for monitoring policy compliance by the businesses within their division.

Managing Directors and Presidents shall ensure that:

  • A written policy is maintained by their business which strictly prohibits: the use of modern slavery in their business or their supply chains; and their business does not support or engage suppliers where they are aware of modern slavery within the suppliers’ business or supply chains.
  • Their business has in place systems to: identify and assess potential risks of modern slavery in their business and their supply chains; mitigate the risk of modern slavery occurring in their business and supply chains; and monitor potential risk areas in their business and supply chains.
  • Terms and conditions of purchase forbidding the use of modern slavery practices are adopted by their business with the right to terminate a relationship with a supplier if issues of noncompliance are discovered and/or noncompliance is not addressed in a timely manner.

We have an independently managed confidential reporting line for employees and third parties to report any concerns in relation to modern slavery.

Training

Business leaders have responsibility for providing adequate and regular training to employees in their business to ensure a high level of understanding of the risks of modern slavery occurring in their business and supply chains.

During the year the Procurement Council have continued to provide advice, guidance and training to teams with direct responsibility for relevant supply chains. In addition, Our Procurement teams in each business have been made aware of the Home Office Modern Slavery Awareness and Victim Identification Guidance.

Measuring effectiveness

The effectiveness of Ultra’s Modern Slavery policy is measured in the following ways:

  1. Business compliance with its local modern slavery policy;
  2. Rolling refresh of business risk assessments to ensure any changes in the profile of supply chain risks are considered, assessed and appropriately managed.
  3. Review of:
    1. the terms and conditions businesses have with their suppliers;
    2. the due diligence processes adopted by businesses; and
    3. the modern slavery training that has taken place in each business.
  4. Recording and monitoring modern slavery incidents (if any) within Ultra’s supply chains and, where necessary, developing corrective measures.
    The Procurement Council provides oversight and challenge to this review process.
Next Steps

During FY20 we plan to:
  • Launch a new Code of Conduct (the “Code”) across the Ultra Group. The Code will re-inforce the message that businesses should ensure that suppliers and other partners operate with integrity and to high ethical standards, including those relating to forced or child labour.
  • Re-branding and re-launching our independent, anonymous and confidential reporting line for employees.
  • Continue to monitor our modern slavery supply chain risks and provide guidance where necessary.
  • Continue to screen new suppliers to ensure Modern Slavery compliance.
  • Review the feasibility of engaging with external parties to support the evaluation and compliance of our key supply chain partners.

The board of directors of Ultra Electronics Holdings plc. approved this statement at its board meeting dated 28 July 2020.

Simon Pryce
Chief Executive