| Company Name: | Prince Personnel Limited |
| Contact details: | Maria Sandford, Data Protection Co-ordinator Tel: 01952 299 844 Email: maria.sandford@prince-personnel.co.uk |
| Document title: | Privacy Notice (Clients) |
| Topic: | Data protection |
| Date: | 15th November 2018 |
| Version: | 1 |
This notice explains what personal data (information) we hold about you, how we collect it, and how we use and may share information about you during the time we provide our services to you and after we cease to provide such services. We are required to notify you of this information under data protection legislation. Please ensure that you read this notice and any other similar notice we may provide to you from time to time when we collect or process personal information about you.
1. Collection and use of personal data
The table set out in the Schedule summarises the information we collect and hold, how and why we do so, how we use it and with whom it may be shared.
We may also need to share some of the categories of personal information set out in the schedule with other parties, such as external service providers, professional advisers, HM Revenue and Customs, regulators and other authorities who require reporting of processing activities in certain circumstances, or potential purchasers of some or all of our business. Whenever reasonably practicable, information will be anonymised. In any event, we require all third parties to respect the security of your personal data and to treat it in accordance with the law.
We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.
2. Data Retention
The Company will retain your personal data only for as long as is necessary, as indicated in the Schedule.
3. Your Rights
Please be aware that you have the following data protection rights:
- The right to be informed about the personal data we processes on you;
- The right of access to the personal data we processes on you;
- The right to rectification of your personal data;
- The right to erasure of your personal data in certain circumstances;
- The right to restrict processing of your personal data;
- The right to data portability in certain circumstances;
- The right to object to the processing of your personal data that was based on a public or legitimate interest;
- The right not to be subjected to automated decision making and profiling; and
- The right to withdraw consent at any time.
If you wish to exercise any of the above rights, please contact our Data Protection Co-ordinator.
4. International transfers of information
We do not ordinarily transfer your personal data outside the European Economic Area (EEA).
However, if we do need to transfer your personal data out of the EEA, we will ensure that any such transfer is made securely and that there is adequate protection in place in order to protect your personal data, as required by the Data Protection Act 2018 and the provisions of Regulation (EU) 2016/679, including requiring the transferee to enter into model contractual clauses or (if US based) being a member of the Privacy Shield.
If we ever transfer your personal data outside the EEA you can ask us for a copy of relevant safeguards.
5. Your duty to inform us of changes
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes.
6. Complaints or queries
If you have any queries or concerns about this privacy notice or any of the procedures set out in it please contact our Data Protection Co-ordinator.
You also have the right to raise concerns with Information Commissioner’s Office on 0303 123 1113 or at https://ico.org.uk/concerns/ if you believe that your data protection rights have not been adhered to.
Schedule
| The information we collect | How we collect the information | Why we collect the information | How we use and may share the information | Retention period |
|---|---|---|---|---|
| Identity data including name, title, job title, date of birth and gender | From you, candidates for positions and publicly available sources | To enter into/perform our contract with you Legitimate interest: to ensure that you are properly identified as a client and that we are able to perform our obligations under our contract with you on an on-going basis and obtain references in respect of workers, and marketing our services Where we need to comply with a legal or regulatory obligation | To enter into/perform our contract with you To obtain references in respect of workers To promote our business | *40 years |
| Contact data, including addresses, email addresses and telephone numbers | From you, candidates for positions and publicly available sources | To enter into/perform our contract with you Legitimate interest: to ensure that you are properly identified as a client and that we are able to perform our obligations under our contract with you on an on-going basis and obtain references in respect of workers, and marketing our services | To enter into/perform our contract with you To obtain references in respect of workers To promote our business | *40 years |
| Financial data including bank account details, billing information, payment card details, and credit history and other information to enable us to undertake credit or other financial checks on you | From you From selected third parties including credit reference agencies | To enter into/perform our contract with you Legitimate interest: to establish your ability to make payments to us under our contract with you, to obtain such payments and to make rebate payments to you | To enter into/perform our contract with you To establish your ability to make payments to us, to obtain such payments and to make rebate payments to you | 7 years from the end of our contract with you |
| Contract and transaction data including details about payments to and from you and other details of services you have purchased from us | From you Automatically from our information technology systems and our client relationship management software From providers of payment services | To enter into/perform our contract with you Legitimate interest: to keep our records up to date Legitimate interest: to monitor how clients use our and services for the purposes of business management and planning and to identify whether any other services may be of interest to you | To enter into/perform our contract with you To keep our records up to date For business management and planning To identify future client demand | 7 years from the end of our contract with you |
| Information involving feedback, questions and complaints received by us from you in relation to our services and your responses to surveys and promotions | From you | To enter into/perform our contract with you Legitimate interest: to maintain accurate records and to comply with legal, regulatory and corporate governance obligations and good practice | To perform our contract with you To maintain accurate records and to comply with legal, regulatory and corporate governance obligations and good practice | 7 years from the end of our contract with you |
| Marketing and communications data, including your preferences in receiving marketing from us and our third parties and your communication preferences | From you | Legitimate interest: to keep our records up to date and to understand how you wish for us to communicate with you | To enter into/perform our contract with you To keep our records up to date and to understand how you wish for us to communicate with you | *40 years |
* Please note that it is our usual practice to retain certain personal data long term in order that we might contact you to obtain up to date information regarding your recruitment needs from time to time. Any such personal data is stated to be subject to a 40 year retention period. However, consistent with your rights under point 3 of the Privacy Notice, you can object to such data processing. In this event, we will not retain any personal marketing-related data beyond the next working day after you communicate your objection save that, where applicable, in accordance with our legitimate interests, we will retain any personal identity and contact data until the date 7 years from the last date that we provided recruitment services for you.