Introduction

We are committed to protecting and respecting your privacy. This privacy notice explains how we collect, use, share, and protect your personal information. It also applies to clients, suppliers, contractors, staff members, potential applicants, previous applicants (Referred to as “Applicants”) where we act as a controller.

What Information We Collect

We collect various types of personal information depending on your relationship with us:

Clients and Suppliers

  • Biographical Information: First and last name.
  • Professional Information: Job title, position, and organisation details.
  • Billing Information: Bank account information and payment card number.
  • Contact Information: Email address, postal address, phone number, and fax number.
  • Identifiers and Device Information: IP address, operating system, and device IDs.

Applicants, Contractors, Staff Members

  • Biographical and Identification Information: First name, last name, date of birth, marital status, national identification/social security number, and copies of ID cards, driver’s licenses, and passports.
  • Contact and Location Information: Email address, phone number, postal address, IP address, and emergency contact information.
  • Professional and Educational Information: Job title, position, resume, employment history, certifications, and degrees.
  • Health Information: Information related to sick leave and healthcare benefits.
  • Financial Information: Wages, and bank account information, PAYE information.

Website Visitors and Client Hub

  • Data Fields: First name, last name, company name, email, phone number, IP address, and browser type.

How We Collect Your Information

We collect personal information directly from you for various reasons, including:

  • Using our services.
  • Using our client hub or online resources.
  • Making an enquiry about our services.
  • Being a business partner or supplier.
  • Applying for a job.
  • Being a staff member.
  • Visiting our website and consenting to our use of cookies.

We also receive personal information indirectly, from the following sources in the following scenarios:

  • Recruitment agencies
  • Business partners and relationships (when interest is shown in our services)

Why We Collect Your Information

We use the information you provide us in order to:

  • Maintain and support our products/services.
  • Manage client relationships and communication.
  • Perform contractual obligations.
  • Manage our website and improve services.
  • Provide information about our products and services.
  • Satisfy governmental reporting, tax, and other requirements.
  • Prepare for interviews with Applicants.
  • Manage our employment relationship with employees.
  • Review and confirm professional licenses, certifications, and qualifications.
  • Prevent fraud or criminal activities.
  • Conduct criminal background checks.
  • Determine performance requirements and manage performance records.
  • Deal with legal disputes and enforce legal rights.

How We Share Your Information

We may share personal information with trusted:

  • Affiliates and Service Providers: for different data processing (purposes) like for the delivery of our services, statistical analysis of usage, customer prospecting, human resources and recruitment management, email account management, invoicing and to provide customer support and communication, examples of such providers are CRM system providers, HR management systems, IT and business services providers, payment service providers, external auditors, legal advisors. We ensure we have with all the providers, acting as Data Processors, Data Processing Agreements (DPAs) in order to ensure all the obligation and responsibilities under the UK GDPR’s framework and data protection laws are adhered to. All such third parties are prohibited from using a user’s Personal Information except to provide these services to us, and they are required to maintain the strict confidentiality of user information.
  • Third-Party Organisations: In case of mergers, acquisitions, reorganisations, or sales, or if required by law or requested by a government or regulatory authority, or if investigating or defending any legal claim.

We do not sell personal data.

International Transfer

We may transfer personal data to recipients outside the United Kingdom (UK) or the European Economic Area (EEA). Where we do so, we ensure that appropriate safeguards are in place and that the transfer complies with applicable data protection laws.

Where personal data is transferred to a country not subject to an adequacy decision, we rely on approved safeguards such as the UK International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses.

Lawful Bases for Processing Your Data

We rely on the following lawful bases for processing your data:

  • Performance of a Contract: Necessary for the performance of a contract with you or to take steps before entering into such a contract, such as to provide our services or entering into a contract of employment.
  • Consent: the individual has given clear consent for us to process their personal data for a specific purpose. You may withdraw consent at any time by contacting us on the contact details provided below.
  • Legitimate Interests: whenever we use this lawful basis, we believe the processing we’re undertaking is something you would reasonably expect us to do. You have the right to object to this processing if you do not agree.
  • Legal or Regulatory Obligation: Necessary for compliance with a legal or regulatory obligation.

What we do with it.

We take information security seriously and use reasonable measures to protect your information from loss, misuse, unauthorised access, and disclosure. You accept and understand that there is always a level of vulnerability despite the security measures we employ and understand that we are not immune to security breaches, viruses and other such threats and risks. For more information on our security measures you can contact us using the contact information below.

Data Retention

We retain personal data for as long as you use our services or are employed with us and thereafter in accordance with our retention schedule which aligns with our contractual or regulatory requirements as well as industry best standards. If you submit your CV as an Applicant we will retain your CV for 1 year from when you submit your CV for any future roles. In addition, we will retain backups as necessary to comply with our legal obligations, for security, to resolve disputes and enforce our agreements.

Third Party Websites

When links to websites of other organisations are provided, this privacy notice does not extend to how those organisations handle personal information. We recommend reviewing the privacy notices on any external websites you visit.

Your Rights

Under data protection law, you have the following rights:

  • Right to Access: The personal data we hold about you.
  • Right to Rectification: Have your personal data corrected if inaccurate or incomplete.
  • Right to Erasure: Ask us to delete your personal data in certain circumstances.
  • Right to Restrict Processing: Prevent the processing of your personal data in certain circumstances.
  • Right to Object: Object to us using your personal data for particular purposes.
  • Right to Data Portability: Transfer your data to another organisation or to you.
  • Rights Related to Automated Decision-Making and Profiling: We do not use your personal data in this way.

For more information or to exercise your rights, please contact us.

Cookie Policy

We use cookies to enhance your experience on our website. Cookies are small text files that are placed on your device to help us provide a better user experience. This section explains the types of cookies we use and how you can manage them.

Types of Cookies We Use

  • Necessary Cookies: These cookies are essential for the operation of our website. They include:

  • Security Cookies: Ensure the security of our website and protect your data.

    • Functional Cookies: Enable core website functionality, such as remembering your preferences and settings.

  • User Experience Cookies: Help us understand how you interact with our website, allowing us to improve the user experience.

  • Analytics Cookies: help us understand how visitors use our website (for example, which pages are most visited, how users navigate the site and where issues may occur). This information is essential for improving site performance, usability and how we engage with potential customers through more relevant and timely content or outreach. These analytics and lead generation cookies are only activated with your consent, which you can manage or withdraw at any time through our cookie settings. You have the right to access, modify or request deletion of your data.

Managing Cookies

You can manage your cookie preferences through your browser settings. Most browsers allow you to:

  • See what cookies you have and delete them on an individual basis.
  • Block third-party cookies.
  • Block cookies from particular sites.
  • Block all cookies from being set.
  • Delete all cookies when you close your browser.

Please note that if you choose to disable cookies, some features of our website may not function properly.

How to Contact Us & Make a Complaint

If you have any concerns about our use of your personal information, or would like to make a complaint you can contact us on legal@charlessq.co.uk

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk