Privacy Notice

The Company is aware of its obligations under the General Data Protection Regulation (GDPR) and is committed to processing your data securely and transparently. This privacy notice sets out, in line with GDPR, the types of data that we hold on you clients, prospective clients, job applicants, current and former associates, event or training attendees and newsletter subscribers. It also sets out how we use that information, how long we keep it for and other relevant information about your data.

Our registered address is: 60 Fernhill Road, Cowley Oxford OX4 2JP

Data controller details

The Company is a data controller, meaning that it determines the processes to be used when using your personal data. Our contact is Margaret Keane who can be contacted at info@outsourcing-hr.co.uk.

Data protection principles

In relation to your personal data, we will:

  • Process it fairly, lawfully and in a clear, transparent way.
  • Collect your data only for reasons that we find proper for the course of your employment in ways that have been explained to you.
  • Only use it in the way that we have told you about.
  • Ensure it is correct and up to date.
  • Keep your data for only as long as we need it.
  • Process it in a way that ensures it will not be used for anything that you are not aware of or have not consented to (as appropriate), lost or destroyed.

Types of data we process

We hold different types of data about you, including:

  • Your name, title, company address, email and phone numbers and messages that you send to us through our website.

This will happen if you register for certain areas of our website including: make an enquiry for further information, sign up for our newsletter or sign up for our downloads.

Further data will depend on our connection with you, which is outlined under the following headings: client, prospective client, associate and training and event attendees.

How we collect your data

We collect data about you in a variety of ways but mainly through you contacting us as above via our website, telephoning us to make an enquiry or networking events. This data collected is as identified above. Further details will be collected directly from you when you become a client, for example full details of your company and relevant employees’ names and email addresses who may become our contacts in your business. Other data if you are an associate.

Personal data is kept securely within locked files or within the Company’s IT systems.

Why we process your data

We process your data for the following reasons:

  • Because you are a client.
  • Because you are a prospective client.
  • Because you are a current or former associate.
  • Because you have attended an event or training session.
  • Because we send you e-newsletters or you follow us on social media.

We believe that all these purposes are justified on the basis of our legitimate interests in running and promoting the business, our contractual requirements to deliver the agreed services to you, and our legal obligations, the exception is for sending email marketing which we carry out on the basis of consent.

Our website does not collect or compile personally identifying information for dissemination or sale to outside parties for consumer marketing purposes, or host mailings on behalf of third parties.

Clients

As a client, we will hold the following information about you:

  • Name and contact information.
  • Demographic information such as postcode.
  • Information and documents relating to the service we are providing, including communications with you.
  • Billing and payment information.

We use your personal data to meet our contractual requirements to support us in providing a data protection service to you. We also use your personal data as required by law, such as for tax purposes. We also use your information to invoice you, and to keep track of payments that you make

We currently use third party on-line tools:

Prospective Clients

As a prospective client, we will hold the following information about you:

  • Your name and contact information.
  • Information about your business activities.
  • Information and documents relating to the service we are providing, including communications with you.

If you make an enquiry to us via email, phone or the contact us page on our website, we will use this information to follow-up on this enquiry to see if we can help you.

We currently use third-party online tools:

  • Microsoft Outlook.

We will retain information about you for the duration of the enquiry, then for two years.

Associates

As a subcontractor, we will hold the following information about you:

  • Your name and contact information.
  • Proof of your qualifications as applicable.
  • CV.
  • Photo.
  • Bank details.

All of the information you provide during the recruitment process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes. The information you provide will be held securely by us whether the information is in electronic or physical format.

We will use the contact details you provide to us to contact you to progress your application.

We will use the other information you provide to assess your suitability for the role you have applied for.

We will retain information about you:

  • If you are successful, the information you provide during the application process will be retained by us as part of your file for the duration of your association with us plus six years following the end of your associate work for us.
  • If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 12 months only.

Training or Event Attendees

If you attend training or an event, we ask you to provide us with your name, email address, contact telephone number and payment details. We process your details purely for the purpose of administering the workshop.

We will retain information about your booking for 12 months, at which point we will delete your details.

Special categories of data and criminal conviction data

We do not collect special categories of data or criminal conviction data from you. We may see this in relation to your employees from time to time in relation to providing our services to you, such as their health record or convictions on their application form.

Special categories of data must be processed with more stringent guidelines. We can only process this on your behalf if the data subject has given you their explicit consent to its processing.

Protecting your data and sharing your data

We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such.

Where we share your data with third parties, we provide written instructions to them to ensure that your data are held securely and in line with GDPR requirements. Third parties must implement appropriate technical and organisational measures to ensure the security of your data.

We do not share your data with bodies outside of the European Economic Area.

How long we keep your data for

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Details of retention periods for different aspects of your personal data are: 12 months.

Access to information

If you would like to update any personal data you have submitted through this site, please email us at info@outsourcing-hr.co.uk.

When personally identifiable information is retained, we do not assume responsibility for verifying the ongoing accuracy of the content of personal information. When practically possible, if we are informed that any personal data collected through this website is no longer accurate, we will make appropriate corrections based on the updated information provided by the authenticated visitor.

If you would like details of the information which you have submitted to us through this site, you have a right of access to such information and you may contact us via the following email address info@outsourcing-hr.co.uk.

Links to Other Websites

Our website may contain links to other websites of interest. Please note that after leaving our website we have no control over other websites. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Outsourcing HR is not responsible for the content of any external internet sites accessed by hypertext link from this website. These links are provided for information only and we accept no liability for any loss or damage that may result from accessing or using them.

Cookies

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. Unless you have set your browser to block cookies, for a list of the cookies this site will place on your computer, please email us at info@outsourcing-hr.co.uk.

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org or www.allaboutcookies.org.

Emailing us

We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with government standards. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.

We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

Visitors to our website

When you visit our website, 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 various parts of the website. The information is only processed in a way which does not identify anyone.

To opt-out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.

Our website is based on the WordPress content management platform. For more information about how WordPress.com processes data, please see WordPress.com privacy notice.

Newsletters / Updates

We use a third-party service, Mailchimp.com, to publish our newsletter. For more information about how Mailchimp.com processes data, please see Mailchimp.com privacy notice.

Unsubscribe

Our newsletter has a simple, unambiguous “unsubscribe” feature.

Your rights in relation to your data

The law on data protection gives you certain rights in relation to the data we hold on you. These are:

  • The right to be informed. This means that we must tell you how we use your data, and this is the purpose of this privacy notice.
  • The right of access. You have the right to access the data that we hold on you. To do so, you should make a subject access request as detailed in the above paragraph.
  • The right for any inaccuracies to be corrected. If any data that we hold about you is incomplete or inaccurate, you are able to require us to correct it.
  • The right to have information deleted. If you would like us to stop processing your data, you have the right to ask us to delete it from our systems where you believe there is no reason for us to continue processing it.
  • The right to restrict the processing of the data. For example, if you believe the data we hold is incorrect, we will stop processing the data (whilst still holding it) until we have ensured that the data is correct.
  • The right to portability. You may transfer the data that we hold on you for your own purposes.
  • The right to object to the inclusion of any information. You have the right to object to the way we use your data where we are using it for our legitimate interests such as direct marketing – either use the unsubscribe option or contact us directly.
  • The right to regulate any automated decision-making and profiling of personal data. (we do not use this).

Where you have provided consent to our use of your data, you also have the unrestricted right to withdraw that consent at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. This would be in relation to no longer wanting to receive newsletters or other relevant information/ law updates etc. from us.

If you wish to exercise any of the rights explained above, please contact us at info@outsourcing-hr.co.uk.

Making a complaint

The supervisory authority in the UK for data protection matters is the Information Commissioner (ICO). If you think your data protection rights have been breached in any way by us, you are able to make a complaint to the ICO.

Data Protection Officer

The Company’s Data Protection Officer is Margaret Keane. She can be contacted on info@outsourcing-hr.co.uk.