This Privacy Notice is issued, whether you client or supplier, or other individual about whom we control data, to provide you with information about what data we hold and process and what we do with that data.
As a data subject, you have the right to be informed about how we process the data we collect from/about you. As a data controller, we are obliged to process data in a way which is fair and transparent.
This Privacy Notice explains clearly how we collect, process, store and share your data in line with our legal obligations under the UK GDPR and EU GDPR (referred to in this notice collectively a GDPR). If you have any questions about this notice, or the way in which we process your data, please do not hesitate to contact us using the details in the ‘How To Contact Us’ section.
Overview Of This Privacy Notice
| Section | What It Tells You |
| Your Right To Be Informed | Our obligations to you in respect of the fair and transparent processing of your data. |
| Who We Are | Our details as the Data Controller. |
| How To Contact Us | Our full contact details. |
| Data We Hold | Explains what types of personal data we collect from you. |
| Special Category Data (SCD) | SCD is treated differently to personal data under GDPR, this section explains what SCD is and how we process it. |
| What We Do With Your Data | We may process your data in different ways, this section explains how we will use the data you provide. |
| Lawful Basis For Processing | Under the GDPR, we are required to have a lawful basis for processing your data. We may have more than one lawful basis so this section explains which bases may be used. |
| Marketing | This section contains information about how we will market to you and our lawful basis for doing so. |
| Sharing Your Information | It may be necessary for us to share your personal information, for us to provide our services to you. This section explains if we share your data, and who with. |
| Transfer of Personal Data Outside the UK | It may be necessary to transfer your personal data outside the UK. This section explains what happens when this is the case. |
| How Long We Retain Data | The retention period for the data we hold will depend on the type of data and how it has been processed. In all cases, we will not retain data for longer than is necessary. This section outlines our retention periods. |
| Your Data Protection Rights | The GDPR enshrines the rights of the data subject into law. This section outlines what rights you have as a data subject. |
| How To Make A Complaint | If you are unhappy with the way in which we process your data, please refer to this section as it outlines how you can make a complaint. |
| Cookies | Our website uses cookies. This means that certain data is collected by us, about you, when you visit our website. This section provides you with more information on cookies and the data collected. |
Your Right To Be Informed
The UK GDPR requires that we inform you about how we use the data we collect from/about you. We aim to process your data in a way which is lawful, fair and transparent.
Under Article 14 of UK GDPR, we must advise you where we have obtained your data from a third party. Before obtaining your data, we will take all reasonable steps to ensure that the party providing your data to us, has a lawful basis for doing so. Details of the third party who provide us with your data are available on request. Should you have any queries in respect of their data protection practices, you should contact them directly.
This Privacy Notice is designed to help you understand how we use information about you that we obtain via a third party, in addition to information that you provide us with directly.
If you have any questions, queries or require any further information, please do not hesitate to get in touch with us. Our full contact details are below.
Who We Are
Agnes Cole Consulting Limited (registered number 13570110), referred to hereafter as We or Us, means Agnes Cole Consulting Limited, located in Rendlesham, Woodbridge, IP12 2TZ.
For the purposes of the UK GDPR, we are a Controller. We are registered with the Information Commissioner’s Office number ZB453240
How To Contact Us
Agnes Cole Consulting Limited
6 Britannia House
Base Business Park
Rendlesham
Woodbridge
Suffolk
IP12 2TZ
info@agnescoleconsulting.com
0203 148 9368
Data We Hold
Personal data is any information that may identify a living individual.
Clients
As a client, we will collect the following information:
- Contact Name
- Business Name
- Company Registration Number
- Address
- Telephone Number
- E-Mail Address
- VAT number
- Bank Details
Where you contact us via Social Media, for example via the Public and/or Private Messaging, your data may be transferred on to our internal systems and used in connection with the provision of our services to you. Where we wish to use this data for marketing purposes, we will do so in compliance with this Privacy Notice (please refer to ‘Marketing’ below.)
Candidates
We will collect the following information:
- Name
- Address
- Telephone Number
- E-mail Address
- Date of Birth
- National Insurance Number
- Right to work evidence
- Passport
- Banking Details
- Professional Reference
- Background Check (when needed)
Our Suppliers
We will collect your name, and contact information, which may include an E-Mail address. This data is collected to so that we may provide our services and/or products.
In addition, any data may be processed in order to comply with our regulatory and legal obligations, or in the defence of a legal claim, should the need arise.
Special Category Data
Special category data includes information about criminal convictions, race or ethnic origin, political or religious beliefs, health, genetic or biometric data, sex life and sexual orientation, trade union membership and philosophical beliefs of an individual.
We do not routinely collect and special category data from our clients, candidates, contractors or suppliers.
What We Do With Your Data
All the data we hold will be processed for the purposes of providing recruitment services. This includes processing candidates’ data to match them to suitable positions available with our clients.
In addition, this data may be used for our own general business purposes to facilitate:
- Advertising and marketing (where necessary your consent to receive marketing will be obtained)
- Health and safety requirements to ensure the safety and security any visitor to our premises
- Disclosure of information to our own professional and legal advisors
- Defending a legal claim
- Sharing with public authorities where we are required to do so by law
- To investigate any complaint or enquiry raised in regard to the services we provide
We also use your personal information where necessary to improve our services, our business processes, and to communicate with you.
Lawful Basis For Processing
It is a requirement of the UK General Data Protection Regulations (UK GDPR) that data is processed only when there is a lawful basis for doing so.
Our lawful basis for processing data will include one or more of the following:
- the processing of data is necessary for the performance of a contract
- processing is necessary for our compliance with our legal obligations
- consent, for example when undertaking marketing activities where the basis of legitimate interest does not apply
- processing is necessary for the purposes of pursuing our legitimate interest
- the processing is necessary for the establishment, exercise or defence of legal claims
Please note that consent provided by an individual may be withdrawn by that individual at any time by contacting us using the contact details above.
Marketing
We may wish to send marketing materials to you based on our legitimate interests. You will be advised of our intent to send you marketing information when you first provide us with your data and are entitled to opt-out from this at any time.
Where it is necessary for us to obtain consent to send marketing material to you, we will ensure that your explicit consent is obtained beforehand. It is the right of individuals to opt-out of or unsubscribe from any marketing material.
Full details of how you can opt out of receiving marketing from us will be included within each marketing communication. You may also opt-out by contacting us at the above address.
Sharing Your Information
To provide our services to you and comply with our legal obligations, it may be necessary for us to share the personal data we hold, insofar as we are obliged or allowed by law to do so, with third parties including the following:
- Our Accountants for the provision of billing
- Our own legal and other professional advisors
- Government agencies, regulators, the police/law enforcement agencies and other authorities (including the Information Commissioner)
With your consent, we may also share your personal data with anyone you have authorised to deal with us on your behalf.
Transfer of personal data outside the UK
As an international company, we will share data outside of the UK, which may include the use of cloud storage, based in the US.
Data transfers between organisations within the EEA are covered by adequacy decisions. In addition, certain Third Countries outside the EEA have also been given adequacy decisions.
Where data is transferred to a country that does not have an adequacy decision, we will ensure that all appropriate safeguards are in place to protect your data.
How Long We Retain Data
In line with the requirements of UK GDPR, we will retain any personal data we hold for no longer than is necessary for the purpose for which it was provided unless we are required by law, unless we have another legitimate reason to keep it for longer (for example if necessary for any legal proceedings).
The data retention period will depend on the nature of the data and the relationship with the individual involved.
| Client Information | 6 years after end of contract |
| Consultant and contractor information | Held for 10 years |
| Supplier information | 2 years from date of last purchase |
Your Data Protection Rights
The data protection regulations and UK law seeks to protect your rights as follows: not all rights may be available
- The right to be informed. Individuals have the right to be told what personal data is collected about them, why, who is collecting the data, how long it will be held, how they can file a complaint and with whom your data will be shared.
- The right of access. Individuals have the right to access the personal information and organisation holds about them. To request a copy of this information you must make a subject access request by contacting us using the contact details above.
- The right of rectification. Individuals may ask an organisation to correct any inaccurate or incomplete data within one month.
- The right to erasure. Individuals have the right to have your personal data erased and to prevent processing except where we have a legal obligation to process your personal information. You should bear in mind that by exercising this right you may hinder or prevent our ability to provide products and services.
- Right to restrict processing. Individuals can request that an organisation limits the way it uses their personal data. This means that an organisation is not obligated to delete the data, but they have to refrain from processing it.
- The right to data portability. On your request, we will provide you with your personal data in a structured format.
- The right to object. Allows individuals to object to the processing of personal data at any time, in certain situations and will depend on the purpose of processing and the lawful basis for processing.
- Rights in relation to automated decision making and profiling. You have particular rights in relation to automated decision making and profiling to reduce the risk that a potentially damaging decision is taken without human intervention. You can object to your personal data being used for profiling, direct marketing or research purposes.
You may invoke any of these rights at any time by contacting us on the details given at the beginning of this Privacy Notice.
How To Make A Complaint
In addition to the rights listed above, any person about whom we hold personal data, also known as a data subject, has the right to make a complaint to us and/or the Information Commissioner with regard our processing of their personal data or any breach of their rights.
To raise your complaint with us, please contact:
Data Controller
Agnes Cole Consulting Limited
6 Brittania House
Base Business Park
Rendlesham
Woodbridge
Suffolk
IP12 2TZ
info@agnescoleconsulting.com
0203 148 9368
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
Our Website & Cookies
Cookies are small files downloaded to your computer or other devices when you view or access certain websites.
In general, a Cookie will use your IP address to identify you but will not collect further information about your identity. If you would like more information about cookies, please visit www.allaboutcookies.org
or http://www.youronlinechoices.com/uk/
Cookies enable us to distinguish you from other users of our website and help us to provide you with a good experience when you browse our website and allows us to improve our website. We use Cookies for the purposes of:
- understanding what brought you to our website and what pages you visited
- remembering you when you return to our website
- providing you with safe restricted access areas
If you wish to change or manage Cookies, this can be done by changing your browser settings to delete or block cookies.
However, if you chose to block all Cookies, this may result in you being unable to fully access and enjoy our website.
This Privacy Notice was last updated in May 2023. Our Operations Manager and Managing Director are responsible for all matters arising from this notice.
