Privacy Notice.
Privacy Notice In line with the expectations of the Data Protection Act (2018) and GDPR regulations, Fig Tree HR only collect the necessary information that is required to allow us to promote and deliver our services fairly and effectively. We are committed to protecting and respecting your personal information. This Privacy Notice explains our information practices and what to expect when we collect personal information about you.
We comply with all aspects of the UK’s data protection legislative framework, which includes the European General Data Protection Regulation (“GDPR”), the Privacy and Electronic Communications (EC Directive) Regulations (“PECR”) and the Data Protection Act, as amended and updated from time to time (the “Relevant Legislation”).
Personal Data is any information which on its own or when combined with other information relates to and identifies a living person. Special Category Data is personal information that is more sensitive, which needs greater protection. We sometimes hold Special Category Data which may include your ethnic origin, religion, biometrics (where used for ID purposes), health and sexual orientation. Individuals have several privacy rights under the relevant legislation. All rights do not apply in every case.
These include the rights:
To be informed about the collection and use of your personal information
To obtain your personal (and supplementary) information
To have inaccurate personal information rectified or completed if it is incomplete
To have your personal information erased
To request the restriction or suppression of your personal information
To data portability, which allows you to obtain and reuse your personal information for your own purposes across different services
To object to processing your personal information
Not to be subject to a decision based solely on automated processing, including profiling.
How we collect information
Fig Tree HR may collect and process information about you from several sources in which the Data Controller is Fig Tree HR. This includes:
When you enter your information on a contact form on our website
When you enter your information into a newsletter subscription form
When information is received by a staff member of Fig Tree HR through networking activity where information about yourself or your company is disclosed, and where it is understood there is a legitimate interest in receiving HR services from Fig Tree HR
When you, your company or employing company enters into a client agreement with Fig Tree HR and provides information about you to us for the purposes of receiving HR services. In such case, only information that is relevant to the delivery of these services should be shared with Fig Tree HR.
Where we store your personal data
The information we collect is stored in secure cloud-based storage systems. Information is stored in encrypted form and in line with GDPR guidance.
Why we collect and use your personal information
We only collect and use your personal information where it is lawful for us to do so. This will usually be because:
You have given us consent to do so
It is necessary to fulfil our contractual obligations to you
It is necessary to fulfil our legal obligations
It is necessary for the prevention and detection of crime
It is necessary to fulfil a task in the public interest
It is otherwise necessary to enable us to pursue legitimate interests.
How and what personal information do we collect
When you go onto our website:
To complete the Contact webpage
We collect information from the cookies about how you use our website. See our Cookie policy.
When you visit our premises, or when you telephone, email, fax, or direct message us, we may collect information relating to:
applying for our services
applying for a job
making a complaint
reporting a problem with our website
credit reference agencies.
The information you give us may include your name, home address, e-mail address, date of birth, National Insurance number, financial and credit card information, a personal description and/or photograph, or employment information.
How your personal information will be used
The personal information we collect allows us to:
meet legal, regulatory and compliance requirements
communicate with you
provide the products and services you have requested
verify your identity and details of your payment method
administer our website and provide customer services
monitor and analyse the use of any account to prevent, investigate and/or report fraud, terrorism, misrepresentation, security incidents or crime
gather management information to form statistical and trend analysis
to investigate complaints
contact you about our services which we think might be of interest to you
to establish, exercise, or defend our legal rights
to otherwise carry out the day-to-day operations of our organisation efficiently.
How Long We Will Hold Your Personal Information
We will retain personal information for no longer than is necessary, for the purpose we obtained it for. The length that we keep your personal information will depend on our legal and contractual obligations and the timescale in which a claim can be made against us.
If the basis of which we are holding your personal information is consent, for instance when you only make an enquiry, you can withdraw this consent at any time.
Who has access to personal information
Your personal information will only be disclosed, where appropriate, to authorised individuals within Fig Tree HR or authorised third party providers external to the Company. Any data to which they have access will be limited only to that which is necessary for the proper performance of their function.
Providers to whom data might be disclosed include any third parties providing accountancy, I.T., note taking, and/or legal support to the Company, or providers of cloud-based software and/or storage systems that support the Company’s services and, under such circumstances, only data relevant to such support will be provided.
Additionally, data will be disclosed as required to HMRC or where it must be legally disclosed.
Where data is provided to third parties they are placed under an obligation of confidentiality and operate under an agreement to only use the data for the purposes for which it is disclosed.
We do not routinely transfer any personal data outside the European Economic Area (EEA).
Data Controller
A Data Controller determines the purposes and means of the processing of personal information. For the purposes of GDPR, the data controller is:
Fig Tree HR Ltd
Cwrt Cowork
Lambourne House,
Lambourne Crescent
Llanishen
CARDIFF
CF14 5GL
Our ICO (Information Commissioner’s Office) registration number is ZB330235.
Accessing your personal information
Under the Data Protection Act (2018) and European GDPR regulations, any person about whom organisations holds data (a ‘data subject’) is allowed to request a copy of that information. This is called a Subject Access Request (‘SAR’).
Guidance for individuals who want to make a Subject Access Request can be found on the website of the regulator, the Information Commissioners Office (‘ICO’) and it is recommended that you review this guidance before submitting a request with regards to requirements for SARs for both the requesting and responding parties, and who SARs should be sent to.
If you wish to make a subject access request to Fig Tree HR Ltd, these should be submitted in writing to the Data Controller by email to rhodri@figtreehr.co.uk or by post to the above address.
This Privacy Notice has been produced as concisely as possible in plain language. It does not provide exhaustive details of all aspects of our collection and use of personal information. However, we are happy to provide you with a copy of this Privacy Notice and any further information or explanation required.