Privacy Notice

Privacy Notice

1. Protecting the privacy of candidates and clients. This privacy notice is a public declaration of how Charles Alan Consulting Ltd (“Charles Alan”) applies the data protection principles and rights afforded to individuals by the applicable data protection legislation that we are subject to: including but not limited to the UK General Data Protection Regulation (“Data Protection Legislation”) to the personal data that we process. We take care to protect the privacy of our candidates and clients. Set out below is an explanation of how we process this information.

2. Who is collecting information about me? Charles Alan is a private limited company registered in England (CRN. 10377542) with a registered address at 7-9 The Avenue, Eastbourne, East Sussex, BN21 3YA United Kingdom. Charles Alan is referred to throughout as “we”, “us”, “our” and “ours” and a reference to Group means Charles Alan and its subsidiaries and associated companies as defined in section 1159 of the UK Companies Act 2006.

Point of Contact: Att Data Protection Team, Postal Address: 4 Millbrook Ley, Broadwell, Moreton-In-Marsh, GL56 OTR.

Email: info@charles-alan.co.uk

3. What information are you collecting about me and why? The information which we collect and store during normal use of the site is used to monitor and analyse how parts of the site are used. Such use does not result in any personal data being collected or stored. You have the option on certain pages within this site to explicitly submit personal information to Charles Alan in order that we might send you further information or alerts. These pages will provide explanation as to how this information is to be used if it is not already covered in the site’s privacy notice.

Work seeking services: The information that Charles Alan will collect will be personal information such as name, contact details, work history, employer feedback, education, skills, training, and other onboarding compliance requirements. We may use this information to provide work-seeking services, to assess your suitability to work as well as administrative and management purposes in connection with providing work seeking services.

In addition to information provided by you directly in a written format and via telephone conversations, we may gather information from third party sources such as LinkedIn, Google and other search engines, Company websites, press and periodicals and other publicly available sources.

Your personal information may also be used in anonymised form, and aggregated in order to put together industry, marketing and employment trend analysis, reports and statistics. Used in this manner, it will not be possible to identify you as a data subject.

Client services: The information that Charles Alan will collect will be personal information such as name, contact details and job title. We may use this information to provide consultancy and resourcing services to you.

Marketing and communications: The information Charles Alan will collect includes details of your visits to our website, the pages you view and resources you access or download. Please see our sections on Cookies below for more information. Where appropriate and in accordance with any local laws and requirements, we will periodically send you information that we think will be of interest to you.

We obtain some information through searches of various public resources such as identity checking services, corporate social media platforms like LinkedIn and also carry out browser-based searches. We will process this data for the purpose of targeting appropriate marketing campaigns for services based on our legitimate interests, namely, if we wish to reach out to you to tell you about services, and we consider that it would be in your interests to hear about similar services to those that you have already expressed an interest in. Where you object, we will immediately cease processing upon request.

You may at any time amend or update your personal data or request us to stop using your personal data for direct marketing purposes by contacting us at info@charles-alan.com

Special category data: We are committed to ensuring that our processes are aligned with our approach to equal opportunities and so we may collect and process special category personal data when you voluntarily provide them to us to facilitate this.

In some circumstances, we may collect and process special category personal data, such as information relating to health, disability, racial or ethnic origin, or other sensitive personal information. This may occur, for example, where such information is provided voluntarily, included in correspondence or application materials, or required for legal or regulatory purposes.

Where we process special category data, we do so in accordance with Data Protection Legislation and only where a lawful condition applies. These conditions may include your explicit consent; the establishment, exercise, or defence of legal claims; or compliance with law.

4. What legal basis do we rely on when using the personal data we collect?

The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:

 Performance of a contract with you: Where we need to perform the contract we are about to enter into or have entered into with you.

 Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example where it is in mutual interests for us to assess whether you may be interested in or benefit from our consultancy services. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

 Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to.

 Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an email newsletter.

5. What if I choose not to give you my personal information? We will only collect and process information related to you based on your informed consent and in our legitimate interest. Should at any point you decide to withdraw your consent (where we’re relying on this consent as the legal basis for processing your personal data) or you object to us processing your personal data, please contact your local Charles Alan contact or email info@charles-alan.co.uk.

In circumstances where we’re relying on our legitimate interest for processing your personal data and you object to such processing, we must act on your objection by ceasing the activity in question unless we can show that we have legitimate grounds for processing your personal data which overrides your interests, or we’re processing your personal data for the establishment, exercise or defence of a legal claim. As referenced above, this assessment will not apply in circumstances where we’re processing your data for direct marketing purposes where we will immediately cease processing upon request.

6. Who might you share my information with? We may share information collected for work seeking services with our clients, but only as strictly required in the work seeking process, for example the review and shortlist of candidate profiles. As part of our work seeking services your personal data may be stored electronically; passed to our clients for processing; checked with third parties or to other companies within the Group.

Charles Alan may share your data with authorised third parties and associates as applicable to the service being provided. These third parties include our employment background screening partners, insurance partner and IT service providers. Other than this, your information collected will not be shared outside the Charles Alan, unless required for legal or regulatory purposes. If we seek to change this, we will seek explicit consent at that stage. We will not, without your express consent, provide your personal information to any third parties for the purpose of direct marketing.

7. Where might you transfer my information (International Transfers)?

If we need to transfer your personal data to countries outside the UK, we will ensure that such transfers are compliant with the Data Protection Legislation. Appropriate measures will be put in place to keep your personal data secure. If you are located outside the UK, including in the United States, Canada, or India, please note that when you contact us or submit information to us, your personal data will be transferred to and processed in the UK, where our primary operations and systems are based.

We may also share your personal data within our Group, including with our affiliated companies in the United States, Canada, and India for business, administrative, customer support, and compliance purposes – but only where strictly necessary.

We ensure that appropriate safeguards are in place to protect your personal data in accordance with applicable data protection laws, including contractual protections and recognised international transfer mechanisms.

8. How long do you keep hold of my information?

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

We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

In some circumstances you can ask us to delete your data. See Paragraph 9 below for further information.

9. Will you process my information for purposes I may not be aware of?

Your information will only be processed as described in this privacy notice.

10. What rights do I have?

The right to be informed: Charles Alan provides fair processing of information by way of this privacy notice.

The right of access: You have the right to obtain confirmation whether or not we are processing your data

and a right to obtain a copy of the data that we hold. This is known as a Subject Access Request.

The right to rectification: If any information held is inaccurate or incomplete, you have the right to have that information corrected or deleted. If other parties have been passed the information (such as HMRC) we will, where possible, inform them of the rectification undertaken.

The right to erasure (also known as the “right to be forgotten”): You have the right for your information to be deleted. We will oblige as long as there are no reasons for us to keep the information. For example, where we have to keep certain pieces of information for minimum periods in line with legislation.

The right to restrict or object to processing: You have the right to block or restrict processing. This won’t affect the processing done so far but will stop further processing.  For example, if you apply for a role, we will have to keep information on file for a certain period. We can however remove you from our active candidate talent pools if you wish not to be contacted about further opportunities.

The right to data portability: You have the right for your information to be provided in a machine readable format to enable easy transfer between processors. This right is available to personal data provided by you.

The right not to be subject to automated decision making: Where we use automated decision making we will inform you how and when this will happen. As applicable, where the decision is fully automated we will obtain your consent.

The right to withdraw consent: Where we process information based on your consent, you have the right to withdraw this consent at any time. Please note where you withdraw your consent this will not affect the lawfulness of processing based on consent before its withdrawal nor further processing of the same data under other legal basis such as contract or compliance with a Charles Alan legal obligation.

Please contact your local Charles Alan contact to enforce any of your above rights.

The right to complain: If you have any concerns or complaints regarding the processing of your personal data, or our compliance with the Data Protection Legislation, you should contact Charles Alan Data Protection Team at info@charles-alan.co.uk.

You have the right to lodge a complaint with a Supervisory authority. The supervisory authority in the UK is the Information Commissioner’s Office (“ICO”). Please note that the ICO will expect you to have raised your complaint with us before reviewing your complaint. The details of which are below:

Website: https://ico.org.uk/concerns/

Email: casework@ico.org.uk

Telephone: 03031231113