MAY 2026Privacy 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 4 Millbrook Ley, Broadwell, Moreton-In-Marsh, GL56
OTR, 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.
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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-
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:
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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,
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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
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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's 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
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