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Privacy Notice

The Company is aware of its obligations under the General Data Protection Regulation (GDPR) and current data protection legislation and is committed to processing your data securely and transparently.

This privacy notice covers our website and sets out, in line with data protection obligations, the types of data that we collect from you when using our site, together with the personal data we process when you contact us or when we are working with you as a client. It also sets out how we use that information, how long we keep it for and other relevant information about your data.

DATA CONTROLLER DETAILS

The Company, People Solutions CTA Ltd is the Data Controller, meaning that it determines the processes to be used when using your personal data.

You can contact People Solutions CTA Ltd on 01765 531024, by email at support@peoplesolutions.info or in writing at:

People Solutions CTA Ltd

Unit 18, Potter Space

Melmerby Green Lane

Melmerby

Ripon

North Yorkshire

HG4 5HP

Where we provide our services to your organisation we will be acting as a Data Processor when processing HR related personal data on your organisation’s behalf. Any questions you have regarding the processing of this data should be directed to your organisation who will be the Data Controller in this instance.

PURPOSE OF PROCESSING

We process your personal data:

• to respond to your enquiry
• to market our services to your organisation
• to manage our relationship with your organisation once you become a client

LAWFUL BASIS OF PROCESSING

We must tell you what our lawful basis is for processing your personal data under UK data protection legislation. Below are our lawful bases for the purposes described above.

Where we rely on your consent, you are free to withdraw that consent at any time, and where we are relying on our legitimate interests, you are free to object to that at any time.

TYPES OF PERSONAL DATA WE WILL PROCESS

We aim to collect only the minimum amount of personal data necessary for processing.

When you send us an enquiry, or we are marketing to your organisation, or when you sign up for our mailing list, we will collect your:

• name
• email address
• telephone number
• organisation name
• job title

When we are managing our relationship with your organisation as a client of ours, we will also collect and process:

• Our contact history with you
• Documents relating to our service provision
• Finance details (invoices, payments etc.)

When we are engaging with you on social media we will be collecting and processing your social media profile details.

SPECIAL CATEGORY DATA

There are additional rules we must follow if we collect certain types of more sensitive data, known as Special Category Data. These include details of your:

• health
• sex life
• sexual orientation
• race
• ethnic origin
• political opinion
• religion
• trade union membership
• genetic and biometric data.

We do not need your consent if we use special categories of personal data in order to carry out our legal obligations. However, we may ask for your consent to allow us to process certain particularly sensitive data. If this occurs, you will be made fully aware of the reasons for the processing.

As with all cases of seeking consent from you, you will have full control over your decision to give or withhold consent and there will be no consequences where consent is withheld. Consent, once given, may be withdrawn at any time. There will be no consequences where consent is withdrawn.

SHARING YOUR DATA

Your data will be shared within the Company where it is to undertake our duties. This includes, for example, administering payment under your Contract for Services.

We will share your data if required to do so by a legitimate law enforcement agency.

If you consent to the use of analytics and tracking cookies from our website we will share data with those cookie providers.

We may also share your data with third parties as part of a Company sale or restructure, or for other reasons to comply with a legal obligation upon us.

PROTECTING 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 the following processes to guard against this:

• We use password protection systems.
• We use up to date, secure software.
• We use multi factor authentication where available.
• Our employees are all subject to an obligation of confidentiality and receive training on data protection.
• Where we share your data with third parties, we provide written instructions to them to ensure that your data is held securely and in line with current data protection requirements. Third parties are responsible for implementing appropriate technical and organisational measures to ensure the security of your data.

YOUR RIGHTS

You have a number of rights relating to the processing of your data.

• Awareness: 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.
• Access: you have the right to access the data that we hold on you. To do so, you should make a subject access request. Please contact Claire Tiffney for more details on this.
• Rectification: the right for any inaccuracies to be corrected. If any data that we hold about you is incomplete or inaccurate, you have the right to ask us to correct it.
• Erasure: 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.
• Restriction: the right to restrict the processing of your 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.
• Data portability: you may transfer the data that we hold on you for your own purposes.
• Object: 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.
• Automated decisions and profiling: the right to regulate any automated decision-making and profiling of personal data. You have a right not to be subject to automated decision making in a way that adversely affects your legal rights.

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. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so.

HOW LONG WE KEEP YOUR DATA FOR

Where we are relying on your consent or our legitimate interests to process your data then we will keep your personal data until you withdraw your consent for us to use it, or object to our legitimate interests and we uphold your objection.

If we don’t hear from you then we will retain your personal data for a maximum period of 7 years.

COOKIES – HOW DO WE USE COOKIES ON OUR WEBSITE

We utilise cookies on our website. Some of these are required for our site to work, known as essential cookies, and others are used for analytical and marketing purposes.

We will ask for your consent to use any non-essential cookies, and we won’t deploy any non-essential cookies without your consent.

Our cookie provider is CookieYes who are set up to comply with all General Data Protection Regulation (GDPR) guidelines.

ANALYTICS

This website collects personal data to power our site analytics, including:

• Information about your browser, network and device
• Web pages you visited prior to coming to this website
• Your IP address

This information may also include details about your use of this website, including:

• Clicks
• Internal links
• Pages visited
• Scrolling
• Searches

• Timestamps

We share this information with Google Analytics, our website analytics provider, to understand more about our site traffic and activity.

GOOGLE ANALYTICS COOKIES

Google Analytics is a website monitoring tool that allows users to see volumes of website visitors, their source, and to analyse how the content of their website is viewed and navigated. This in turn allows optimisation of the content and pages on our website and the marketing programmes that drive traffic to the website. Google Analytics does not store any personal information about website visitors but does use persistent cookies to identify repeat visitors.

You may universally opt-out of all Google Analytics tracking used by all websites by visiting the following URL – https://tools.google.com/dlpage/gaoptout

FONTS

Our website uses font files from Google Fonts and Adobe Fonts. To properly display this site to you, servers where the font files are stored may receive personal information about you, including:

• Information about your browser, network, or device
• Your IP address

VISITOR DATA

This website is hosted by Click Through Digital Ltd.

Click Through Digital Ltd collects personal data when you visit this website, including:

• Information about your browser, network and device
• Web pages you visited prior to coming to this website

• Your IP address

Click Through Digital Ltd needs this data to run the website, and to protect and improve its platform and services. Click Through Digital Ltd analyses the data in a de-personalised form.

WHERE DO WE PROCESS DATA

We primarily process data in the UK.

Our web hosting providers, Click Through Digital Ltd, process data in the UK using Standard Contractual Clauses to ensure that your rights are protected.

We use some other software tools and partners to help us deliver our services; this may  mean that your personal data is transferred outside of the UK and EU. We always ensure that appropriate protections are in place to safeguard your rights, as detailed below:

• Microsoft Office 365 – hosted in the USA using Standard Contractual Clauses.
• Xero – hosted in New Zealand, who are deemed an adequate nation for data protection by the UK regulator.
• BreatheHR – hosted in the EEA in nations deemed adequate for data protection by the UK regulator.
• SenseHR – hosted in the EEA in nations deemed adequate for data protection by the UK regulator.
• Mailchimp – hosted in the USA using Standard Contractual Clauses.
• Capsule – hosted in the USA using Standard Contractual Clauses.
• WeTransfer - hosted in the EEA in nations deemed adequate for data protection by the UK regulator.

MAKING A COMPLAINT

Should you have a complaint about how we handle your data, please contact us at the above address. You can also contact the Information Commissioner’s Office (ICO) on their helpline 0303 123 1113 or online at www.ico.org.uk. If you contact the ICO they will normally ask you to contact us first.

DATA PROTECTION OFFICER

The Company’s Data Protection Officer is Claire Tiffney.