Privacy Policies

This Privacy Policy outlines Robinson Grace Consultancy Limited’s, trading as Robinson Grace HR Consultancy ("we", "our" or "the Company"), practices with respect to information collected from users who access our website or sign up to our mailing list, at www.robinsongracehr.com (http://www.robinsongracehr.com)or otherwise share personal information with us such as prospective clients and clients, (collectively: "Users"). ​ When you use our website, you consent to the collection, storage, use, disclosure, and other uses of your Personal Information as described in this Privacy Policy to the extent such consent is required by law.  ​ Collection of information We process your Personal Information where one or more of the following legal bases apply: • it is necessary for the performance of a contract with you or to take steps at your request before entering into a contract; • it is necessary for our legitimate interests in operating and improving our business and services, provided that these interests are not overridden by your rights and interests; • it is necessary for us to comply with our legal and regulatory obligations; and • where required, you have given your consent (for example, for certain types of marketing or non-essential cookies).   What information do we collect? We collect two types of data and information from Users. ​ The first type of information is un-identified and non-identifiable information pertaining to a User(s), which may be made available or gathered via your use of the site (“Non-personal Information”). We are not aware of the identity of a User from which the Non-personal Information was collected. This type of information may include your aggregated usage information and technical information transmitted by your device, including certain software and hardware information (e.g., the type of browser and operating system your device uses, language preference, access time, etc.) in order to enhance the functionality of our site. We may also collect information on your activity on the site (e.g., pages viewed, online browsing, clicks, actions, etc.). ​ The second type of information - Personal Information which is individually identifiable information, namely information that identifies an individual or may with reasonable effort identify an individual. Such information includes: • Device Information: We collect Personal Information from your device. Such information includes geolocation data, IP address, unique identifiers (e.g., MAC address and UUID) and other information which relates to your activity through the site. • Registration information: When you register to our site you will be asked to provide us certain details such as: full name; e-mail or physical address, and other information.   How do we receive information about you? We receive your Personal Information from various sources: • When you voluntarily provide us your personal details in order to register on our site; • When you use or access our site in connection with your use of our services; • From third party providers, services, and public registers (for example, traffic analytics vendors).   What do we do with information we collect? We do not rent, sell, or share Users’ information with third parties except as described in this Privacy Policy. ​ We may use the information for the following: • Conducting statistical and analytical purposes, intended to improve the site; • Communicating with you – sending you notices regarding our services, providing you with technical information and responding to any customer service issue you may have; • To communicate with you and to keep you informed of our latest updates and services; • To serve you advertisements when you use our site (see more under "Advertisements"); • To market our websites and products (see more under "Marketing"); • In addition to the different uses listed above, we may transfer or disclose Personal Information to our subsidiaries, affiliated companies, and subcontractors.   We use trusted third party service providers who may be located in different jurisdictions across the world, to help us operate our business and deliver our services. These providers act as our data processors and may process Personal Information on our behalf for purposes such as: • hosting and operating our Site; • storing and processing such information on our behalf; • performing research, technical diagnostics, or analytics; • providing you with our services, including providing a personalised display of our Site; • serving you with advertisements and assisting us in evaluating the success of our advertising campaigns and helping us retarget any of our users; • providing you with marketing offers and promotional materials related to our Site and services.   For example, we use Asana, and Sintra.ai (http://Sintra.ai)as a business productivity and knowledge management platform to help us organise client information, templates, and internal documentation, solely for the purposes of providing our HR Consultancy services and managing our relationship with you. ​ We may also disclose information if we have good faith to believe that disclosure of such information is helpful or reasonably necessary to: (a) comply with any applicable law, regulation, legal process or governmental request; (b) enforce our policies (including our Agreement), including investigations of potential violations thereof; (c) investigate, detect, prevent, or take action regarding illegal activities or other wrongdoing, suspected fraud or security issues; (d) to establish or exercise our rights to defend against legal claims; (e) prevent harm to the rights, property or safety of us, our users, yourself or any third party; or (f) for the purpose of collaborating with law enforcement agencies and/or in case we find it necessary in order to enforce intellectual property or other legal rights. ​ User Rights Under UK GDPR and Data Protection Act 2018, you may request to: • Receive confirmation as to whether or not personal information concerning you is being processed, and access your stored personal information, together with supplementary information. • Receive a copy of personal information you directly volunteer to us in a structured, commonly used, and machine-readable format. • Request rectification of your personal information that is in our control. • Request erasure of your personal information. • Object to the processing of personal information by us. • Request to restrict processing of your personal information by us. • Lodge a complaint with a supervisory authority. ​ However, please note that these rights are not absolute, and may be subject to our own legitimate interests and regulatory requirements. We may need to verify identity before acting on a request. ​ If you wish to exercise any of the aforementioned rights, please use the details provided below: Louise Skittrall Email: louise@robinsongracehr.com(mailto:louise@robinsongracehr.com) Tel: 01793 311937   Retention We will retain your personal information for as long as necessary to provide our services, and as necessary to comply with our legal obligations, resolve disputes, and enforce our policies. Retention periods will be determined considering the type of information that is collected and the purpose for which it is collected, bearing in mind the requirements applicable to the situation and the need to destroy outdated, unused information at the earliest reasonable time. Under applicable regulations, we will keep records containing client personal data, account opening documents, communications, and anything else as required by applicable laws and regulations. ​ We may rectify, replenish, or remove incomplete or inaccurate information, at any time and at our own discretion. ​ Cookies We and our trusted partners use cookies and other technologies in our related services, including when you visit our site or access our services. ​ A "cookie" is a small piece of information that a website assign to your device while you are viewing a website. Cookies are helpful and can be used for various different purposes. These purposes include allowing you to navigate between pages efficiently, enable automatic activation of certain features, remembering your preferences and making the interaction between you and our Services quicker and easier. Cookies are also used to help ensure that the advertisements you see are relevant to you and your interests and to compile statistical data on your use of our Services. ​ The site uses the following types of cookies: • 'session cookies' which are stored only temporarily during a browsing session in order to allow normal use of the system and are deleted from your device when the browser is closed; • 'persistent cookies' which are read only by the site, saved on your computer for a fixed period and are not deleted when the browser is closed. Such cookies are used where we need to know who you are for repeat visits, for example to allow us to store your preferences for the next sign-in; • 'third party cookies' which are set by other online services who run content on the page you are viewing, for example by third party analytics companies who monitor and analyse our web access. ​ Cookies do not contain any information that personally identifies you, but Personal Information that we store about you may be linked, by us, to the information stored in and obtained from cookies. You may remove the cookies by following the instructions of your device preferences; however, if you choose to disable cookies, some features of our Site may not operate properly, and your online experience may be limited. ​ We also use a tool called “Google Analytics” to collect information about your use of the site. Google Analytics collects information such as how often users access the site, what pages they visit when they do so, etc. We use the information we get from Google Analytics only to improve our site and services. Google Analytics collects the IP address assigned to you on the date you visit sites, rather than your name or other identifying information. We do not combine the information collected through the use of Google Analytics with personally identifiable information. Google’s ability to use and share information collected by Google Analytics about your visits to this site is restricted by the Google Analytics Terms of Use and the Google Privacy Policy. ​ Third-party collection of information Our policy only addresses the use and disclosure of information we collect from you. To the extent you disclose your information to other parties or sites throughout the internet, different rules may apply to their use or disclosure of the information you disclose to them. Accordingly, we encourage you to read the terms and conditions and privacy policy of each third party that you choose to disclose information to. ​ This Privacy Policy does not apply to the practices of companies that we do not own or control, or to individuals whom we do not employ or manage, including any of the third parties which we may disclose information as set forth in this Privacy Policy. ​ How do we safeguard your information? We take great care in implementing and maintaining the security of the site and your information. We employ industry standard procedures and policies to ensure the safety of the information we collect and retain, and prevent unauthorized use of any such information, and we require any third party to comply with similar security requirements, in accordance with this Privacy Policy. ​ Although we take reasonable steps to safeguard information, we cannot be responsible for the acts of those who gain unauthorized access or abuse our site, and we make no warranty, express, implied, or otherwise, that we will prevent such access. ​ Transfer of data outside the EEA Please note that some data recipients such as note transcribing apps or Sintra.ai,(http://Sintra.ai) may be located outside the EEA. In such cases we ensure safeguards are in place, and will transfer your data only to such countries as approved by the European Commission or UK GDPR / UK adequacy regulations and EU adequacy decisions, as providing adequate level of data protection or enter into legal agreements ensuring an adequate level of data protection. ​ Advertisements We may use a third-party advertising technology to serve advertisements when you access the site. This technology uses your information with regards to your use of the Services to serve advertisements to you (e.g., by placing third-party cookies on your web browser). You may opt-out of many third-party ad networks, including those operated by members of the Network Advertising Initiative ("NAI") and the Digital Advertising Alliance ("DAA"). For more information about this practice by NAI and DAA members, and your choices regarding having this information used by these companies, including how to opt-out of third-party ad networks operated by NAI and DAA members, please visit their respective websites: http://optout.networkadvertising.org/#!/ (http://optout.networkadvertising.org/#!/)and http://optout.aboutads.info/#!/.(http://optout.aboutads.info/#!/)(http://optout.aboutads.info/#!/.) ​ Marketing We may use your Personal Information, such as your name, email address, telephone number, etc. ourselves or by using our third-party subcontractors for the purpose of providing you with promotional materials, concerning our services, which we believe may interest you.  Out of respect to your right to privacy we provide you within such marketing materials with means to decline receiving further marketing offers from us. If you unsubscribe, we will remove your email address or telephone number from our marketing distribution lists. ​ Please note that even if you have unsubscribed from receiving marketing emails from us, we may send you other types of important e-mail communications without offering you the opportunity to opt out of receiving them. These may include customer service announcements or administrative notices. ​ Corporate transaction We may share information in the event of a corporate transaction (e.g., sale of a substantial part of our business, merger, consolidation, or asset sale). In the event of the above, the transferee or acquiring company will assume the rights and obligations as described in this Privacy Policy. ​ Minors We understand the importance of protecting children’s privacy, especially in an online environment. The site is not designed for or directed at children. Under no circumstances shall we allow use of our services by minors without prior consent or authorization by a parent or legal guardian. We do not knowingly collect Personal Information from minors. If a parent or guardian becomes aware that his or her child has provided us with Personal Information without their consent, he or she should contact us at: louise@robinsongracehr.com(mailto:louise@robinsongracehr.com) ​ Updates or amendments to this Privacy Policy We reserve the right to periodically amend or revise the Privacy Policy; material changes will be effective immediately upon the display of the revised Privacy policy. The last revision will be reflected in the "Last modified" section. Your continued use of the Platform, following the notification of such amendments on our website, constitutes your acknowledgment and consent of such amendments to the Privacy Policy and your agreement to be bound by the terms of such amendments.

This privacy notice advises job applicants of the organisation’s commitment to data protection responsibilities of privacy and confidentiality relating to the collection and processing of their personal information. ​ We collect and process your personal data as part of the recruitment process in relation to the role you are applying for.  ​ All Managers have responsibility for ensuring that applicants’ personal information is held and processed in the correct way.  ​ What is personal information? ​ Personal information is any information that relates to you and can be used directly or indirectly to identify you, such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person (GDPR article 4). ​ Special categories of personal data means information about an individual’s racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, health, sex life or sexual orientation and biometric/genetic data (GDPR article 9). Legal Basis for Using Personal Data ​ We collect personal data only for specified, explicit and legitimate purposes, whether or not by automated means, such as collection, recording, storage, retrieval, use, disclosure, dissemination, erasure or destruction (GDPR article 4). ​ • We process personal data lawfully, only where it is adequate, relevant and limited to what is necessary for the purposes of processing. ​ • We keep accurate personal data, only for the period necessary for processing, and take all reasonable steps to ensure that inaccurate personal data is rectified or deleted without delay. ​ • We adopt appropriate measures to make sure that personal data is secure, and protected against unauthorised or unlawful processing, accidental loss, destruction or damage. ​ • We do this to ensure a candidate is suitable for the role and to make sure reasonable adjustments can be made for those applicants who have a disability. ​ • Processing of personal data ensures that a fair recruitment process has taken place. We will not process personal data of applicants for reasons other than the recruitment and selection process. Where we process special categories of personal data or criminal records data to perform obligations, this is done for legal reasons. We will update personal data promptly if an applicant advises that his/her/their information has changed or is inaccurate. In order to operate an effective recruitment process, we will collect and store personal information you submit as part of the application process. By submitting your personal information, you are consenting to us using it in accordance with this policy. You are under no obligation to provide your consent for the organisation to hold your data outside of the recruitment process. If you do not consent to the organisation holding, processing and sharing your personal data during the recruitment process, we may not be able to process your application. ​ In some cases, the organisation will need to process data to ensure that it is complying with its legal obligations. For example, we must check an applicant’s entitlement to work in the UK.  ​ Data do we hold on you ​ The personal data we hold regarding you can include, but is not limited to, information such as: ​ • Your name and address. ​ • Email address and telephone number. ​ • Date of birth if it appears on your application.  ​ • Equal opportunities monitoring information. ​ • Your nationality and entitlement to work in the UK. ​ • National insurance number if it appears on your application. ​ • Information about your current salary and benefits. ​ • Qualifications and skills. ​ • Work experience and employment history. ​ • Information you may have disclosed about your criminal record. ​ • Disability status to enable us to make any reasonable adjustments throughout the recruitment process. ​ Any applicant wishing to see a copy of the information about them that we hold should contact the organisation. Who has access to your personal data? Your personal data may be shared internally with other members of staff involved in the recruitment process in order for them to perform their roles. We may also share your data with a client’s Hiring Manager who has specific responsibility for the recruitment of the vacancy/vacancies advertised.  Throughout the recruitment process we maintain strict confidentiality and only process and retain personal data of unsuccessful applicants for up to 12 months before being deleted or destroyed. How do we protect applicants’ personal data? Our servers and storage systems are based within the EU or the European Economic Area (EEA) and we have ensured that appropriate safeguards are in place to protect your personal data. We take the security of your personal data very seriously. Internal policies and controls are in place to try to ensure that data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the performance of their duties.  Where we engage third parties to process personal data on our behalf, they do so based on written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data. For example, we ensure that we use encrypted devices, uses passwords, virus protection and has appropriate firewalls. What rights do you have in relation to your information? ​ You will have the following rights in relation to your personal data: ​ • The right of access to the personal data and supplementary information. This right is to enable you to be aware of and verify the lawfulness of the personal data we are processing. ​ • The right to rectification. This right allows you to have personal data rectified if it is inaccurate or incomplete.  ​ • The right to erasure. This is also known as the ‘right to be forgotten’. This is not an absolute right and applies in specific circumstances.  ​ • The right to restrict processing. This right applies in circumstances where, for example, the data subject contests the accuracy of the data or challenges the public interest or legitimate interest basis. Further guidance can be obtained from the ICO’s website.  ​ • The right to data portability. This allows individuals to obtain and reuse their personal data for their own purposes.  ​ • The right to object. Individuals have the right to object to: ​ • Processing based on legitimate interests or the performance of a task in the public interest/exercise of official authority ​ • Direct marketing. ​ • Processing for scientific/historical research and statistics.  ​ • Rights in relation to automated decision making and profiling. ​ Further guidance and advice on the above rights can be obtained from the ICO’s website https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/.(https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/) This policy is subject to change and may differ each time you submit an application. If you have a concern about the way we are collecting or using your personal data, we ask that you raise your concern with us in the first instance by contacting the Data Privacy Manager on louise@robinsongracehr.com (mailto:louise@robinsongracehr.com)Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns t(https://ico.org.uk/concerns)o raise any issues you may have.