Privacy Policy

About Sue Rees Associates and our processing of your data.

Sue Rees Associates Limited is the data controller (ICO registration number ZA416522) for personal data about clients, prospective clients, job applicants and our current and former candidates, event attendees and newsletter subscribers. Our registered address is The Old Shed, Oxfordshire OX29 8PJ.

We do not trade personal data for commercial purposes and will only disclose it if required by law, necessary to arrange your event/training attendance, or with your consent.

To contact us with a data protection query regarding the processing of your personal data, please use the contact us or email info@suerees.co.uk

Details of our processing

We believe that all these purposes are justified on the basis of our legitimate interests in running and promoting the business, our contractual requirements to deliver the agreed services to you, and our legal obligations, the exception is for sending email marketing which we carry out on the basis of consent. If you would like to know more, please read below:

  • Clients
  • Prospective Clients
  • Candidates
  • Event Attendees & Webinars
  • Social Media / Emailing / Website / Blogs

Clients 

As a client, we will hold the following information about you:

  • Name and contact information. Company information, accounts etc
  • Demographic information such as postcode.
  • Information and documents relating to the service we are providing, including communications with you.
  • Billing and payment information.

We use your Personal Data to meet our contractual requirements to support us in providing a recruitment service to you. We also use your Personal Data as required by law, such as for recruitment purposes. We also use your information to invoice you, and to keep track of payments that you make.

We currently use third-party online tools:

  • Xero to manage your billing and payment details. Xero uses servers that are based in the US, therefore personal information is transferred outside of the EEA. For more information please view Xero’s privacy policy at  https://www.xero.com/uk/about/privacy/
  • Active Campaign CRM to maintain contact details, job specifications and proposal details. Active Campaign CRM uses servers that are based in the US etc, therefore personal information is transferred outside of the EEA. For more information please view Active Campaigns privacy policy at https://www.activecampaign.com/legal/privacy-policy

We will retain information about you for the duration of our relationship with you, then 2 years. We will retain financial records for 6 years, following the end of the current financial year.

Prospective Clients

As a prospective client, we will hold the following information about you:

  • Your name and contact information.
  • Information about your business activities.
  • Information and documents relating to the service we are providing, including communications with you.

If you make an enquiry to us via email, phone or the contact us page on our website, we will use this information to follow-up on this enquiry to see if we can help you.

We currently use third-party online tools:

  • Active Campaign CRM to maintain contact details, project details and proposal details. Active Campaign CRM uses servers that are based in the US etc, therefore personal information is transferred outside of the EEA. For more information please view Active Campaigns privacy policy at https://www.activecampaign.com/legal/privacy-policy

We will retain information about you for the duration of the enquiry, then one year.

Candidates

As a candidate, we will hold the following information about you:

  • Your name, contact information, age, gender, address.
  • Proof of your qualifications, identification.
  • Bank details

All of the information you provide during the recruitment process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes. The information you provide will be held securely by us whether the information is in electronic or physical format.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.

We currently use third-party online tools:

  • G Suite, Xero and Active Campaign to manage your details, billing and payment details. G Suite, Xero and Active Campaign use servers that are based in the US etc, therefore personal information is transferred outside of the EEA. For more information please view their privacy policies https://www.activecampaign.com/legal/privacy-policy 

https://www.xero.com/uk/about/privacy/

https://policies.google.com/privacy?hl=en-US

We will retain information about you:

  • If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment.
  • If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign.

Event Attendees & Webinars

When you book onto a Sue Rees Associates event/Webinar, we ask for you to provide us with your name, email address, contact telephone number and payment details. We process your details purely for the purpose of administering the event/webinar.

We currently use third-party online tools:

  • Eventbrite to manage your booking and payment details. Eventbrite uses servers that are based in the US, therefore personal information is transferred outside of the EEA. For more information please view Eventbrite’s privacy policy.

We will retain information about your booking/registration for 12-months, at which point we will delete your details.

Contacting us via social media

We use LinkedIn and Twitter for social media interactions. If you send us a private or direct message via social media the message will be stored on their site. It will not be shared with any other organisations.

Emailing us

We use G Suite to encrypt and protect email traffic in line with government standards. If your email service does not support G Suite, you should be aware that any emails we send or receive may not be protected in transit.

We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

Visitors to our Website

When you visit our website, we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to various parts of the website. The information is only processed in a way which does not identify anyone. However, whilst we cannot identify you from your visits to our website, the Privacy and Electronic Communications Regulations (PECR) require consent to store a cookie on any device. When you land on our page, you will be presented with the option to opt-in to 'statistics' and 'marketing'. We use Cookie Bot to manage our consent.

To opt-out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.

Your Rights

As an individual whose personal data is processed by Sue Rees Associates you have these rights

  • The right to be informed, which is what this privacy policy is for.
  • The right to access what data we hold about you.
  • The right to object to direct marketing – either use the unsubscribe option or contact us directly.
  • The right to object to processing carried out on the basis of legitimate interests.
  • The right to erasure (in some circumstances).
  • The right to data portability.
  • The right to have your data rectified if it is inaccurate.
  • The right to have your data restricted or blocked from processing.

If, at any time, you want to verify, update or amend your personal data please email info@suerees.co.uk

You also have the right to lodge a complaint about our processing with the UK’s Information Commissioner’s Office (hyperlink https://ico.org.uk/).

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 01/06/2020.