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Global privacy policy

Ligentia Group's Global Privacy Policy

This policy applies to all our customers, suppliers and business contacts worldwide as well as candidates applying for a role at one of our Ligentia companies.

Your privacy is important to us. When we process your personal data we comply with the applicable data protection and privacy legislation in your jurisdiction.

If you would like more information about how we process your personal data, please contact us at PrivacyEnquiries@ligentia.global.

Everything we do with your personal data counts as processing it, including collecting, storing, amending, transferring and deleting it. More information about the types of personal data we process about you and how we process that data is set out below.

Our responsibilities

The controller of the personal data that you provide to us is likely to be the Ligentia group company with which you are interacting.

If you have any questions or concerns about the ways in which we process your personal data, please contact us at PrivacyEnquiries@ligentia.global. If you are located in the US you may also contact us on 1-949-536-0755.

What data do we process about you?

Customers, Suppliers and Business Contacts

All our sales are business to business, so the personal data that we process about our customers and suppliers is limited to contact information about individual contacts at those organisations. If you are one of our contacts (including a named recipient of any of the products we deliver), any personal data we process be limited to your name, position held in your organisation, email address and telephone number.

All other information that we process, such as payment details and transaction / order data will relate to the organisation for which you work and is therefore not personal data.

We may also process your personal data if you are one of our business contacts, in which case it will usually consist of your name, email address and contact number as well as information about the organisation at which you work.

We do not collect any special categories of data about you. Special categories of data include information revealing your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, health data or information about your sexual orientation.

Candidates

If you apply for a job vacancy with us, or speculatively send us your CV, the personal data that we are likely to process about you includes:

  • identity data such as your first name, middle names, last name, marital status, title, date of birth and gender;
  • contact data such as your postal address, email address and telephone numbers;
  • background data such as your education, career background and work experience;
  • personal information such as your skills and qualities; and
  • any other information that you include on any CV, application or covering letter you send to us.

Children

We do not knowingly collect information from minors in the US. If you are a parent or guardian and believe that your child under the age of 13 has provided personal data to us without your consent, please notify us at PrivacyEnquiries@ligentia.global. If we become aware that information is or has been submitted by or collected from a minor under the age of 13, we will work to promptly delete this information.

Why do we process your personal data?

Customers, Suppliers and Business Contacts

We will process your personal data if you are an individual contact at one of the customer or supplier organisations with which we work. We process your personal data in order to maintain our relationship with the organisation with which you work and to provide or receive products and/or services from your organisation. We process your information on the grounds of our legitimate interests.

If you are a business contact or a contact of a prospective customer, we process your personal data on the grounds of our legitimate interests.

If you are a named recipient of any of the products we are delivering, we process your personal data on the grounds of our legitimate interests in fulfilling the order.

Candidates

We process your information on the grounds of our legitimate interests to determine whether or not we have a suitable vacancy for you. To the extent we need to process special categories of data about you (for example, to ensure our premises are suitably equipped for you if you attend an interview), we will do so in accordance with our legal obligations. If you provide special categories of data to us which we have not requested, we will process it on the grounds of your consent because you have voluntarily provided the information to us.

Our collection of your personal data

Customers, Suppliers and Business Contacts

We use different methods to collect data from and about you including through:

  • Direct interactions

You may give us your personal data by filling in forms on our website or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you: place an order for our products or services; submit a query about our products or services whether on our website or by email or phone; request for marketing to be sent to you; or give us feedback or contact us.

  • Automated technologies or interactions

As you interact with our website, we may automatically collect personal data about you. You can find out more information in our cookie policy available at www.ligentia.com. We do not currently respond to Do Not Track browser settings because a uniform technological standard has not yet been developed.

Candidates

We receive personal data directly from you when you contact us in respect of a specific vacancy or with a speculative approach. We may also receive information about you from recruiters and agencies that provide temporary workers.

Who will receive your personal data?

Your personal data is only transferred to the extent that this is necessary. Other than as disclosed in this privacy policy, we do not sell or share your personal data with third parties. We do not knowingly sell personal data of individuals under the age of 16. Recipients of your personal data may include:

  • third parties we engage to provide elements of our services including third party delivery companies and couriers;
  • third party providers of marketing platforms and email marketing services;
  • the hosted data centre we use;
  • any third parties to whom you ask us to transfer personal data, for example on termination or expiry of our contract with you;
  • our group companies;
  • if you are a candidate, we may provide feedback to you via the recruiter or agency that recommended you to us (if applicable);
  • legal advisers to the extent they need to see your personal data to provide us with legal advice; and
  • third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law.

We may transfer your personal data to third party providers of marketing platforms and email marketing services located in the US. Those organisations may be able to access your personal data for the provision of helpdesk and support services.

Where personal data that we process is subject to EU and/or UK GDPR and the organisation to which we transfer your personal data is registered with the EU-US Data Privacy Framework (the “DPF”) we rely on their registration and on the UK extension to the DPF. Otherwise, we rely on the incorporation of standard contractual clauses and/or the UK’s international data transfer agreement or the UK Addendum to the EU’s standard contractual clauses.

We may also transfer your personal data to group companies of Ligentia. An up to date list of Ligentia’s group companies can be accessed by contacting PrivacyEnquiries@ligentia.global. Those transfers are made on the basis of an intragroup agreement between the relevant group companies which incorporates the EU model clauses. Use of the EU model clauses means that appropriate safeguards will govern the transfer of the data. The transfers are only made for internal or corporate purposes, such as the processing of secondment information, the provision of monthly board reports, salary reviews and for other corporate reporting processes.

The following table applies to our collection, use, and disclosure of personal data in California:

Category of Personal DataCollected in the
Preceding 12 Months
How We Use ItDisclosed for Business PurposesSold in the Preceding 12 Months
Identifiers such as name, alias, postal address, unique personal identifier, online identifier, IP address, email address. social security number, driver’s license number, passport number, or other similar identifierYes; we collect name, alias, unique personal identifier, email address and potentially IP address from our customers, suppliers, business contacts and candidates.

We may also collect social security number, driver’s license number, passport number and other similar identifiers from candidates.
To communicate with you . Social security numbers may also be used for the purpose of background checks.We share this information with our service providers and business partnersNo
Personal information defined under California Civil Code section 1798.80(e)
Yes; we collect some of the categories of information listed within the definition of “Personal information” from our customers, suppliers, business contacts and candidatesTo communicate with you. Social security numbers may also be used for the purpose of background checks for candidates.We share this information with our service providers and business partnersNo
Protected personal informationNo
Commercial information (purchase history, etc.)No; any commercial information we collect from our customers relates to the organisation for which you work and is therefore not personal data
Biometric informationNo
Internet or electronic network activity information (browsing history, search history, etc.)Yes; we collect this type of information from our customers, suppliers, business contacts and candidatesTo enable use of our website, to understand how users interact with our website, to improve our services, and to receive applications for a job vacancyWe share this information with our service providers and business partnersNo
Geolocation dataNo
Audio, electronic, visual, or similar informationNo
Professional or employment-related informationYes; we collect professional information such as employer details and job role from our customers, suppliers, business contacts and candidates. We also collect employment-related information from candidates.To provide services to our customers, suppliers and business contacts and in the employment context for candidatesWe share this information with our service providers and business partnersNo
Education informationYes; we collect this type of information from candidatesFor pre-employment reviewWe share this information with our service providers and business partnersNo
InferencesNo
Sensitive personal information such as social security number, driver’s license number, passport number, account log-in, financial account or payment card number in combination with PIN or password, precise geolocation, racial or ethnic origin, citizenship or immigration status, religious or philosophical beliefs, union membership, the contents of mail, email, or text messages where we are not the intended recipient of the communication, genetic data, biometric information that uniquely identifies you, personal information about your health, or personal information about your sex life or sexual orientation Yes; some categories of sensitive personal information are collected from candidates. We do not collect payment card number in combination with PIN or password from any individuals.

How long will we keep your personal data?

Customers, Suppliers and Business Contacts

Unless we are required under applicable laws to retain your personal data for a longer period, your personal data is retained for no more than 7 years from the date of the end of our contract with the organisation for which you work, or the date of our last interaction with you, whichever is later. If we are notified by your organisation that you are no longer the appropriate point of contact or that you no longer work for that organisation we will delete your personal data within a reasonable period of receiving such notification, or we will update it to your new business contact details if we are still in contact with you. Your information will be kept securely at all times.

Following the end of the retention period, your files and personal data we hold about you will be permanently deleted or destroyed. If we are required to obtain your consent to send you marketing communications, any information we use for this purpose will be kept until you withdraw your consent, unless we have other legitimate reasons to retain the data.

Candidates

If you are successful, we will retain your personal data in line with (i) our employee facing privacy policy, a copy of which will be provided to you; or (ii) if we are not required to provide you with an employee facing privacy policy or similar document, in line with our usual company policies. If you would like more information, please contact PrivacyEnquiries@ligentia.global.

If you are unsuccessful, we will retain your application, CV and/or covering letter and any other personal data you provided to us for 6 months from the date we reach our decision in case any other suitable roles arise in which we think you may be interested, or in case you have any questions about our decision. After that date, your personal data will be permanently deleted or destroyed.

What are your rights?

The rights available to you may vary depending on data protection laws in your local jurisdiction. We have summarised the rights available in relation to our processing of personal data under UK, EEA and US legislation below. These rights apply for the period in which personal data is processed. There are certain caveats and exemptions to those rights which mean that in some circumstances the rights may not be available, if we believe that is the case upon receipt of a request from you we will let you know.  If you would like to exercise any of your rights please contact us at PrivacyEnquiries@ligentia.global.

  1. Access to your data

You have the right to ask us to confirm that we process your personal data, as well as access to and copies of your personal data. You can also ask us to provide a range of information, although most of that information corresponds to the information set out in this fair processing notice.

  1. Rectification of your data

If you believe personal data we hold about you is inaccurate or incomplete, you can ask us to rectify that information.

  1. Right to be forgotten

In some circumstances, you have the right to ask us to delete personal data we hold about you.

  1. Right to restrict processing

In some circumstances you are entitled to ask us to suppress processing of your personal data. This means we will stop actively processing your personal data but we do not have to delete it.

  1. Data portability

You have the right to ask us to provide your personal data in a structured, commonly used and machine-readable format so that you are able to transmit the personal data to another data controller.

  1. Right to object

You are entitled to object to us processing your personal data:

  • if the processing is based on legitimate interests or performance of a task in the public interest or exercise of official authority;
  • for direct marketing purposes (including profiling); and/or
  • for the purposes of scientific or historical research and statistics.

We do not intend to use your personal data to send you direct marketing, for targeted advertising purposes, nor for scientific or historical research and statistics.

  1. Right of no discrimination

You have the right to not be discriminated against for exercising any of these rights.

Automated decision making

Automated decision making (profiling) means making a decision solely by automated means without any human involvement.

We do not carry out any automated decision making using your personal data.

Your right to complain about our processing

If you have any concerns about how we have processed your personal data, please get in touch with us first so we can try to help. You can also report your concerns to the supervisory authority in your jurisdiction.