How We Use Your Information
This privacy notice tells you what to expect when we collect and store personal information about you. It applies to information we collect about:
- Visitors to our websites;
- People and companies who use our services, eg who work with us, subscribe to our newsletter or request a publication from us;
- Job applicants and our current and former employees.
Complainants and other individuals in relation to a data protection or freedom of information matter;
Visitors to our websites
When someone visits our web site [www.clive.co.uk] 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 the various parts of the site. This information is only processed in a way that does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Our website search and decision notice search is powered by a third party. Search queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by either Clive Agency Limited or any third party.
We use a third party provider, Dotmailer, to deliver our e-newsletters. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter. For more information, please refer to Dotmailer’s privacy notice.
Security and performance
We use a third party service to help maintain the security and performance of our website. To deliver this service it processes the IP addresses of visitors to our web site.
We use a third party service, WordPress, to publish our blogs and newsletters, and some of our project specific microsites. These sites are hosted at either Pixel Internet and/or Heart Internet depending on the nature of the specific project. We use a standard WordPress service to collect anonymous information about users’ activity on the site, for example the number of users viewing pages on the site, or to monitor and report on the effectiveness of the site and help us improve it. WordPress requires visitors that want to post a comment to enter a name and email address which may be forwarded to us. For more information about how WordPress processes data, please refer specifically to their privacy notice.
People who contact us via social media
We deal with all our social media interactions in-house. If you send us a private or direct message via social media the message will be stored by us for up to three months. It will not be shared with any other organisations.
People who email us
We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with our Cyber Essentials Accreditation. If your email service does not support TLS, 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.
People who make a data security related request to us
When we receive a request from a person or company relating to the collection of data and personal information we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do compile and maintain statistics showing information like the number of complaints we receive, but not in a form that identifies anyone.
We would usually need to disclose the identity of the requestor to whoever the request is about. This is inevitable where, for example, the accuracy of a person’s records is in dispute. If a requestor doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle such a request on an anonymous basis.
We will keep personal information contained in these files in line with our retention policy. This means that information relating to a request will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent matters and to check on the level of service we provide.
People or companies who use our services
Clive Agency Limited offers various services to businesses and on occasion to the public. We sometimes use a third party to deal with some of our registration platforms, but they are only allowed to use the information collected in connection with the registration process that they may be running.
We have to hold the details of the people who have given information to us in order to provide it to third parties as we go about the fulfilment of our duties as an event management agency. However, we only use these details to provide the service that the company or person has requested and for other closely related purposes. For example, we might use information about people who have requested to be on our mailing list to carry out a survey to find out if they are happy with the level of service they received. Or we might provide personal information to a hotel or airline in order to make reservations on behalf of our clients or their employees or guests.
When people do subscribe to our newsletters or blogs, they can cancel their subscription at any time and we will always provide an easy way of doing this.
People who register (notify) under the Data Protection Act 1998
Many businesses are required by law to ‘notify’ certain specified information to the Information Commissioner. This may contain personal information, for example where the business is a sole trader. If we were required to do this, the information would be included into a register that the ICO is required by law to make publicly available. We cannot therefore give any guarantees as to how the information that we might be required to provide and is contained on the register will be used by those accessing it.
When a client appoints us to work with them we will ask for the contact details of a relevant member of staff. We will use this information for our own purposes, for example where we have a query about a particular or require personal information relating to the project that we are running on that client’s behalf, or to keep them updated about news and developments within our business, We will not put this information in the public domain. We will also provide an easy way for anyone whose details we hold, to be removed from our systems.
When we request information as part of a registration process or as part of a project we run on behalf of one of our clients, we will make it clear where the provision of information is required by us as we carry out our service to our client and where it is provided voluntarily.
If would like more information about the information we hold about you, would like to amend that data or require us to delete that data please contact us by emailing us at the following address:
Alternatively you can call us or write to us using the following contact information:
How We Use Your Information
Data held in relation to job applicants as well as current and former employees
Clive Agency Limited is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at firstname.lastname@example.org.
Q: What will we do with the information you provide to us?
A: All of the information you provide during the 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 or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors 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.
Q: What information do we ask for, and why?
A: We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.
If you use our online application system, this will be collected by a data processor on our behalf (please see below).
We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.
You will also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way which can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.
Our hiring managers shortlist applications for interview. They will not be provided with your name or contact details or with your equal opportunities information if you have provided it.
We might ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by the ICO.
If you are unsuccessful following assessment for the position you have applied for, we may ask if you would like your details to be retained in our talent pool for a period of six months. If you say yes, we would proactively contact you should any further suitable vacancies arise.
If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.
You will therefore be required to provide:
- Proof of your identity – you will be asked to attend our office with original documents, we will take copies.
- Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies.
- You will be asked to complete a criminal records declaration to declare any unspent convictions.
- We will contact your referees, using the details you provide in your application, directly to obtain references
- We may also ask you to complete a questionnaire about your health. This is to establish your fitness to work. This is done through a data processor (please see below).
If we make a final offer, we will also ask you for the following:
- Bank details – to process salary payments
- Emergency contact details – so we know who to contact in case you have an emergency at work
Post start date
Our Code of Conduct requires all staff to declare if they have any potential conflicts of interest, or if they are active within a political party. If you complete a declaration, the information will be held on your personnel file.
Use of data processors
Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
If you are employed by Clive Agency Limited or Clive Agency (Ireland) Limited, relevant details about you will be provided to Hanes Watts who provide payroll services for Clive Agency Limited and to GBW Tandem Accounting who provide payroll services for Clive Agency [Ireland] Limited. This will include your name, bank details, address, date of birth, National Insurance Number and salary.
If we make you a conditional offer, we may ask that you complete a questionnaire which will help to determine if you are fit to undertake the work that you have been offered, or advise us if any adjustments are needed to the work environment or systems so that you may work effectively.
We will send you a link to the questionnaire which will take you to our preferred health management’s company’s website. The information you provide will be held by them and they will provide us with a fit to work certificate or a report with recommendations. You are able to request to see the report before it is sent to us. If you decline for us to see it, then this could affect your job offer. If an occupational health assessment is required, this is likely to be carried out by a third party company and we will advise you of that company before proceeding with arrangements.
How long is the information retained for?
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. This includes your criminal records declaration, fitness to work, records of any security checks and references.
If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for a maximum of 6-months from the closure of the campaign.
Information generated throughout the assessment process, for example interview notes, is retained by us for 6-months following the closure of the campaign.
Equal opportunities information is retained for 6-months following the closure of the campaign whether you are successful or not.
How we make decisions about recruitment?
Final recruitment decisions are made by hiring managers and members of our recruitment team. All of the information gathered during the application process is taken into account.
You are able to ask about decisions made about your application by speaking to your contact within our recruitment team or by emailing email@example.com.
Under the Data Protection Act 1998, you have rights as an individual, which you can exercise in relation to the information we hold about you.
You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
Complaints or queries
Clive Agency Limited tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
Access to personal information
At Clive we try to be as open as we can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:
- give you a description of it;
- tell you why we are holding it;
- tell you who it could be disclosed to; and
- let you have a copy of the information in an intelligible form.
To make a request for any personal information we may hold, you need to put the request in writing addressing it to our HR department, or writing to the address provided below.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone or face to face.
If we do hold information about you that you believe is incorrect or erroneous, you can ask us to correct any mistakes by, once again, contacting our HR department.
Disclosure of personal information
In most circumstances we will not disclose personal data without your consent. However when we investigate a complaint, for example, we will need to share personal information with the organisation concerned and with other relevant bodies. Further information is available in our Information Charter about the factors we shall consider when deciding whether information should be disclosed.
You can also get further information on:
- agreements we have with other organisations for sharing information;
- circumstances where we can pass on personal data without consent for example, to prevent and detect crime and to produce anonymised statistics;
- our instructions to staff on how to collect, use and delete personal data; and
- how we check that the information we hold is accurate and up to date.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 23 April 2018.
How to contact us