Collection of information
We process personal information to enable us to provide consultancy and advisory services, to promote our services, to maintain our own accounts and records and to support and manage our employees. We will normally only collect and retain personal information about you where we have your express consent; where we need the information to fulfill a contract with you; or where the processing of the information is in our legitimate business interests.
As a PR consultancy, typically we would collect contact details such as telephone and email addresses of journalists, our clients’ employees and customers, suppliers, business associates, and other professional advisers. In most instances these will be publicly available business contact details and will be used for the purposes that you would expect such as drafting and distributing press releases, articles and case studies; organising consumer competitions; responding to journalists’ and media requests. We also process correspondence (both paper and electronic), images relating to client press stories and case studies, details relating to client competitions and reader giveaways, and mailing lists on behalf of clients.
All electronic information is stored on secure servers within the European Economic Area, specifically in Ireland and the Netherlands.
You should be aware that any emails we send or receive may not be protected in transit. We monitor any emails sent to us, including file attachments, for viruses or malicious software.
Disclosure of your information
We may disclose your personal information to third parties when permitted by law:
- With your consent
- If we are under a duty to disclose or share your information in order to comply with any legal obligation, or in order to enforce or apply our terms and other agreements.
We share information with clients, journalists, publications and suppliers but only when necessary to carry out consultancy activities such as drafting and distributing press releases, articles and case studies; organising consumer competitions; responding to journalists’ and media requests.
We will never sell your personal information to third parties for marketing purposes.
We retain personal information that we collect from you where we have an ongoing legitimate business need to do so, for example to provide you with services you have requested; to provide our consultancy services; or to comply with legal, tax or accounting requirements.
We have a data retention policy for each type of information that we hold. When there is no longer a need to retain or process personal information we will delete it securely by shredding or electronic deletion.
Job applicants, current and former employees
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 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.
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary. If you are unsuccessful for the position you have applied for, we may ask if you would like your details to be retained for three years if you wish to be considered for freelance work in the future. We will otherwise retain the information for six months from the closure of the recruitment process.
If you are a member of staff then we will ask for:
- Name, address, date of birth, national insurance number
- Bank details – to process salary payments
- Pension details so that we can offer membership of the company pension scheme
- Emergency contact details – so we know whom to contact in case you have an emergency at work
We will retain your employee file for the duration of your employment plus six years following the end of your employment. Information provided by you during the application process will also be retained in your employee fil
Under the data protection legislation, you have rights as an individual which you can exercise in relation to the information we hold about you:
- The right to be informed
- The right of access
- The right to rectification
- The right to erasure
- The right to restrict processing
- The right to data portability
- The right to object
- Rights in relation to automated decision making and profiling.
In addition, you have the right to withdraw consent at any time, where relevant
Access to personal information and complaints
We would ask that you contact us in the first instance should you have a concern about our collection and use of your personal data or if you wish to have access to the personal data that we hold about you.
You also have the right to complain to the Information Commissioner’s Office. More information about how to do this can be found by visiting the website https://ico.org.uk/concerns/ or by calling 0303 123 1113.
Phillips Profile Ltd, Officers’ Mess Business Centre, Royston Road, Duxford, Cambridge, CB22 4QH
Or by emailing firstname.lastname@example.org