Privacy notice

Oliver Employment Solutions Limited collects, processes and stores data.  We are the "data controller" of personal information you provide to us, and of some information provided to us by third parties.

Personal data, or personal information, means any information about you from which you can be identified. Personal data includes special category personal data (as defined by law and further described below).

This Privacy Notice applies to everyone about whom we hold personal data. 

This Privacy Notice does not form part of any contract we have with you and we may amend it from time to time. 

We may collect, store, and use some or all of the following categories of personal information about you:

· personal contact details such as name, title, addresses, telephone numbers, email addresses and business contact information;

· personal information such as your date of birth and gender;

· professional information such as job titles, experience and qualifications; 

· financial information;

· information included on invoices provided by contractors and suppliers; and

· any other information provided by you, or any third party, to us, in connection with any matter on which you or one of our clients has instructed us to act or advise.

Where necessary and legally permitted, we may also collect more sensitive information such as your racial or ethnic origin, religion, sexual orientation, political opinions, health data, trade union membership, philosophical views, or biometric and genetic data. Such information is known as “Special Category Data”.

We may also need to process data connected to criminal convictions. See “Use of Personal Data” below for further information.

We may collect your personal data in a number of ways, including:

· information which you provide directly to us;

· when we collect publicly available information about you or your business (including through electronic data sources); and

· information about you provided to us by third parties including our clients, other people with whom we are communicating when we deal with any matter for our clients, anyone referring work to us and other third parties.

How we use your personal information depends on the nature of our relationship with you. We process personal information for the following purposes:

· to provide you or a client with our services or to consider our potential supply of services;

· to deal with your enquiries and requests;

· to facilitate you providing your services to us;

· to comply with our legal and professional responsibilities; 

· determining the terms on which we work with our clients and suppliers;

· to maintain client records;

· to issue invoices and collect payment;

· to improve our services; 

· where we have other legitimate reasons, such as verifying your identity;

· in our business management and planning, including accounting, and otherwise in the furtherance of our business;

· in conducting reviews of our relationship;

· making arrangements for the extension, re-contracting or termination of our working relationship;

· seeking advice from third parties, such as a relevant expert;

· referring work out, where we are unable to assist a potential client for some reason; and

· investigating and responding to any complaint or allegation against us.

Please note that we may process your personal information without your knowledge or consent in compliance with the above where this is required or permitted by law.

We use personal information to allow us to:

· perform our contract with you;

· comply with legal obligations; and/or

· pursue legitimate interests of our own or that of third parties.

We may also use your personal information where we need to protect your interests (or someone else’s interests).

Special Category Data requires higher levels of protection. We process Special Category Data where:

· you are happy to give your explicit written consent;

· processing is necessary for the establishment, exercise or defence of legal claims;

· processing is necessary for reasons of substantial public interest; 

· it is needed to protect your interests or someone else’s interests where you are not capable of giving your consent; or

· you have already made the information public.

In relation to information about criminal convictions, we shall only use such information where:

· processing is necessary for the establishment, exercise or defence of legal claims;

· it is needed to protect your interests or someone else’s interests where you are not capable of giving your consent; or 

· you have already made the information public.

We will take all steps reasonably necessary to ensure that your information is stored and processed securely and in accordance with this Privacy Notice.

Where we are required to share information, we ensure that data protection safeguards are in place. The parties with whom we may need to share your information include:

· ​Persons related to you – Your advisers, agents, consultants, and related persons, where you ask us to, or as otherwise necessary in conducting our business.

· Persons related to us – Our clients, and their advisers, agents, consultants and related persons. We shall also engage suppliers who assist us in delivering our business, and who may have access to your personal information as part of their role. These will include, for example: IT software, applications and services, including website, email host and cloud storage providers; our bank; our insurers and insurance brokers; debt collection agencies; and other professional advisors, such as accountants and solicitors.

· Any other party where disclosure is required by law or any regulatory authority.

· Anyone else with whom we may interact on your behalf or at your request and/or where this is otherwise necessary in connection with our business. This may include solicitors we are referring work to and/or third-party experts.

Save for with your express written consent, we shall not use your personal data for marketing purposes either directly or indirectly.

We may hold copies of your personal data with cloud storage providers and this may be hosted outside of the UK.

Where required to perform our contract with you or our client (as applicable), we may transfer the personal information we collect about you to countries outside the UK.  In such circumstances, we put in place such contractual obligations necessary to ensure that your personal information receives a consistent level of protection as it would enjoy here.

If you require further information about our protective measures, please let us know.

We retain personal data only for as long as is needed to fulfil the purpose(s) for which it was collected, or otherwise as required under applicable laws or regulations.

Unless there is a justifiable reason to retain data beyond this period, all matter files will be destroyed approximately 7 years after the matter has been closed.

Depending on the information we hold about you, and the reason for us holding it, you may have certain other rights, as follows:

· the right of access to your personal data;

· the right to rectification if the personal data is inaccurate or incomplete;

· the right to erase your personal data; 

· the right to object or to restrict processing;

· the right to request the transfer of your personal data to another party; 

· the right to withdraw your consent to our processing of your personal information; and

· the right to complain to the Information Commissioner’s Office (or local equivalent) if you believe we have breached our data protection obligations.

To exercise any of these rights, or to obtain further information, please contact us.

Note that we may ask you to verify your identity, or for more information about your request. 

We keep this notice under regular review. We shall post any material changes that we may make on this page. Where appropriate, we shall notify you of the change by email.

If you have any queries, comments or concerns about your personal information or our associated practices, please let us know.