Our privacy promise to you
At Coeo Limited, we are committed to protecting and respecting your privacy.
We will always tell you what data we’re collecting about you and how we use it and will never ask for more information than we need to. We will not share your data with any third parties, unless you have consented to this; they are a trusted partner working on our behalf; or the law requires us to, and we will never sell your data.
We are committed to following industry best practices to ensure your data is stored safely and securely. We will protect the information we process about you, from accidental or unlawful access, disclosure, loss, damage or destruction.
We will always give you control over the communications you receive from us and you can stop or tell us you no longer wish to receive these, at any time.
This notice explains what personal data we process, why, how we keep it secure and your rights:
- Information we collect about you and how we use your data
We collect contact information about our subscribers, such as their name, email address and the name of the company they work for (where relevant), so we can send them the information they have requested, and to keep them up to date with our news. We only obtain and use this information when the person has opted-in and consented to receiving our e-newsletters or marketing communications. Subscribers can opt-out from receiving this information at any time by clicking on the ‘unsubscribe’ button on our emails, or emailing us at firstname.lastname@example.org We keep subscriber information until they tell us they no longer want to receive information from us.
Customers, suppliers and contractors
We collect limited personal data about our customers, suppliers and contractors. This may include their name, email address, work address and contact telephone number, along with a description of the service they have purchased or opted-in to receiving. It may also include bank account information where we are paying for a service. We will only collect relevant information where it is necessary for our legitimate interests to provide effective services to our customers, or where it is necessary for us to enter into a contract or for the performance of a contract with the individual or company they work for.
We collect personal information about individuals who want to work for us. This will include the personal information they have included in their CV and supporting application, such as their name, contact details, employment history and work experience. We need this information so we can assess the suitability of the individual to join our team and where they are successful, for taking steps into entering into a contract with them.
We collect this information either from the individual direct or from recruitment agencies, when the individual has given their consent for the agency to share their CV and other information with us.
If an individual is unsuccessful in their application to work for us, we will keep their personal data on file for 1 year and delete that information after that period has ended.
Coeo collects information about employees such as their name, contact information, previous employment history, qualifications, medical, illness or disability information, bank account details, date of birth, National Insurance Number, next of kin, suitability to work in the UK and confirmation of whether or not they have a criminal record.
We only collect information which is necessary for us to assess a person’s suitability to work for us and to enter into an employment contract with them and for the on-going performance of that contract. Where we obtain ‘special category data’, such as health information, we will only do this where it is necessary for us to carry out our obligations or exercise our rights in relation to employment, social security or social protection law or where appropriate, the individual has provided explicit consent.
We hold employee data for 7 years after the date their employment contract has ended.
- International transfers
- Who we may share your data with
We do not share personal data with other organisations except where they are a trusted partner acting on our behalf/supporting us in delivering our service to you, and they have demonstrated that they meet the requirements of the EU data protection laws. We have appropriate agreements in place with our data processors to ensure personal data is protected and handled correctly.
- How we protect your data
Coeo’s information management system has been certified as ISO 27001:2013 compliant. This means we have demonstrated that we have appropriate technical and organisational measures in place to keep data secure.
- How long we keep personal data for
We will only keep your personal data for as long as we need to, to fulfil the purposes we collected it for, and where it is necessary to satisfy any contractual, legal, accounting, or reporting obligations. After this period, we will delete or securely destroy your personal data.
- Your rights
You have the following rights over the way we process your personal data. We aim to comply with requests without undue delay, and within one month at the latest:
You have the right to:
- ask us not to use your personal data for direct marketing;
- ask us not to process your personal data where it is processed on the basis of legitimate interests, if there are no compelling reasons for that processing;
- request from us access to the personal data held about you;
- ask for the information we hold about you to be rectified if it is inaccurate or incomplete;
- ask that we stop any consent-based processing of your personal data after you withdraw that consent;
- ask, in certain circumstances, to delete the personal data we hold about you;
- to ask, in certain circumstances, for the processing of that information to be restricted;
For information about how to exercise these rights, please refer to our ‘Contact Us’ section.
- Contact Us
If you have any queries about our Privacy Notice, or would like to exercise any of your rights, please write to our Data Protection Officer at the following address:
Coeo Ltd, Data Protection Officer, NOW Building, Thames Valley Park Drive, Reading, RG6 1RB
- Complaints and feedback
We hope you will always be happy with the way we handle your information, however if we have not met your expectations, please let us know so we can put things right. If you remain unsatisfied, you have the right to complain to the Information Commissioner’s Office (ICO). The ICO’s contact details are available at https://ico.org.uk/concerns/
Data protection registration
Coeo is registered with the Information Commissioner’s Office in compliance with the UK Data Protection Act, under registration number Z1975617. Details about Coeo’s registration are available at www.ico.org.uk
Changes to this privacy notice
Any changes that we make to our Privacy Notice in the future, will be posted on our website and may be emailed to our customers or subscribers.