Retain realises the importance of providing you with a clear and honest explanation of what personal information we collect from you, how we use it, where we store it and for how long, whether or not we share your information with anyone else and what rights you have over your personal information. Personal information means information from which someone else would be able to identify you as an individual. All processing of personal data is carried out in accordance with requirements of the Data Protection Act 2018 and the UK GDPR.
- Who collects your personal information?
- How do we collect your personal information?
- What personal information do we collect about you?
- How do we use your personal information?
- What is the legal reason which allows us to use your personal information in a certain way?
- Curriculum Vitae
- Where do we store your personal information?
- How long do we keep hold of your personal information?
- Do we share or disclose your personal information?
- How can you access your personal information?
- How can you ask for your personal information to be corrected or deleted?
- Your rights over your personal information
- Other websites
- Complaints procedure
- Capita Retain Limited, 65 Gresham St, London EC2V 7NQ, United Kingdom
Who collects your personal information?
Capita Retain Limited (“Retain”) is part of Capita Plc. Retain collects the personal information from you and decides what to do with it. In compliance with Data Protection legislation, Retain is the Data Controller.
Our Registered Office address is: 65 Gresham St, London EC2V 7NQ, United Kingdom (company number 01593831).
You can contact us at:
Capita Retain Limited
65 Gresham St,
Telephone number: +44 20 7538 4774
Email us at firstname.lastname@example.org
Our Data Protection Officer is Elvira English who can be contacted at email@example.com.
How do we collect your personal information?
Retain may collect your personal information when we meet you face to face, when you contact us either on the telephone or in writing, when you visit or use our website pages and when you use our services. We also collect information from you when you voluntarily complete customer feedback surveys.
We also automatically receive and record information on our server logs from your browser including your IP address, cookie information and the pages on our website you visited.
What personal information do we collect about you?
Retain may collect your name, postal address, e-mail address, telephone number, employer’s name, work postal address and work email address.
We also automatically receive and record your IP address, cookie information and information regarding which pages on our website you access and when.
If you send your Curriculum Vitae to us we may also collect other personal details including your date of birth and National Insurance number.
When we enter into a contract with you and need to process payment from you, we may also collect financial details including bank account details.
How do we use your personal information?
Retain takes your privacy seriously and we will only use your personal information in the following ways:
- To deal with your enquiries and fulfil your requests for certain services and information
- To send you communications which you have requested
- To carry out our obligations arising from any contracts we enter into with you
- To process payment from you
- To request feedback from you on the services we provide
- To notify you of changes to our services
- To comply with the law
- For marketing purposes
- To consider your suitability for employment purposes
Please be aware, if you choose to withhold your personal information when we require it, we may not be able to provide you with the services you have requested.
What is the legal reason which allows us to use your information in a certain way?
- Legitimate purpose
We collect and use your personal information for the legitimate business purposes of communicating with you to deal with your enquiries, fulfilling your requests for services and information, sending you communications which you have requested, notifying you of changes to our services, processing payment from you where applicable and monitoring behaviour on our website to improve your browsing experience, help us to improve our website and make our marketing campaigns more relevant.
We may also need to use your personal information to perform our contract(s) with you so that we can carry out our obligations arising from any contract(s) we enter into with you or take initial steps at your request prior to entering into a contract(s).
We may also use your personal information where you give us your express consent.
- Legal obligation
We will use your personal information where we have to comply with the law e.g. we have to provide information to HMRC or to fraud agencies etc.
You have a right to object to Retain processing your personal information and if you wish to object, please contact us at firstname.lastname@example.org
If you wish us to consider you for employment within Retain, we will need to use your personal information contained within any Curriculum Vitae you send to us to consider your suitability for and to discuss with you such employment.
Where do we store your personal information?
Here at Retain, we are committed to making sure that your personal information is kept secure. In order to prevent unauthorised access or disclosure and to protect against loss we use up-to-date industry procedures to keep personally identifiable information as safe and secure as possible. We will use our best endeavours to protect your personal information but we cannot guarantee its security on transmission to the website. Any transmission is at your own risk.
We store your personal information on our servers in our data centres based in the UK. Personal information is also backed up in encrypted format and stored with Disaster Recovery Services Limited (DRS) based in the UK.
We may also store your personal information with Microsoft Office 365, a cloud service provider who will store the personal information within the European Economic Union.
We may also store your personal information with Microsoft Azure, a cloud service provider, who will store the personal information within the UK.
Our website is hosted in the UK with a G-Cloud 9 approved supplier at an ultra-secure data centre with Cyber essentials status and the following accreditations:
- ISO 27018
- ISO 27001:2013
- ISO 14001:2015
How long do we keep hold of your personal information?
We will hold your personal information only for as long as is necessary to provide our services, although sometimes we are required by law to keep your personal information for longer to comply with our legal obligations, resolve disputes and enforce our agreements. We review our retention periods for personal information on a regular basis. Please contact us at email@example.com if you require any further information about our retention periods.
Do we share or disclose your personal information?
Retain will not sell or rent your personal information to anyone. All the personal information we hold about you will be processed by our staff in the United Kingdom. We will send personal information about you to other companies or people only when:
- we have your consent to share the information
- we need to share your information to provide the product(s) or service(s) you have requested
- we need to send the information to companies who work on behalf of Retain to provide a product or service to you (unless we tell you differently, these companies do not have any right to use the personal information we provide to them beyond what is necessary to assist us)
- we respond to subpoenas, court orders or legal process
We would like to use your personal information to send you marketing information about our products and services. This information will not be shared with third parties.
If you do consent to us sending you marketing information you still have the right to object to direct marketing at any time and you can withdraw your consent at any time. Once you withdraw your consent, we will not contact you further for marketing purposes but this will not affect any personal information that has already been processed up to that point.
You can change your marketing preferences or ask us to stop contacting you for marketing purposes at any time by contacting us at firstname.lastname@example.org or telephone on +44 20 7538 4774.
How can you access your personal information?
You have a right to access your personal information by making a Subject Access Request to Retain at any time you wish to see what personal information we hold about you and how we are using it so you can be satisfied it is being processed lawfully. You can ask for copies of this information and we will usually provide it free of charge and within one month of the date we receive your request (unless there are exceptional circumstances when we may then charge a reasonable fee to cover administrative charges or advise you that we require longer to deal with your request).
If you would like a copy of some or all of your personal information you should send your Subject Access Request to email@example.com or write to us at Capita Retain Limited, 65 Gresham St, London EC2V 7NQ, United Kingdom.
Please ensure that you provide as much detail as possible about the personal information you wish to see and provide necessary proof of identification to enable us to deal with your request promptly.
How can you ask for your personal information to be corrected or deleted?
Retain want to make sure that your personal information is accurate. If you believe that the personal information we hold about you is inaccurate or incomplete, you have a right to ask us to correct it for you (right to rectification). Please contact us at firstname.lastname@example.org if you want to make such a request.
You also have a right to ask Retain to delete your personal information (right to erasure) and you should you contact us at email@example.com if you want to make such a request.
Your rights over your personal information
Please send any enquiries or requests in relation to these rights to firstname.lastname@example.org
This website may contain links to and from other websites but please be aware that once you use any of these links to leave our website, those other websites have their own privacy policies and we do not have any control over those other websites. We cannot be responsible for the protection and privacy of any information which you provide whilst visiting other websites so when you link to those other websites, you should read their own privacy policies.
We will advise you of the reason why we cannot comply with your request(s) if necessary.
If you wish to lodge a complaint on how we have handled your personal information or dealt with your request you can contact us at Capita Retain Limited, 65 Gresham St, London EC2V 7NQ, United Kingdom, United Kingdom or telephone +44 20 7538 4774 or email us at email@example.com
We will endeavour to deal with your complaint at the earliest opportunity. If you are not satisfied with our response or you believe we are not processing your personal information in accordance with current data protection legislation you can complain to the Information Commissioner’s Office at https://ico.org.uk/.