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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.
Retain International (“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: 30 Berners Street, London, England, W1T 3LR (company number 01593831).
You can contact us at:
Capita - Retain International
30 Berners Street
London, W1T 3AB
Telephone number: +44 20 7538 4774
Email us at firstname.lastname@example.org
Our Data Protection Officer is Jenny Coombs who can be contacted at email@example.com
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.
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.
Retain takes your privacy seriously and we will only use your personal information in the following ways:
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.
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.
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:
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.
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:
Your personal data will not be transferred outside of the UK or the European Economic Area.
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.
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 International, Barnard's Inn, 86 Fetter Lane, London, EC4A 1EN, 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.
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.
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 International, 30 Berners Street, London, W1T 3AB, 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/.