Aretai LLP (Partnership Number: OC413798) and Aretai Risk Management Consulting Limited (Company Number: 9134717) (collectively known as “Aretai”), both of 53 Davies Street, Mayfair, London, United Kingdom, W1K 5JH, +44 (0) 20 7152 6373 specialise in helping organisations, teams and individuals realise their latent potential, connecting their people to business performance. The registered company addresses of both companies is 28 Church Road, Stanmore, London, HA7 4XR.
Through a series of consulting, coaching and executive search services to clients, Aretai looks to respond to their clients’ business needs for a specific contracted goal.
Our aim is to ensure that data of a personal nature is only used for the purposes set out in this policy.
WHAT DOES THIS POLICY COVER?
- sets out the types of personal data that we collect about you
- explains how and why we collect and use your personal data
- explains how long we keep your personal data for
- explains when, why and with who we will share your personal data
- sets out the legal basis we have for using your personal data
- explains the effect of refusing to provide the personal data requested
- explains the different rights and choices you have when it comes to your personal data
- explains how we may contact you and how you can contact us.
WHAT PERSONAL DATA DO WE COLLECT ABOUT YOU?
We collect the information necessary to be able to find available opportunities and further information needed to assess your eligibility through the different stages of recruitment. This information includes CV’s, identification documents, educational records, employer and role history, employment references, contact details such as address, email and telephone numbers.
Coaching and Development
During our coaching and development activities, in addition to information such as your name, contact details and employment or role details in which we have a legitimate interest, we may also collect sensitive personal data about you, in the form of health information, faith and religious information, diversity-related information, medical conditions, family information specifically children’s data such as name and ages. We only collect sensitive personal data from you, and further process this data, where you have given your explicit consent.
If you are receiving coaching from us, we will also process any additional information that you choose to provide to us during the coaching sessions.
WHERE DO WE COLLECT PERSONAL DATA ABOUT YOU FROM ?
We may collect personal data about you if you are using our executive search or coaching and development services. The following are the different sources we may collect personal data about you from:
- Directly from you. This is information you provide while searching for a new opportunity and/or during the different recruitment stages or during the coaching process, where relevant
- From an agent/third party acting on our behalf. e.g. automated psychometric profiling software supplier
- Through publicly available sources. For example, for Executive Search we use the following public sources:
– Internet search engines
- By reference or word of mouth. For example, an Executive Search candidate may be recommended by a friend, a former employer, a former colleague or even a present employer.
HOW AND WHY WE USE YOUR PERSONAL DATA?
We use your personal data to match your skills, experience and education with a potential employer. We will initially collect basic information on you such as contact details, job role and experience and then pass this on to the client in search of personnel. If you are chosen by the client and go through to the next stage we will then be collecting more information from you at the interview (or equivalent) stage and onwards in that manner.
Coaching and Development Programmes
If you are receiving coaching or development from us, we use your personal data to understand more about you and to assist you with understanding your skills and areas for improvement or future opportunities and options.
HOW LONG DO WE KEEP YOUR PERSONAL DATA?
We keep your information in accordance as follows:
- Candidate data: 7 years
- Client contact details: 7 years
- Coaching and/or Development candidate data: 7 years
WITH WHOM DO WE SHARE YOUR PERSONAL DATA?
Our clients operate in various diverse sectors globally, the details of which can be found here.
Your personal data is shared with the client who initiates a search for personnel, the search for which you are considered, to ascertain if you are a good fit for the available position.
Coaching and Development Programmes
Where Aretai is contracted to provide coaching or development activities for you, data that is defined under privacy regulations to be of a personal nature may be shared with the client organisation who contracts Aretai for those services. In addition, specific suppliers of automated psychological software may be in receipt of your personal data as part of the engagement for which Aretai has been contracted. These organisations are subject to the terms of Aretai data controller – data processor agreements as required by regulation and your specific consent will be sought by them at the point of your involvement with them for the purposes of such profiling.
WHAT LEGAL BASIS DO WE HAVE FOR USING YOUR PERSONAL INFORMATION?
For prospective candidates, referees, coachees and clients, our processing is necessary for our legitimate interests in that we need the information to be able to assess suitability for potential roles, to find potential candidates, to design suitable coaching and development solutions and to contact clients and referees.
If you are shortlisted as a candidate or if you are coached by us, then this may involve the processing of more detailed personal data including sensitive data such as health information that you or others provide about you. In that case we will ask for your consent before undertaking such processing.
For clients, we may also rely on our processing being necessary to perform a contract for you, for example in contacting you.
WHAT HAPPENS IF YOU DO NOT PROVIDE US WITH THE INFORMATION WE REQUEST OR IF YOU ASK THAT WE STOP PROCESSING YOUR PERSONAL INFORMATION?
If you do not provide the personal data necessary or withdraw your consent for the processing of your personal data, we may not be able to match you with available job opportunities or design and deliver coaching and/or development appropriate to your requirements.
DO WE MAKE AUTOMATED DECISIONS CONCERNING YOU?
We may make automated decisions about you during preparation for coaching or development activities. These assessments may be fully automated e.g. online psychometric or personality profiling assessments tests. We only undertake this activity with your explicit consent.
DO WE TRANSFER YOUR DATA OUTSIDE THE EUROPEAN ECONOMIC AREA (EEA)?
In performance of coaching and development activities for our client organisations, Aretai may transfer your personal data to clients and partners in countries outside the EEA. These countries privacy laws may be different from those in your home country. Where we transfer data to a country which has not been deemed to provide adequate data protection standards we always have security measures and approved model clauses in place to protect your personal data.
At present we transfer personal data to clients in the following countries outside the EEA:
- United Arab Emirates
- United States of America
To find out more about how we safeguard your information as related to transfers contact us on firstname.lastname@example.org
WHAT RIGHTS DO YOU HAVE IN RELATION TO THE DATA WE HOLD ON YOU?
By law, you have several rights when it comes to your personal data. Further information and advice about your rights can be obtained from the data protection regulator in your country.
Rights and what each means
- The right to be informed. You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we’re providing you with the information in this Policy.
This is so you’re aware and can check that we’re using your information in accordance with data protection law.
- The right to rectification. You are entitled to have your information corrected if it’s inaccurate or incomplete.
- The right to erasure. This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there’s no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.
- The right to restrict processing. You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.
- The right to data portability. You have rights to obtain and reuse your personal data for your own purposes across different services. For example, if you decide to switch to a new provider, this enables you to move, copy or transfer your information easily between our IT systems and theirs safely and securely, without affecting its usability.
- The right to object to processing. You have the right to object to certain types of processing, including processing for direct marketing (i.e. if you no longer want to be contacted with potential opportunities).
- The right to lodge a complaint. You have the right to lodge a complaint about the way we handle or process your personal data with your national data protection regulator.
- The right to withdraw consent. If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful). This includes your right to withdraw consent to us using your personal data for marketing purposes.
We usually act on requests and provide information free of charge, but may charge a reasonable fee to cover our administrative costs of providing the information for:
- baseless or excessive/repeated requests, or
- further copies of the same information.
Alternatively, we may be entitled to refuse to act on the request.
Please consider your request responsibly before submitting it. We’ll respond as soon as we can. Generally, this will be within one month from when we receive your request but, if the request is going to take longer to deal with, we’ll come back to you and let you know.
HOW WILL WE CONTACT YOU?
We may contact you by phone, email or social media. If you prefer a particular contact means over another, please just let us know.
HOW CAN YOU CONTACT US?
If you are unhappy with how we’ve handled your information, or have further questions on the processing of your personal data, contact our Data Protection Officer here:
Data Protection Officer
Policy last updated 1st August 2018