1.0     Introduction

This privacy notice tells you what to expect Collaborate Now to do with your personal information.

•Contact details

•What information we collect, use, and why

•Lawful bases and data protection rights

•Where we get personal information from

•How long we keep information

•How to complain

 

2.0     Contact Details

Telephone:   07979 750362

Email:            info@collaboratenow.co.uk

 

3.0     What Information We Collect, Use, and Why

We collect or use the following information to provide and improve products and services for clients:

•Names and contact details

•Addresses

•Occupation

•Information relating to compliments or complaints

•Audio recordings (e.g. calls)

•Records of meetings and decisions

•Account access information

•Website user information

 

We collect or use the following personal information for the operation of client or customer accounts:

•Names and contact details

•Addresses

 

We collect or use the following personal information for information updates or marketing purposes:

•Names and contact details

•Addresses

 

We collect or use the following personal information for research or archiving purposes:•Names and contact details

•Addresses

 

We collect or use the following personal information to comply with legal requirements:

•Name

•Contact information

•Client account information

 

We collect or use the following personal information to protect client welfare:

•Names and contact information

 

We collect or use the following personal information for recruitment purposes:

•Contact details (eg name, address, telephone number or personal email address)

•Date of birth

•National Insurance number

•Copies of passports or other photo ID

•Employment history (eg job application, employment references or secondary employment)

•Education history (eg qualifications)

•Right to work information

•Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks )

 

We collect or use the following personal information for dealing with queries, complaints or claims:

•Names and contact details

•Address

•Correspondence

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4.0    Where We Store Your Personal Data

We will only send your data outside of the EEA to:

•Follow your instructions

•Comply with a legal duty

If we do transfer information to a company outside of the European Economic Area (EEA), we will make sure that it is protected in the same way as if it was being used in the EEA.

 

We will use one of these safeguards:

•Transfer it to a non-EEA country with privacy laws that give the same protection as the EEA. Learn more on the European Commission Justice website.

•Put in place a contract with the recipient that means they must protect it to the same standards as the EEA.

•Transfer it to organisations that are part of Privacy Shield. This is a framework that sets privacy standards for data sent between the US and EU countries. It makes sure those standards are similar to what is used within the EEA.

 

5.0     Lawful Bases and Data Protection Rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website. Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

•Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.

•Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.

•Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.

•Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.

•Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.

•Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.

•Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right on the ICO website.

 

If you make a request, we must respond to you without undue delay and in any event within one month.

 

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

 

5.1     Our Lawful Bases for the Collection and Use of Your Data

Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:

•Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

•Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

 

Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:

•Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

 

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

•Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

 

Our lawful bases for collecting or using personal information for research or archiving purposes:

•Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

 

Our lawful bases for collecting or using personal information to comply with legal requirements:

•Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

•Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

 

Our lawful bases for collecting or using personal information to protect client welfare are:

•Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

 

Our lawful bases for collecting or using personal information for recruitment purposes are:

•Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

 

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

•Contract – we have to collect or use the information so we can enter into or carry out a contract with you.

 

All of your data protection rights may apply except the right to object.

 

6.0     Where We Get Personal Information From

•Directly from you

•Publicly available sources

•Previous employment

 

7.0     How Long We Keep Information

We retain information for two years from last audit or at the end of subscription.

The retention period of your personal data may need to be extended where we require this to bring or defend legal claims.

 

8.0     How to Complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

 

The ICO’s address:

Information Commissioner’s Office

Wycliffe HouseWater Lane

Wilmslow

Cheshire SK9 5AF

 

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

 

9.0     Last updated

January 2025