Updated September 2024
Introduction
At Partnership One we are committed to being transparent about how we collect and use your personal data and in ensuring that we meet our data protection obligations under the retained EU law version of the General Data Protection Regulation ((EU) 2016/679) (the “UK GDPR”)).
This privacy notice aims to inform you about the types of personal data Partnership One collects when acting as a Data Controller, why we are able to process that information, the purposes for which the data is processed, how long we keep it, who we share it with, and whether we transfer it to other countries.
If you have questions relating to data protection, please contact your line manager or Head of Service.
Our Data Protection Officer is Helen Lamb
Partnership One’s company address is: Partnership One Ltd, C/O Thanet District Council, Cecil Street, Margate, United Kingdom, CT9 1XZ
At Partnership One we take data privacy seriously and we are committed to protecting and respecting the rights of all individuals. We are dedicated to ensuring the confidentiality and privacy of information entrusted to us and aspire to be transparent when we collect and use personal data.
This privacy notice covers the following:-
- Our contact details
- How Partnership One collects personal information
- Partnership One’s purposes and lawful bases of personal data processing
- How we store your information
- Sharing information
- International transfers
- Your rights
- Rights related requests
- How to complain
- Changes to this Privacy Notice
Our contact details
DPO Name: Helen Lamb
Partnership One company Address: Partnership One Ltd, C/O Thanet District Council, Cecil Street, Margate, United Kingdom, CT9 1XZ
Partnership One is registered with the Information Commissioner’s Office.
If you have questions or comments about this Privacy Notice or how we handle personal data, please direct your correspondence either to the above postal address (marking the envelope FAO – Data Protection Officer), or to DPO@PartnershipOne.com
How Partnership One collects personal information
At Partnership One we may obtain personal data directly from individuals in a number or ways including:
- When you fill in a form on our website
- When you give us your business card
- When you become a client
- When you submit a job application
- When you use our support and service portals
- When you email or call us
- When you visit our offices or attend events, conferences and meetings
- When you subscribe to our newsletters and user events
Partnership One may also obtain personal information indirectly from a variety of sources including:
- Third parties, such as joint marketing partners and data brokers that share business contact information with us
- Recruitment services will provide us with CV’s
- Existing clients may share their employees contact details with us
- Publicly available sources such as LinkedIn, Companies House or freely available news articles
- Companies providing security background checks
- CCTV located at Partnership One offices
- Reports that are raised through our whistleblowing process.
We will always ensure you know we are processing your personal information except where it is disproportionately difficult to do so.
Partnership One’s purposes and lawful bases of personal data processing
Partnership One processes personal data for the following reasons:
To fill job vacancies
If you submit a job application either directly or through a recruiter, we will use your information in connection with the specific job that you have applied for and will store your information for 12 months in case any legal claim for discrimination is made.
To consider you for other vacancies for which you may be suitable, which may arise during this 12-month period, we will add your information to our talent pool. If you’d rather not be added to the talent pool, or wish to be removed at any time, please let us know.
Sometimes we use publicly available sources of data such as LinkedIn to source candidate information. However, you will always be contacted before we add your information to our recruitment system and provide you with the opportunity to opt-out.
For all roles we also request equality and diversity data for monitoring purposes. This information is not mandatory, although we encourage you to provide it. We make every attempt to anonymise this information and ensure it cannot be linked back to an individual.
If you would like to remove the data that you’ve submitted to us during the recruitment process, please contact our Recruitment Team at HR@PartnershipOne.com There may be occasions where we are unable to immediately fulfil this request, including for reasons set out above.
The legal basis for processing your data for recruitment purposes is our legitimate interest in operating our business and fulfilling vacancies.
For purposes of financial management
We gather and retain business contact details for financial management purposes. Personal information such as names and contact information will be needed to ensure purchase orders, requisitions, invoices and debts are handled appropriately.
Our legal basis for processing financial information is the performance of a contract. Retention period for this type of information is up to 7 years in line with legal and tax regulations.
For some services, and in order to process transactions, Partnership One collects payment card data on behalf of customers as part of the service provision.
To send you marketing materials by email
We use your contact to send you marketing and product information. You can opt out of marketing messages at any time. We will remove your details from our marketing list if there is no activity (such as opening an email) for a 3 year period.
We only send marketing information to corporate subscribers (business emails). From time to time, we may supply some of our marketing lists to our trusted third-party brokers (prior to purchasing a list). This is to allow them to cross-reference both lists, ensuring that we receive accurate and up to date information.
We may also contact you to conduct satisfaction and market research surveys.
Our legal basis for this processing is our legitimate interest in promoting and improving our business.
To manage the security of our facilities
Some of our offices have CCTV systems that monitor the perimeter of the buildings. These collect location and time based images of you and, sometimes, of your vehicle in order to protect our buildings and assets from damage, vandalism or another crime.
Our lawful basis for the processing this data is legitimate interest to ensure the security of our business premises and help to prevent and detect crime.
Our policy is to automatically overwrite CCTV footage within 60 days.
To comply with auditing requirements
In order to maintain our certifications and to comply with our legal obligations, Partnership One is required to assist and cooperate with external third-party auditors. We may need to share your information as part of these audits.
Our legal basis for this processing is our legitimate interest in maintaining our business certifications and standards.
To train and develop our staff
We record calls that are made to our customer service centre to assist in our review of call quality standards. We use this information to help train and develop our staff.
Call recordings are retained for a period of 365 days before they are automatically deleted.
Our lawful basis for processing data for these purposes is our legitimate interest in improving our call quality standards.
How we store your information
Partnership One is dedicated to keeping your data safe. We ensure that access to your personal data is limited only to those who need to access it and those individuals are required to maintain the confidentiality of such information. Where necessary, we apply encryption and anonymisation techniques in efforts to further protect personal data.
How long we keep personal data
We retain personal data for no longer than necessary for the purposes for which it is processed, unless we are required to do so by law.
Where appropriate, we may retain personal data for the establishment, exercise or defence of legal claims.
Sharing information
We will never sell your data to third parties. Data will be shared with recognised bodies, such as HMRC where required by law.
Your rights
Your right of access – You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process.
Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances.
Your right to object to processing – You have the right to object to processing if we are using legitimate interests as our lawful basis for processing.
Your right to data portability – This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if we are processing information based on your consent or as part of a contract, or in talks about entering into a contract and the processing is automated.
Your right to withdraw consent – You can withdraw your consent that you have previously given to one or more specified purposes to process your personal data. This will not affect the lawfulness of any processing carried out before you withdraw your consent. It may mean we are not able to provide certain products or services to you and we will advise you if this is the case.
Rights related requests
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information or to exercise any of your other rights. This helps us to ensure that personal data is not disclosed to any person who has no right to receive it.
No fee is required to make a request unless your request is clearly unfounded or excessive. Depending on the circumstances, we may be unable to comply with your request based on other lawful grounds.
There are circumstances, where we have an obligation, legal or otherwise, or the right to process your personal information, and therefore your request may be challenged or denied where we believe there is good cause to do so.
How to complain
If you disagree with how we are processing your data, please contact our DPO at DPO@PartnershipOne.com or address your letter to the DPO at the Partnership One Headquarters address listed in the ‘Contact Details’ section.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Changes to this Privacy Notice
Partnership One will occasionally update this privacy notice to reflect changes in legislation, our practices and services. When we post changes to this privacy notice, we will revise the “last updated” date at the top of this privacy notice. If we make any material changes in the way we collect, use, and share personal data, we will notify you by prominently posting notice of the changes on the website. We recommend that you check this page from time to time to inform yourself of any changes in this privacy notice.