Data Protection law states we are allowed to use personal information only if we have a proper reason for doing so. This includes sharing it outside the Paxport group. The law states we must have one or more reasons for processing it:
A legitimate interest is when we have a business or commercial reason to use your information. But even then, it must not unfairly go against what is right and best for you.
We may collect personal information about you (or your business) from other companies within the Paxport Group and from these sources:
Data you give to us:
Data we collect when you use our services. This includes the amount, frequency, type, location, origin and recipients:
Data from third parties we work with:
We will keep your personal information for as long as you are a customer of Paxport Group.
After you stop being a customer, we may keep your data for up to 7 years for one of these reasons:
We may keep your data for longer than 7 years if we cannot delete it for legal, regulatory or technical reasons. We may also keep it for research or statistical purposes. If we do, we will make sure that your privacy is protected and only use it for those purposes.
As regards the recruited applicants whose data are stored in their personal file, the retention period of their data related to the selection procedure follows the period of storage of the personal file, which is six years.
The retention period for data relating to the non-recruited applicants, and unsolicited personal data, the documents related to these candidates are kept for a period of six months after which time they are destroyed.
We may share your personal information with companies within the Paxport Group and these organisations:
We may need to share your personal information with other organisations to provide you with the product or service you have chosen:
We may also share your personal information if the make-up of Paxport Group changes in the future:
Your data will be held on secure servers within the European Economic Area (“EEA”) with all reasonable technological and operation measures put in place to safeguard it from unauthorised access. Your identifiable information will be encrypted or minimised when stored in our systems.
We will only send your data outside of the European Economic Area (‘EEA’) to:
If we do transfer information to agents outside of the EEA, we will make sure that during the transfer process it is protected in the same way as if it was being used in the EEA. We’ll use one of these safeguards:
You have a right to request a copy of the personal information we hold about you, known as a data subject access request. You also have the right to request that information we hold about you which may be incorrect, or which has been changed since you first told us, is updated or removed. These requests are free of charge and can be sent to the Risk Manager, Paxport Group UK Ltd, The Landing, 125 Redcliff Street, Bristol, BS1 6HU or email@example.com.
You have the right to object to our use of your personal information, or to ask us to delete, remove, or stop using your personal information if there is no need for us to keep it. This is known as the ‘right to object’ and ‘right to erasure’, or the ‘right to be forgotten’.
There may be legal or other official reasons why we need to keep or use your data. But please tell us if you think that we should not be using it.
We may sometimes be able to restrict the use of your data. This means that it can only be used for certain things, such as legal claims or to exercise legal rights. In this situation, we would not use or share your information in other ways while it is restricted.
You can ask us to restrict the use of your personal information if:
If you want to object to how we use your data or ask us to delete it or restrict how we use it or, please contact us.
You can withdraw your consent at any time. Please contact us at firstname.lastname@example.org if you want to do so.
If you withdraw your consent, we may not be able to provide certain products or services to you. If this is so, we will tell you.
You have the right to request that we send a copy of the personal data we hold about you to another organisation for your own purposes, for example when you are dealing with a different service provider. If you would like us to move, copy, or transfer your information to another organisation please let us know. We will respond to you within one month after assessing whether or not this is possible, taking into account the technical compatibility with the other organisation in question.
We do not use your information for automated decision making.
If you wish to raise a complaint on how we have handled your personal data, you can contact us to have the matter investigated by writing to The Risk Manager, Paxport Group UK Ltd, The Landing, 125 Redcliff Street, Bristol, BS1 6HU or email email@example.com.
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law, you can complain to the Information Commissioner’s Office. Find out on their website how to report a concern.