Rossera Ltd – Website Visitors and Job Applicants Privacy Notice

Contents

• 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
• Who we share information with
• Sharing information outside the UK
• How to complain

Contact details

Email

enquiries@rossera.com

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

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

• Names and contact details

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 )
• Security clearance details (eg basic checks and higher security clearance)

We also collect or use the following special category information for recruitment purposes. This information is subject to additional protection due to its sensitive nature:

• Health information

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

• Names and contact details

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 set out in brief 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. Read more about the right of access.
• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
• Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
• Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
• 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. Read more about the right to data portability.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

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.

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:

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • Rossera has a legitimate interest in collecting and using business contact information to respond to enquiries, arrange demonstrations and value assessments, and provide and improve its products and services. This processing is necessary to communicate with prospective and existing clients and understand their requirements. We collect only relevant information, use it for appropriate business purposes and apply security measures to protect it. The impact on individuals is minimal and proportionate to the benefits of the processing.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

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

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • Rossera has a legitimate interest in using business contact information to provide relevant updates about our products, services and activities, and to promote our services to prospective and existing clients. This processing supports business development and helps individuals stay informed about services that may be relevant to them. We use only appropriate contact information, limit communications to relevant business purposes and provide individuals with the opportunity to opt out. We consider the impact on individuals to be minimal and proportionate to the benefits.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

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.
• 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.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • Rossera has a legitimate interest in collecting and using applicants' personal information to manage recruitment, assess suitability for roles and make informed hiring decisions. This processing is necessary to evaluate candidates fairly and efficiently. We collect only relevant information, restrict access to those involved in recruitment and retain it only for as long as necessary. The benefits of effective recruitment outweigh the limited impact on individuals, whose privacy and rights are protected through appropriate safeguards.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

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

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • Rossera has a legitimate interest in collecting and using personal information to respond to enquiries, manage complaints and resolve claims. This processing is necessary to communicate with individuals, investigate concerns and provide appropriate responses. We collect only relevant information, restrict access where appropriate and retain it only for as long as necessary. We consider the impact on individuals to be minimal and proportionate to the benefits of resolving matters fairly and effectively.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Where we get personal information from

• Directly from you
• Previous employment

How long we keep information

Who we share information with

Data processors

Pre-employment screening and background verification service providers (United Kingdom)

This data processor does the following activities for us: Conduct background checks and verify candidate information as part of our recruitment process.

Cloud-based email, productivity and document storage service providers (United States, with data processing in the UK and other applicable locations).

This data processor does the following activities for us: Provide email, communication and document storage services, including the processing and storage of personal information.

Others we share personal information with

• Professional or legal advisors
• Organisations we’re legally obliged to share personal information with

Sharing information outside the UK

Where necessary, our data processors will share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

Organisation name: Microsoft

Category of recipient: Cloud-based email, productivity and document storage services

Country the personal information is sent to: United States (subject to verification of actual transfers)

How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)

How to complain

If you have any concerns about our use of your personal information, you can make a data protection complaint to us:

Email: enquiries@rossera.com

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:

ICO Head Office
4th Floor, No.3 Circle Square
5 Hawkshaw Street
Manchester
M1 7BL

Helpline number: 0303 123 1113

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