Privacy Policy for Pantheon People

At Pantheon People, we are committed to protecting the privacy and security of your personal data. This Privacy Policy outlines how we collect, use, disclose, and safeguard your information when you interact with our services, including Talent Acquisition, HR Consulting, Employee Development, Conflict Resolution, and Policy Development activities. Our operations are conducted in compliance with relevant data protection laws, including the General Data Protection Regulation (GDPR).

1. Information We Collect

We collect various types of personal information to provide and improve our HR solutions and expertise to businesses.

• Identity Data: This includes names, titles, dates of birth, and gender.
• Contact Data: Postal addresses, email addresses, and telephone numbers.
• Professional Data: Résumés/CVs, employment history, educational background, professional qualifications, skills, and references. For talent acquisition, this may include interview notes and assessment results.
• Financial Data: Bank account details for payment processing for our services (primarily for business clients).
• Technical Data: Internet Protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our site.
• Usage Data: Information about how you use our site, products, and services.
• Marketing and Communications Data: Your preferences in receiving marketing from us and your communication preferences.
• Sensitive Personal Data: In specific cases related to HR consulting or conflict resolution, we may process sensitive personal data (e.g., related to health, trade union membership, or racial/ethnic origin) with explicit consent or where legally required for employment law purposes.

2. How We Collect Your Information

We use different methods to collect data from and about you, including:

• Direct Interactions: You may give us your Identity, Contact, Professional, and Financial Data by filling in forms, communicating with us by post, phone, email, or otherwise. This includes data you provide when you:
  • Engage us for HR services;
  • Submit your CV or apply for a position through our talent acquisition services;
  • Request information about our services;
  • Subscribe to our newsletters or publications;
  • Give us feedback.
• Automated Technologies or Interactions: As you interact with our site, we may automatically collect Technical Data about your equipment, browsing actions, and patterns. We collect this personal data by using cookies and other similar technologies.
• Third Parties or Publicly Available Sources: We may receive personal data about you from various third parties and public sources as set out below:
  • Technical Data from analytics providers (e.g., Google Analytics).
  • Professional Data from publicly available sources such as LinkedIn and other professional networking sites for talent acquisition purposes.
  • Contact, Financial, and Transaction Data from providers of technical, payment, and delivery services.
  • Identity and Contact Data from data brokers or aggregators.

3. How We Use Your Information

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• To perform the contract we are about to enter into or have entered into with you (or your employer/organisation).
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where we need to comply with a legal or regulatory obligation.
• Where we have your explicit consent.

Specific purposes for which we use your data include:

• Providing HR Services: To deliver our core services, such as talent acquisition, including matching candidates with suitable roles, HR consulting, employee development, conflict resolution, and policy development.
• Communication: To respond to your inquiries, provide updates on our services, and manage our relationship with you.
• Service Improvement: To analyse and improve the effectiveness of our services and site.
• Marketing: To send you relevant information about our services, news, and events, where you have consented to receive such communications.
• Compliance and Legal Obligations: To comply with legal or regulatory requirements, respond to lawful requests, and protect our legal rights.
• Security: To maintain the security of our site and services.

4. Disclosure of Your Information

We may share your personal data with the following parties:

• Clients: For talent acquisition, we share candidate data with potential employers only with the candidate's consent.
• Service Providers: Third-party vendors and service providers who perform services on our behalf, such as IT support, data hosting, and professional advisors (e.g., lawyers, accountants). These Third-Party Processors are subject to strict data processing agreements.
• Legal and Regulatory Authorities: When required by law or to respond to valid legal processes.
• Business Transfers: In connection with a merger, acquisition, or sale of all or a portion of our assets, your data may be transferred to the acquiring entity.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

5. International Data Transfers

We primarily store and process your personal data within the UK and European Economic Area (EEA). If we transfer your personal data outside the UK/EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission or the UK.
• Where we use certain service providers, we may use specific contracts approved by the European Commission or the UK which give personal data the same protection it has in Europe/UK.

6. Data Security

We have implemented appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

7. Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

• For talent acquisition purposes, we typically retain candidate data for a period of up to three years unless a longer retention period is explicitly agreed upon or required by law.
• For clients, we retain contract and invoicing data for seven years as required by tax law.

8. Your Legal Rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:

• Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
• Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Please note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
• Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

9. Complaints

If you have any concerns about our use of your personal data, you can make a complaint to us at Pantheon People using the contact details below. You also have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).

10. Contact Details

If you have any questions about this privacy policy or our privacy practices, please contact us:

Company Name: Pantheon People

Address: A844, Rothesay, PA20 0QA, UK

Telephone: +447911099478