(Revised: 24th May 2018)
This Privacy Notice explains in detail the types of personal data we may collect about various individuals when they interact with us. It also explains how we’ll store and handle that data, and keep it safe.
We know that there’s a lot of information here but we want individuals to be fully informed about their rights, and how The Clean Space uses personal data.
Our overriding principle is that we will only use personal data in a way that an individual would reasonably expect. For example, client email addresses only to communicate out the service we provide or staff ID documents to prove right to work in the UK.
We hope the following sections will answer any questions you have but if not, please do get in touch with us.
It’s likely that we’ll need to update this Privacy Notice from time to time. We’ll notify you of any significant changes, but you’re welcome to come back and check it whenever you wish. It will always be on our website.
The GDPR regulations set out a number of different reasons for which a company may collect and process personal data, including:
In specific situations, we can collect and process personal data with the individual’s consent.
For example, when a potential client ticks a box to receive email newsletters or when a staff member ticks a box to confirm they are happy to share details of their DBS checks with clients.
In certain circumstances, we need personal data to comply with our contractual obligations.
For example, if a client requires a monthly audit emailed to them we will need to collect their email address. If a member of staff joins our team we will need to collect their bank details to pay them.
If the law requires us to, we may need to collect and process personal data.
For example, we must collect and maintain copies of passports and/or visas to meet the Home Office requirements for proof to work in the UK.
In specific situations, we require personal data to serve the legitimate interests of an individual or The Clean Space. This will always be in a way which would reasonably be expected as part of running our business and which does not materially impact that individual’s rights, freedom or interests.
For example, we will maintain email addresses of people who have asked for a quotation from us in the past and continue to use that data to stay in touch for when our services are needed. That will always be through personal contact (not mass emails) unless you consent to joining our mailing list.
We will also use contact details to deliver marketing information by post, email or phone telling you about products and services that we think might interest you.
We collect data from Clients, Potential Clients and Suppliers:
We collect data from Job Applicants:
We collect data from Employees and Sub-Contractor Employees:
We collect data from Competitors:
We collect data from Office Visitors:
We collect data from Website Visitors:
From Clients, Potential Clients and Suppliers:
From Job Applicants:
From Employees and Sub-Contractor Employees – same as from Job Applicants plus:
From Website Visitors:
For Potential Clients
For Job Applicants:
For Employees and Sub-Contractor Employees:
For Head Office Visitors:
For Website Visitors:
We take data security very seriously. With this in mind we will treat your data with the utmost care and take all appropriate steps to protect it. The includes:
Data for all individuals (regardless of category) will be held for 7 years after our last contact with them.
We have taken this decision to enable a consistent ‘7 years’ rule to apply to all personal data we hold across all categories. A consistent rule will ensure greater compliance and will not compromise the individual’s interests, rights & freedoms.
We sometimes share your personal data with trusted third parties. For example, with our 3rd party IT company or with our lawyers or accountants.
Here’s the policy we apply to those organisations to keep your data safe and protect your privacy:
Examples of the kind of third parties we work with are:
We will never share your data with third parties for their own purposes (e.g. other companies who want to sell to you).
Sometimes we will need to share your personal data with third parties and suppliers outside the European Economic Area (EEA).
If a 3rd party supplier of ours is based outside the UK (e.g. Google) then personal data may be collected and transferred outside the EEA.
If we do this, we have procedures in place to ensure your data receives the same protection as if it were being processed inside the EEA. For example, our contracts with third parties stipulate the standards they must follow at all times. If you wish for more information about these contracts please contact us.
Any transfer of your personal data will follow applicable laws and we will treat the information under the guiding principles of this Privacy Notice.
Outlined below is an overview of individuals’ rights under GDPR. Individuals have the right to request:
To exercise your rights above please contact The Data Protection Lead, The Clean Space, 4 Regent Terrace, Rita Road, London, SW8 1AW or email firstname.lastname@example.org.
If we choose not to action your request we will explain to you the reasons for our refusal.
Your right to withdraw consent
Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.
Where we rely on our legitimate interest
In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation.
We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.
You have the right to stop the use of your personal data for direct marketing activity through all channels, or selected channels. We must always comply with your request.
Checking your identity
To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice.
If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.
Our Data Protection Lead is our Founder and CEO, Charlie Mowat
Our contact details are:
The Clean Space
4 Regent Terrace
London, SW8 1AW
If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
You can contact them by calling 0303 123 1113.
Or go online to www.ico.org.uk/concerns (opens in a new window; please note we can’t be responsible for the content of external websites)
If you are based outside the UK, you have the right to lodge your complaint with the relevant data protection regulator in your country of residence. Details can be found in Section 16.
We regularly review and, where necessary, update our privacy information.
If we plan to use personal data for a new purpose, we update our privacy information. If that purpose is not something an individual would reasonably expect we communicate the changes to individuals before starting any new processing.