Phi Partners Privacy PolicyDate created: 28 th March 2023IntroductionWelcome to the Phi Partners International Limited privacy policy.We are Phi Partners International Limited, a consulting firm registered in the United Kingdom, company no.
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This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.
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Generally, we do not rely on consent as a legal basis for processing your personal data, although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.4.1 Purposes for which we will use your personal dataWe have set out below, in a table format, a description of all the ways we plan to use your personal data and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.Purpose/Activity Type of data Lawful basis for processing, including basis of legitimate interest
To register you as a new customer
(a) Identity(b) Contact
Performance of a contract with you
To manage our relationship with you, which will include:(a) Notifying you about changes to our terms or privacy policy(b) Asking you to leave a review or take a survey
(a) Identity(b) Contact(c) Profile(d) Marketing and Communications
(a) Performance of a contract with you(b) Necessary to comply with a legal obligation(c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)
To enable you to partake in a prize draw, competition or complete a survey
(a) Identity(b) Contact(c) Profile(d) Usage(e) Marketing and Communications
(a) Performance of a contract with you(b) Necessary for our legitimate interests(to study how customers use our products/services, to develop them and grow our business)
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)
(a) Identity(b) Contact(c) Technical
(a) Necessary for our legitimate interests(for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)(b) Necessary to comply with a legal obligation
To deliver relevant website content and advertisements to you and measure or
Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to
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understand the effectiveness of the advertising we serve to you
(c) Profile(d) Usage(e) Marketing and Communications(f) Technical grow our business and to inform our marketing strategy)
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences
(a) Technical(b) Usage
Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy) To make suggestions and recommendations to you about goods or services that may be of interest to you
(a) Identity(b) Contact(c) Technical(d) Usage(e) Profile(f) Marketing and Communications Necessary for our legitimate interests (to develop our products/services and grow our business) To match candidate data to candidate job opportunities after collecting your CV via our portal
(a) Identity(b) Contact(c) Technical(d) Usage(e) Profile(f) Marketing andCommunications
We may use data ourselves and/or pass our data to our client organisations in the event we believe that you are suitable for a vacancy, but we will only do this with your permission (which may be verbal, written, or otherwise and may be specific or general in nature). If your data is passed to client organisations, then in these circumstances, we will be acting on behalf of our client, and the handling of your personal data will be governed by the client’s own privacy policy.
4.2 Processing your CV dataYou will normally directly provide us with most of the CV data we collect about you if you are applying for a job with us or any third party and we will keep this CV on our file. Personal data is normally submitted by you to us via our website or email or an equivalent one-to-one messaging platform. Some of your data may be taken from public sources such as LinkedIn or company or third party websites. We also collect data via browser cookies when you visit our website, which are explained in more detail below.
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Your candidate data is stored in searchable digital formats in our cloud hosting environment. We maintain a highly secure digital infrastructure with rigorous security and redundancy standards and policies. To minimise the risk of losing data, they are not held in physical form. We retain your candidate data for up to five years from first contact with us whether or not you are hired by us or any third party. This time frame is based on the expectation that interest in career opportunities are likely to remain similar, changing only in terms of seniority, over the course of roughly five years. These retention periods are subject to your data rights, including the right to request we cease processing, which are explained further below. We use your candidate data to match you with job opportunities. As a candidate, we may use and process your data ourselves in relation to our own job vacancies. We may also pass your data to our client organisations or third parties in the event we believe you are suitable for one of their vacancies, but we will only do this with your permission (which may be verbal, written, or otherwise and may be specific or general in nature). If your data is passed to our client organisation or third party, then in these circumstances we will be acting on behalf of our client or the relevant third party and the handling of your personal data will be governed by theclient’s or third party’s own privacy policy. Note that we, our client organisations and/or third parties may use and process your data in some or all of the following ways, in line with our and their privacy policies.– Assessing your suitability for a role– Contacting you for interview and examination requests– Background and credit checks (which may include using third party agencies)– Contacting your referees4.3 MarketingWe strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.4.4 Promotional offers from usWe may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).4.5 Third-party marketingWe will get your express opt-in consent before we share your personal data with any third party for marketing purposes.4.6 Opting out You can ask us or third parties to stop sending you marketing messages at any time by logging into the website and checking or unchecking relevant boxes to adjust your marketing preferences OR by following the opt-out links on any marketing message sent to you OR by contacting us at any time.
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4.7 CookiesYou can set your browser to refuse all or some browser cookies or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use,please see our cookie policy.4.8 Change of purposeWe will only use your personal data for the purposes for which we collected it unless we reasonably consider that we need to use it for another reason, and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us. If we need to use your personal data for an unrelated purpose, we will notify you, and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent in compliance with the above rules where this is required or permitted by law.
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complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you. 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, regulatory, tax, accounting or other requirements. Details of retention periods for different aspects of your personal data are set out in these terms and also the table Purposes for which we will use your personal data above.
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Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us. Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract. Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.
10.2 THIRD PARTIES
– HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.
10.3 YOUR LEGAL RIGHTSYou have 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.
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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:– If you want us to establish the data’s accuracy.– Where our use of the data is unlawful but you do not want us to erase it.– 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.– 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. 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.