We take the protection of your personal data very seriously. This is why it is important for us to identify how we process your personal data and the controls that you have over this.
Any amendments to this policy will be identified on our website.
1. Data Controller
The data controller of the personal data that we process for you is JBP Associates Limited (“JBP”, “we”, “us” or “our”); our registered office is at 34 Smith Square, London, SW1P 3HL.
2. What personal data we collect from you and how do we collect it?
Clients and business contacts
When you contact us about an event that we have held or request a quote, attend one of our events or sign up to one of our newsletters, we will collect the following personal data from you:
- Personal details, including your work, name, email address; and
- Contact details, including your address and your phone number
When you send us a copy of your CV and/or covering email or letter, we may collect the following personal data from you:
- Personal details, including your name, and email address;
- Contact details, including your address and your phone number;
- Employment details, including details of your current employer and your employment history;
- Details of your education and any relevant training;
- Details about your interests and what you do in your leisure time.
3. Why do we collect your personal data?
We will only collect information about you if we have a lawful reason to do so. Lawful reasons include performing our contract (where you are our client) where we have a ‘legitimate interest’ (for example if you are referred to in a matter on which we are advising) and where you have given your permission for us to use your personal information in a particularly way (for example marketing or training updates).
We may collect personal information about you for the following reasons:
We use information about you to provide services to our client (this, of course, may also be you). You may have given us this information or it may have been provided by someone else as part of their involvement in the matter.
The information that we hold and process about you will depend on the type of matter we are dealing with.
If you have given us permission to do so, we will send you information promoting us and our services. This includes keeping you up to date with news on topics you have opted to receive.
We will not share your information for marketing purposes outside JBP Associates.
You can decide not to receive marketing communications or change how we contact you at any time. If you want to do so, please contact our Operations Director or write to our Business Development Team at Castlemead, Lower Castle Street, Bristol BS1 3AG.
If you ask us to not send you marketing emails, we will continue to hold enough information about you to maintain a record of your preference not to receive emails.
We tell other clients and potential clients in general terms (without revealing personal information) about the services we provide. Sometimes they ask for more details on specific examples. If we would like to give these people information specifically about you or the work we carry out for you, we will ask for your permission.
If you provided information by filling in the general enquiries form on our website, we will use that information to respond to your enquiry and to record and monitor enquiries.
We will hold any information you have provided on a recruitment application form for recruitment purposes only. We will not pass that information to anyone else without your consent. If your application is unsuccessful, we will hold the information you give us for 12 months, after which time we will delete it.
We also use the information you give us for related purposes, such as:
- meeting our legal and regulatory obligations;
- keeping records;
- analysing operational and financial systems; and
- training and quality control.
4. The General Data Protection Regulation – our obligations to you
Under the General Data Protection Regulation (GDPR), we have a legally obligation to protect any personal data that we process. To this end we will only use your personal data for the purposes we have described above.
As part of our commitment to protecting your personal data, we will:
- only process your personal data in accordance with the requirements of the GDPR and UK data protection legislation;
- keep your personal data confidential at all times, unless you have let us know that you are happy for us to share it with our suppliers;
- hold your personal data only for the following periods:
Client personal data: For the duration of the contract and for 6 years after the end of the contract; or For the duration stated in our contract with you.
Business contact personal data: 5 years
Candidate personal data: 12 months
5. Sharing your personal data
We use our preferred service providers to help us run our business. So that they can support us with our business processes, we may need to share your personal data with them. Any personal data that we share with our service providers will only be carried out in accordance with our obligations under the GDPR and UK data protection legislation.
6. Any other disclosure
We may disclose personal data to third parties in the following circumstances:
- Business reorganisation: in the event that we suffer an event of insolvency, are the subject of a merger, acquisition or sale, or undergo a business restructure, or take any steps in connection with any of the aforementioned.
- Compliance with laws: to enable us to comply with our responsibilities under applicable UK legislation and regulations, or to comply with any court orders.
- Fraud and protection of legal rights: to prevent fraudulent activity and to protect our rights and those of third parties.
7. Transfer of personal data outside of the EEA
From time to time we may:
- use service providers that are based outside of the European Economic Area (EEA); or
- use service providers whose suppliers are based outside of the EEA.
Where we transfer personal data to these service providers, before doing so we will ensure that there are adequate processes in place to protect your personal data.
We do not direct services to children under the age of 18.
9. Cookies and online analysis
Cookies are small text files that websites put on your computer so the site can remember who you are. They contain a unique, anonymous identifier, which is usually a string of letters or numbers.
We use analytical cookies in the form of Google Analytics and Google Tag Manager. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by making sure that users are finding what they are looking for easily. For more information, please view the Google Analytics cookie information page.
These cookies do not identify any person and are used only to track user experience so we can make improvements.
You can block all cookies by activating the setting on your browser that allows you to refuse the setting of cookies. However, if you do this, you may not be able to access some parts of our site. You can find more information about allowing and disabling cookies at www.allaboutcookies.org.
10. Your rights
You have the following legal rights:
- The right to ask us to confirm whether we hold your personal information and, if we do, to get a copy of the information we hold. This is known as a ‘subject access request’. Exemptions, including legal privilege, could mean you may not be entitled to receive all the information we hold on you. We will tell you if there is any information we have not provided and the reason for doing this.
- The right to have your information erased, although this may not apply if we need to continue to hold or use it for a lawful reason.
- The right to move your information to another organisation in an electronically readable form.
- The right to have inaccurate information corrected.
- The right to object to your information being used for marketing.
Please keep in mind that there are exceptions to the rights above and, although we will always try to respond to your satisfaction, there may be situations where we are unable to do so.
Please email us at email@example.com to let us know.
If you are not happy about the way in which we have processed your personal data, please email us at firstname.lastname@example.org to let us know and we will try to rectify this to your satisfaction.
Alternatively, if you wish to lodge a complaint with the Information Commissioner’s Office (ICO), you should call the ICO helpline on 0303 123 1113 or report your concern on the ICO’s website at https://ico.org.uk/concerns/.