Last Updated 3 December 2018
This website is operated by Essentia Global Services Ltd (‘we/us’) and our contact details are:
Essentia Global Services Ltd, 2nd Floor, Juxon House, 100 St Paul’s Churchyard, London. EC4M 8BU, Tel +44 203 713 3535.
You may contact the UK Information Commissioner’s Office at https://ico.org.uk/concerns/handling/ to report concerns you may have about our data handling practices.
Collection of personal data
- Directly. Personal data are obtained directly from individuals in a variety of ways such as business cards, receive our newsletters, register for webinars, attend meetings or events we host, visit our offices or apply for open roles. Personal data can also be collected directly when we are establishing a business relationship, performing professional services through a contract.
- Indirectly. We obtain personal data indirectly about individuals from a variety of sources, including recruitment services, suppliers and our clients.
- Public sources— public registers (such as Companies House), news articles, sanctions lists, and Internet searches.
- Social and professional networking sites— If you register or login to our websites using social media (e.g., LinkedIn, Google, or Twitter) to authenticate your identity and connect your social media login information with us, we will collect information or content needed for the registration or login that you permitted your social media provider to share with us. That information may include your name and email address and depending on your privacy settings, additional details about you.
- Business clients— Our business clients may engage us to perform professional services which involves sharing personal data they control as part of that engagement.
- Recruitment services. We may obtain personal data about candidates from an employment agency, and other parties including former employers, and credit reference agencies.
Categories of personal data
- Commonly collected personal data. .
- Contact details (e.g., name, company name, job title, work and mobile telephone numbers, work and personal email and postal address).
- Professional details (e.g., job and career history, educational background and professional memberships, published articles).
- CCTV at our sites may collect images of visitors.
- Sensitive personal data. When we need to process sensitive personal data, it is with the consent of the individual unless it is obtained indirectly for legitimate purposes. Examples of sensitive personal data are:
- Dietary restrictions or access requirements when registering for in-person events that reveal religious beliefs or physical health.
- Personal identification documents that may reveal race or ethnic origin.
- Adverse information about potential or existing clients and applicants that may reveal criminal convictions or offences information.
- Information provided to us by our clients in the course of a professional engagement.
Legal bases for processing personal data
- Contract– to perform our contractual obligations.
- Consent– freely given consent at the time you provided your personal data to us.
- Legitimate interests– Necessity for the pursuance of out legitimate interests based on our evaluation that the processing is fair, reasonable and balanced. These include:
- Delivering services to our clients we are engaged to deliver
- Direct marketing– To deliver timely market insights and speciality knowledge we believe is welcomed by our business clients and individuals who have interacted with us.
- Legal obligations and public interests– to fulfil our obligations under relevant laws in force at the time (e.g. Money Laundering Regulations 2017), complaints and disciplinary or legal proceedings, fee disputes
Persons and organisations we may share personal data with
We may engage with several or all of the following categories of recipients who are equally bound to safeguard your personal data
- Parties that support us as we provide our services such as IT system support, archiving services, document production services and cloud-based software services, professional indemnity insurers
- Other professional advisers and subcontractors.
- Marketing services providers.
- Law enforcement or other government and regulatory agencies (e.g., HMRC) or to other third parties as required by, and in accordance with, applicable law or regulation.
- Recruitment services providers.
Transfer of personal data outside the European Economic Area
We store personal data on servers located in the European Economic Area (EEA). Occasionally, personal data may be transferred to reputable third party organisations situated inside or outside the EEA when we have a business reason and/or your consent.
Your data protection rights
- Access– on request.
- Correction– You can ask us to correct our records if you believe they contain incorrect or incomplete information about you.
- Erasure– You can ask us to erase (delete) your personal data after you withdraw your consent to processing or when we no longer need it for the purpose it was originally collected. In some circumstances we have the right to refuse the request for erasure but if applicable will provide you with our reasons
- Processing restrictions– You can ask us to temporarily restrict our processing of your personal data if you contest the accuracy of your personal data, prefer to restrict its use rather than having us erase it, or need us to preserve it for you to establish, exercise, or defend a legal claim. A temporary restriction may apply while verifying whether we have overriding legitimate grounds to process it. You can ask us to inform you before we lift that temporary processing restriction.
- Data portability– In some circumstances, where you have provided personal data to us, you can ask us to transmit that personal data (in a structured, commonly used, and machine-readable format) directly to another company if technically feasible.
- Automated Individual Decision-making– We do not intend to use automated decision-making in relation to your personal data.
- Right to Object to Direct Marketing including Profiling– You can object to our use of your personal data for direct marketing purposes, including profiling. We may need to keep some minimal information to comply with your request to cease marketing to you.
- Right to Withdraw Consent– You have the right to withdraw previously given consent any time but it will not affect the lawfulness of any processing carried out before withdrawal of consent. Upon withdrawal we may not able to provide certain products or services to you and we will advise you if this is the case. It may remain lawful for us to process your data on another legal basis such as a legal obligation on our part.
For any of the above, you need simply email us at firstname.lastname@example.org or call us on +44 203 713 3535.
To help us confirm your identity and ensure your right to access the information or to exercise any of your other rights please provide us with enough details such as your date of birth, previous or other names you have used, personal reference numbers such as VAT registration numbers, address, copy of your passport. No fee is required to make a request unless your request is clearly unfounded or excessive. We are required to respond to requests promptly and in any event within one month of receipt.
Personal data security
Appropriate technical and organisational security policies and procedures are in place to protect personal data (including sensitive personal data) from loss, misuse, alteration or destruction. Access to your personal data is limited to those who need to access it and who are required to maintain the confidentiality of such information.
Transmission of data via the Internet is never completely secure and thus we cannot ensure or guarantee the security of your data transmitted to us; any transmission is at your own risk.
Personal data retention
Unless a different time frame applies as a result of business need or specific legal, regulatory or contractual requirements, we retain personal data for seven years. We will dispose of personal data containing documents after seven years from the end of a project, filing of tax returns or the end of a business relationship.
You are responsible for retaining information we send to you in a form agreed between us. Documents and records relevant to your VAT affairs are required by law to be kept by you for six years from the end of the accounting period.
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