Privacy Notice

Claritas Legal & Compliance Ltd provides business-to-business employment law and recruitment compliance consultancy services.

For the purposes of UK data protection law, Claritas Legal & Compliance Ltd is the controller of the personal information described in this notice.

Company name: Claritas Legal & Compliance Ltd
Company number: 17250122
Registered in: England and Wales
Registered office: 82A James Carter Road, Mildenhall, Suffolk, IP28 7DE
Telephone: 0330 043 0713
Email: info@claritaslc.co.uk
Website: www.claritaslc.co.uk

This Privacy Notice explains how we collect, use, store and share personal information when you:

• Visit our website
• Contact us by email or through an enquiry form
• Enquire about our services
• Become a client or act on behalf of a client organisation
• Attend training or receive consultancy support
• Receive business updates or Insights communications from us, where applicable
• Make a complaint or raise a concern

Depending on your interaction with us, we may collect:

• Your name
• Your job title and organisation
• Your business contact details, including email address and telephone number
• Details you submit through our website enquiry form
• Correspondence and communications with you
• Information required to assess an enquiry or deliver agreed services
• Information contained in documents provided to us as part of a consultancy engagement
• Billing, payment and transaction information
• Training attendance or booking information
• Complaints and feedback information
• Technical information relating to use of our website, where applicable, such as IP address, browser information and cookie preferences

We may use personal information to:

• Respond to enquiries
• Consider whether we are able to assist
• Communicate with prospective clients and client contacts
• Provide agreed consultancy, document, training or ongoing support services
• Manage our business relationship with clients and suppliers
• Prepare proposals, terms of business, invoices and payment records
• Maintain records relating to work carried out
• Deal with complaints and feedback
• Comply with legal, regulatory, insurance, tax and professional obligations
• Protect the security and integrity of our website and business systems
• Provide business updates or marketing communications where lawful and appropriate

Contract

Where processing is necessary to take steps at your request before entering into a contract, or to perform a contract with you or the organisation you represent.

Legitimate interests

Where processing is necessary for our legitimate business interests, including responding to business enquiries, managing client and supplier relationships, operating our website, maintaining business records, developing our services and communicating with business contacts, provided those interests are not overridden by your rights and interests.

Legal obligation

Where we need to use or retain information to comply with a legal, regulatory, tax, insurance or professional obligation.

Consent

Where you have given consent, for example in relation to certain marketing communications or non-essential website cookies where consent is required. You may withdraw consent at any time.

We may send relevant business-to-business communications about our services, Insights, training or legal and compliance developments where permitted by law and where we consider the content may be relevant to your professional role or organisation.

You can ask us to stop sending marketing communications at any time by using the unsubscribe option provided, where applicable, or by contacting us at info@claritaslc.co.uk.

We do not sell personal information to third parties.

We may share personal information where necessary with:

• Website, email, document storage, IT and other service providers supporting our business
• Professional advisers, including accountants, insurers and external advisers
• Payment, invoicing or bookkeeping providers, where used
• Regulators, professional bodies, courts, tribunals, law enforcement bodies or public authorities where required or permitted by law
• Other professional service providers where this is necessary in relation to an enquiry or agreed service and is permitted by law

We only share information where there is a proper reason to do so and will take appropriate steps to protect personal information.

Some technology or service providers may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we will take appropriate steps to ensure that it is protected in accordance with applicable data protection law.

We will keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including to comply with legal, regulatory, tax, insurance and professional requirements.

• Enquiries that do not lead to work being undertaken may be retained for up to 12 months
• Client files and records relating to completed work may generally be retained for up to six years after the work concludes, unless a longer period is appropriate or required
• Financial and transaction records will be retained for the period required by applicable tax and accounting obligations
• Complaint records may generally be retained for up to six years after the complaint is concluded
• Marketing preference records may be retained for as long as necessary to respect your communication choices

Specific retention periods may vary depending on the nature of the information and the circumstances.

Our website may use cookies or similar technologies to operate correctly, remember preferences, understand how visitors use the site or support additional features.

Where cookies are strictly necessary for the website to function, they may be used without consent.

Where non-essential cookies are used, such as analytics or marketing cookies, we will provide information about them and obtain consent where required.

Depending on the circumstances, you may have the right to:

• Request access to your personal information
• Ask us to correct inaccurate or incomplete information
• Ask us to erase personal information
• Ask us to restrict how personal information is used
• Object to certain processing
• Request transfer of certain information
• Withdraw consent where we rely on consent

These rights are subject to legal requirements and may not apply in every circumstance.

To exercise any of these rights, please contact us at info@claritaslc.co.uk.

If you have concerns about how we use your personal information, please contact us first so that we can try to resolve the issue.

You also have the right to make a complaint to the Information Commissioner’s Office, the UK supervisory authority for data protection matters.

We may update this Privacy Notice from time to time to reflect changes to our services, website functionality or legal requirements.

The latest version will be published on our website.

Last updated: [INSERT PUBLICATION DATE BEFORE SITE GOES LIVE]