Auston Legal Limited – Privacy Policy
Auston Legal Limited (company number 08327507) ("Auston Legal", "we", "us" or "our") is committed to protecting the privacy of our candidates, clients and users of our website. We want to provide a safe and secure user experience.
This policy sets out how Auston Legal uses and protects your personal data. Auston Legal is the controller and responsible for your personal data.
Contact
If you have any questions about this privacy policy, including any requests to exercise your legal rights (paragraph 8), please contact Adam Houghton (Director):
E-mail: Adam@AustonLegal.com
Direct: 020 3129 1143
Website: www.austonlegal.com
Contents
Personal data we collect (paragraph 1)
How we collect your personal data (paragraph 2)
How we use your personal data (paragraph 3)
Sharing your personal data (paragraph 4)
International transfers (paragraph 5)
Data security (paragraph 6)
How long we keep your personal data for (paragraph 7)
Your rights (paragraph 8)
Complaints (paragraph 9)
Changes to this privacy policy or personal data (paragraph 10)
Third party links (paragraph 11)
1. The personal data we collect
We will collect your personal details, including your name and contact details (phone number and e-mail address) and other relevant information from your Curriculum Vitae ("CV").
We may process, in accordance with local regulations, certain sensitive personal data (known as special category data under the UK GDPR) where you include it in information you send to us e.g. if you include information about your health, religion or ethnic origin in the CV you send to us.
2. How we collect your personal data
We use different methods to collect data from and about you including through:
Your interactions with us. You may give us personal data by filling in our Enquiry Form on our website, by post, by phone or by email.
Clients/potential clients. If you are contacting us regarding our services from a business, we may receive personal data about you through your colleagues.
Third parties. If you provide information on third party sites such as LinkedIn, we may collect your data from those sites.
3. How we use your personal data
The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:
Performance of a contract with you: Where we need to perform the contract we are about to enter into or have entered into with you.
Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud and enable us to give you the best and most secure customer experience. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) 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).
Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis.
Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an email newsletter.
Where you are a candidate, we may process your personal data on the basis that we have a legitimate interest to do so. Our legitimate interests are:
To match you with appropriate job roles, to assist us in finding a position that is most suitable for you and to send your personal data to clients in order to apply for jobs;
To maintain our business relationship with you;
To enable you to submit your CV for general application or to apply for specific jobs;
To retain your details and notify you about future job opportunities other than the specific role for which you might have contacted us; and
To fulfil contractual obligations with our clients.
Where you are a client, we process your personal data to be able to perform our contract with you. This includes to find suitable candidates for roles you have instructed us to find candidates for, and to maintain our business relationship with you.
Where you are a website visitor and you submit an enquiry form to us, and where you do not fall under the above (candidate or client), we process your personal data for our legitimate interests, which are to respond to your query.
4. Sharing your personal data
We may share your personal data where necessary to meet the purposes set out at paragraph 3.
Our clients; we may disclose your personal data to our clients where you have asked us to submit a job application on your behalf.
Trusted third parties; we may need to share your personal data with our client’s trusted third parties, for example for employment referencing checks, professional qualification checks, and to verify the details you have provided us.
Third parties that provide us with services; these services, such as website hosting and IT support, allow us to operate our business, and the third parties may have access to your personal data. We will only allow such third parties to use your personal data in accordance with our instructions and only for their specified purposes.
Regulatory and Law Enforcement; if we receive a request from a regulatory body or law enforcement agency, and if permitted under the UK GDPR and other legislation, we may disclose certain information to those bodies or agencies.
Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way set out in this privacy policy.
5. International transfers
We do not share your personal data outside of the UK.
6. Data Security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
7. How long we keep your data for
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purpose of satisfying any legal, regulatory, tax, accounting or reporting requirements.
We may retain your personal data for longer in the event of a complaint or we reasonably believe there is a prospect of litigation in respect to our relationship with you (or your employer, if applicable).
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.
In some circumstances you can ask us to delete your data: see paragraph 8 below for further information.
8. Your rights on personal data we hold about you
You have certain rights in relation to personal information we hold about you. Details of these rights and how to exercise them are set out below. We will require evidence of your identity before we are able to act on your request.
Right of Access
You have the right at any time to ask us for a copy of the personal information about you that we hold.
Right of Correction or Completion
If personal information we hold about you is not accurate, out of date or incomplete, you have a right to have the data rectified, updated or completed.
Right of Erasure
In certain circumstances, you have the right to request that personal information we hold about you is erased e.g. if the information is no longer necessary for the purposes for which it was collected or processed or our processing of the information is based on your consent and there are no other legal grounds on which we may process the information.
Right to object to or restrict processing
In certain circumstances, such as when we rely on legitimate interests, you may have the right to object to our processing of your personal information by contacting us. In some cases we may show that we have compelling legitimate grounds to process your information which override your right to object. You may also have the right to restrict our use of your personal information, such as in circumstances where you have challenged the accuracy of the information and during the period where we are verifying its accuracy.
Right of Data Portability
In certain instances, you have a right to receive any personal information that we hold about you in a structured, commonly used and machine-readable format. You can ask us to transmit that information to you or directly to a third party organisation. The above right exists only in respect of personal information that:
- you have provided to us previously; and
- is processed by us using automated means.
While we are happy for such requests to be made, we are not able to guarantee technical compatibility with a third party organisation's systems. We are also unable to comply with requests that relate to personal information of others without their consent.
How to exercise your rights. If you wish to exercise any of the rights set out above, please contact us using the contact details above.
No fee usually required. You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
What we might need from you. If you make a request by phone or in person, we may ask you to submit a written request and provide further information. We may also need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
9. Complaints
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
10. Changes to the privacy policy and your duty to inform us of changes
We keep our privacy policy under regular review. This version was last updated on 15 November 2024.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, for example a new address or email address.
11. Third-party links
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.