Staff Without Borders customer privacy notice
This privacy notice tells you what to expect us to do with your personal information.
- Contact details
- What information we collect, use, and why
- Lawful bases and data protection rights
- Where we get personal information from
- How long we keep information
- Who we share information with
- How to complain
Contact details
Telephone
+441416732999
Info@staffwithoutborders.com
What information we collect, use, and why
We collect or use the following information to provide and improve products and services for clients:
- Names and contact details
- Addresses
- Gender
- Pronoun preferences
- Occupation
- Payment details (including card or bank information for transfers and direct debits)
- Transaction data (including details about payments to and from you and details of products and services you have purchased)
We collect or use the following personal information for the operation of client or customer accounts:
- Names and contact details
- Addresses
- Purchase or service history
We collect or use the following personal information for the prevention, detection, investigation or prosecution of crimes:
- Names and contact information
We collect or use the following personal information for information updates or marketing purposes:
- Names and contact details
- Addresses
We collect or use the following personal information for research or archiving purposes:
- Names and contact details
- Addresses
We collect or use the following personal information to comply with legal requirements:
- Name
- Contact information
We collect or use the following personal information to protect client welfare:
- Names and contact information
We collect or use the following personal information for recruitment purposes:
- Contact details (eg name, address, telephone number or personal email address)
- Employment history (eg job application, employment references or secondary employment)
- Education history (eg qualifications)
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Address
- Purchase or service history
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
- Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
- Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
- Your right to erasure – You have the right to ask us to delete your personal information. You can read more about this right here.
- Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
- Your right to object to processing – You have the right to object to the processing of your personal data. You can read more about this right here.
- Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
- Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- **Legitimate Interest for Collecting and Using Personal Information** Our legitimate interest in collecting and using personal information lies in our commitment to providing and enhancing the quality of our products and services for our clients. This includes: 1. **Customer Satisfaction**: Understanding customer needs and preferences to deliver tailored solutions and ensure a high level of satisfaction. 2. **Product Improvement**: Analyzing usage data to identify areas for improvement and innovation in our products and services. 3. **Personalized Experience**: Offering personalized recommendations and services to enhance user experience and engagement. 4. **Efficient Service Delivery**: Streamlining operations and processes to provide efficient and effective service to our clients. 5. **Compliance and Security**: Ensuring compliance with legal obligations and maintaining the security and integrity of our systems and data. By collecting and utilizing personal information responsibly and transparently, we aim to foster trust and build long-lasting relationships with our clients. —
Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- **Legitimate Interest for Collecting and Using Personal Information for Account Operation** Our legitimate interest in collecting and using personal information for the operation of client or customer accounts includes: 1. **Account Management**: Ensuring the effective and efficient management of client or customer accounts, including account setup, maintenance, and closure. 2. **Customer Support**: Providing timely and personalized customer support and service to address any inquiries, issues, or concerns. 3. **Transaction Processing**: Facilitating the accurate and secure processing of transactions, orders, and payments. 4. **Service Delivery**: Delivering the products and services that clients or customers have requested and ensuring their proper functioning. 5. **Compliance**: Adhering to legal and regulatory requirements related to the management and operation of accounts. 6. **Security**: Safeguarding client or customer information to protect against fraud, unauthorized access, and other security threats. 7. **Communication**: Keeping clients or customers informed about their account status, updates, and relevant changes or enhancements to our services. By responsibly managing personal information, we aim to provide a seamless and secure experience for our clients and customers.
Our lawful bases for collecting or using personal information for the prevention, detection, investigation or prosecution of crimes are:
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- **Legitimate Interest for Collecting and Using Personal Information for Crime Prevention and Investigation** Our legitimate interest in collecting and using personal information for the prevention, detection, investigation, or prosecution of crimes includes: 1. **Protecting Clients and Employees**: Ensuring the safety and security of our clients, employees, and the general public by preventing potential criminal activities. 2. **Fraud Prevention**: Identifying and mitigating fraudulent activities that could harm our business and stakeholders. 3. **Regulatory Compliance**: Adhering to legal obligations and regulatory requirements related to crime prevention and reporting. 4. **Security Measures**: Implementing security protocols and monitoring systems to safeguard our premises, assets, and information systems. 5. **Collaboration with Authorities**: Assisting law enforcement and regulatory bodies in the investigation and prosecution of criminal activities. 6. **Risk Management**: Reducing the risk of crime-related incidents that could impact our operations and reputation. By responsibly managing personal information, we aim to create a secure environment for everyone connected to our organization.
Our lawful bases for collecting or using personal information for information updates or marketing purposes are:
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- **Legitimate Interest for Collecting and Using Personal Information for Information Updates and Marketing** Our legitimate interest in collecting and using personal information for information updates and marketing purposes includes: 1. **Keeping Clients Informed**: Ensuring that clients and customers are up-to-date with the latest news, updates, and changes related to our products and services. 2. **Tailored Marketing**: Providing personalized marketing content that aligns with the interests and preferences of our clients and customers, enhancing their overall experience. 3. **Improving Services**: Gaining insights into customer feedback and behavior to refine and improve our products and services. 4. **Engagement and Loyalty**: Building stronger relationships with our clients and customers by keeping them engaged and informed through relevant and timely communications. 5. **Promotional Offers**: Informing clients and customers about special offers, promotions, and events that may be of interest to them. 6. **Market Research**: Conducting market research to better understand our clients’ needs and preferences, helping us to innovate and stay competitive. By responsibly managing personal information, we aim to provide valuable and relevant updates that benefit our clients and customers.
Our lawful bases for collecting or using personal information for research or archiving purposes:
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- **Legitimate Interest for Collecting and Using Personal Information for Research and Archiving** Our legitimate interest in collecting and using personal information for research and archiving purposes includes: 1. **Advancing Knowledge**: Conducting research to gain new insights and knowledge that can drive innovation and improve our products and services. 2. **Historical Records**: Preserving important historical records and data that contribute to the long-term understanding of our business, industry, and community. 3. **Data Analysis**: Analyzing data to identify trends, patterns, and opportunities that inform strategic decisions and enhance our offerings. 4. **Compliance and Reporting**: Meeting legal, regulatory, and compliance requirements for data retention and reporting. 5. **Quality Improvement**: Using archived data to review past performance and identify areas for quality improvement. 6. **Educational Purposes**: Supporting educational initiatives and collaborations with academic institutions through access to valuable data and research findings. By responsibly managing personal information, we aim to contribute to the advancement of knowledge and the preservation of important historical data.
Our lawful bases for collecting or using personal information to comply with legal requirements:
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- **Legitimate Interest for Collecting and Using Personal Information to Comply with Legal Requirements** Our legitimate interest in collecting and using personal information to comply with legal requirements includes: 1. **Legal Compliance**: Ensuring that we adhere to applicable laws, regulations, and legal obligations that require the collection and use of personal information. 2. **Regulatory Reporting**: Fulfilling our duty to provide accurate and timely information to regulatory authorities and government bodies. 3. **Audit and Inspection**: Facilitating internal and external audits and inspections to verify compliance with legal and regulatory standards. 4. **Legal Proceedings**: Collecting and preserving information necessary to support or defend against legal claims, disputes, or investigations. 5. **Risk Management**: Identifying and mitigating legal risks associated with our operations and activities. 6. **Contractual Obligations**: Ensuring compliance with contractual obligations that necessitate the collection and use of personal information. By responsibly managing personal information, we aim to meet our legal obligations and operate within the framework of applicable laws and regulations.
Our lawful bases for collecting or using personal information to protect client welfare are:
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- **Legitimate Interest for Collecting and Using Personal Information to Protect Client Welfare** Our legitimate interest in collecting and using personal information to protect client welfare includes: 1. **Safety and Security**: Ensuring the safety and well-being of our clients by monitoring and responding to potential risks or threats. 2. **Health and Well-being**: Providing necessary support and services to address the health and well-being needs of our clients. 3. **Fraud Prevention**: Protecting clients from fraudulent activities and ensuring the integrity of our services. 4. **Personalized Support**: Offering tailored assistance and interventions to meet the specific needs and circumstances of our clients. 5. **Crisis Management**: Responding effectively to emergencies and critical situations to ensure the welfare of our clients. 6. **Privacy Protection**: Safeguarding clients’ personal information to prevent misuse or unauthorized access. By responsibly managing personal information, we aim to create a secure and supportive environment for our clients, ensuring their overall welfare and peace of mind.
Our lawful bases for collecting or using personal information for recruitment purposes are:
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Our legitimate interest in collecting and using personal information for recruitment purposes is to efficiently and effectively evaluate candidates’ qualifications and suitability for open positions within our organization. This information allows us to make informed hiring decisions, ensure a diverse and capable workforce, and manage the recruitment process in a fair and transparent manner. Additionally, it helps us to identify and attract top talent, streamline our hiring procedures, and comply with applicable employment and data protection laws.”
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Our legitimate interest in collecting and using personal information for addressing queries, complaints, or claims is to provide timely and effective customer support. This allows us to resolve issues, answer questions, and process claims efficiently. Collecting this information ensures that we understand the nature of the query or complaint, can investigate thoroughly, and respond appropriately. Additionally, it helps us to improve our services, maintain customer satisfaction, and ensure compliance with applicable legal and regulatory requirements
Where we get personal information from
- Directly from you
How long we keep information
| Data Type | Retention Period | Reason for Retention | Disposal Method |
| Personal Identification Information (PII) | 5 years | Legal and regulatory requirements | Secure deletion |
| Customer Contact Information | 3 years | Business needs and customer service | Anonymisation |
| Employee Records | 7 years | Tax regulations and audits | Secure deletion |
| Marketing Data | 2 years | Business analysis and marketing campaigns | Anonymization |
Who we share information with
Others we share personal information with
- Emergency services
- Regulatory authorities
- External auditors
- Organisations we’re legally obliged to share personal information with
- Suppliers and service providers
- Professional consultants
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint