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Privacy Policy

Published on: 24/05/2018

1. Background

We understand that your privacy is important to you and that you care about how your personal information is used. We respect and value the privacy of all visitors to our website and will only collect and use personal information in ways that are described here, in a way that is consistent with our obligations and with your rights under the law. This Privacy Policy explains how we use your personal information, how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal information.

2. Information about us

2.1 We are Ratio.

2.2 ratio.co.uk and Ratio are trading names of the Ratio International Trading Company Limited, a company registered in the UK at Telephone House, 18 Christchurch Road, Bournemouth BH1 3NE (Registered Company Number 09641779).

2.3 The Ratio International Trading Company Limited is registered with the Information Commissioner’s Office (Registration Number ZA149417).

2.4 Our VAT number is: GB218965865.

2.5 Our Data Protection Officer is our Chief Executive Officer.

3. Personal information

3.1 Personal information is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the "GDPR") as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

3.2 Personal information is, in simpler terms, any information about you that enables you to be identified. Personal information covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

3.3 The personal information that we use is set out in Part 5, below.

4. Your rights

4.1 Under the GDPR, you have the following rights, which we will always work to uphold:

4.1.1 the right to be informed about our collection and use of your personal information. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 11;

4.1.2 the right to access the personal information we hold about you. Part 10 will tell you how to do this;

4.1.3 the right to have your personal information rectified if any of your personal information held by us is inaccurate or incomplete. Please contact us using the details in Part 11 to find out more;

4.1.4 the right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal information that we have. Please contact us using the details in Part 11 to find out more;

4.1.5 the right to restrict (i.e. prevent) the processing of your personal information;

4.1.6 the right to object to us using your personal information for a particular purpose or purposes;

4.1.7 the right to data portability. This means that, if you have provided personal information to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal information to re-use with another service or business in many cases; and

4.1.8 rights relating to automated decision-making and profiling. Part 6 explains more about how we use your personal information, including profiling.

4.2 For more information about our use of your personal information or exercising your rights as outlined above, please contact us using the details provided in Part 11.

4.3 Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

4.4 If you have any cause for complaint about our use of your personal information, you have the right to lodge a complaint with the Information Commissioner’s Office.

5. Information we collect

5.1 We may collect some or all of the following personal information from you (this may vary according to your relationship with us):

  • Name
  • Date of birth
  • Gender
  • Address
  • Email address
  • Telephone number
  • Photocopies or scans of photo ID
  • Social media accounts
  • Information about your academic record
  • Information about your current employment
  • Information about your employment history
  • Names and contact details of referees
  • Information about your preferences
  • Your credit history

    5.2 Personal information about you may also be obtained from the following third parties:

  • CallCredit
  • Behance
  • Equifax
  • Experian
  • Facebook
  • Google
  • Instagram
  • LinkedIn
  • Snapchat
  • Twitter
  • Workable

6. How we use personal information

6.1 Under the GDPR, we must always have a lawful basis for using personal information. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal information, or because it is in our legitimate business interests to use it. Your personal information may be used for one of the following purposes:

6.1.1 In connection with an application for a job at Ratio or one of the companies within Ratio’s group.

6.1.2 In connection to an enquiry you make on our website.

6.1.3 To communicate with you. This may include responding to emails or calls from you.

7. How long we keep personal information

7.1 We will not keep your personal information for any longer than is necessary in light of the reason(s) for which it was first collected.

7.2 Where you make an enquiry through our website, we will ordinarily retain your personal information for a period of up to 12 months.

7.3 Where you make an application for a job at Ratio or one of the companies within Ratio’s group, we will ordinarily retain your personal information for a period of up to 12 months.

7.4 In some circumstances we may have a legal or regulatory obligation to retain your personal information for a period of up to 7 years.

8. How and where we store personal information

8.1 We will only store or transfer your personal information within the European Economic Area (the "EEA"). The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein. This means that your personal information will be fully protected under the GDPR or to equivalent standards by law.

8.2 We share your data within the group of companies of which we are a part. Where this involves the transfer of personal information outside the EEA, our group ensures that personal information is protected by requiring all companies within the group to follow the same rules with respect to personal information usage. These are known as "binding corporate rules". More information on binding corporate rules is available from the European Commission.

8.3 We may share your data with external third parties, as detailed below in Part 9, that are based outside of the EEA.

8.4 Where we share your personal information with an external third party, we use specific contracts with external third parties that are approved by the European Commission for the transfer of personal information to third countries. These contracts ensure the same levels of personal information protection that would apply under the GDPR. More information is available from the European Commission.

8.9 Please contact us using the details below in Part 11 for further information about the particular data protection mechanism used by us when transferring your personal information to a third party.

8.10 The security of your personal information is essential to us, and to protect your data, we take a number of important measures, including the following:

8.10.1 We use appropriate technical and organisational measures to protect the personal information that we collect and process about you. The measures we use are designed to provide a level or security appropriate to the risk of processing your personal information.

8.10.2 We follow our security procedures and apply suitable technical measures, such as encryption and use of Secure Sockets Layer technology, to protect Your information.

8.10.3 Implementation of best practice security principles within Our infrastructure (e.g. use of firewalls and a DMZ).

9. How we share personal information

9.1 We may share your personal information with other companies in our group for the purposes of progressing your application for a job at Ratio. This may include subsidiaries, and our holding company and its subsidiaries.

9.2 We may sometimes contract with the following third parties to help us progress your application for a job at Ratio. These may include the provider of our recruitment software, social media providers and credit reference agencies. In some cases, those third parties may require us to input some or all of the personal information that we hold about you in order to identify you and return the information they hold about you.

9.3 We may share your information with:

  • CallCredit
  • Behance
  • Equifax
  • Experian
  • Facebook
  • Google
  • Instagram
  • LinkedIn
  • Snapchat
  • Twitter
  • Workable

    9.4 If any of your personal information is required by a third party, as described above, we will take steps to ensure that your personal information is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in Part 8.

    9.5 If any personal information is transferred outside of the EEA, we will take suitable steps in order to ensure that your personal information is treated just as safely and securely as it would be within the UK and under the GDPR, as explained above in Part 8.

    9.6 In some limited circumstances, we may be legally required to share certain personal information, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

10. How you can access your personal information

10.1 If you want to know what personal information we have about you, you can ask us for details of that personal information and for a copy of it (where any such personal information is held). This is known as a "subject access request".

10.2 All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 11. To make this as easy as possible for you, a Subject Access Request Form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.

10.3 There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

10.4 We will respond to your subject access request within 28 days and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal information within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

11. Contacting us

To contact us about anything to do with your personal information and data protection, including to make a subject access request, you can contact the Ratio team at [email protected] or by writing to Ratio HQ, Telephone House, 18 Christchurch Road, Bournemouth BH1 3NE.

12. Changes to this policy

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal information protection. We will update this page with any changes we make.

13. Implementation of Policy

This Policy shall be deemed effective as of 24/05/2018. No part of this Policy shall have retroactive effect and shall thus apply only to matters occurring on or after this date.

14. Authorisation

This Policy has been approved and authorised by: Name: Marc Biles Position: Data Protection Officer Date: 24/05/2018 Due for Review by: 24/05/2020

15. Version control

Version Author Date Description
1 Marc 07/02/2018 First draft
Address

Telephone House 18 Christchurch Road Bournemouth BH1 3NE

Call: +44 1202 638 577
Email: [email protected]

Ⓒ Copyright Ratio 2019, and beyond. All rights reserved.