At Ace 1-2-1 Limited, it is important to us that we ensure we safeguard and protect the privacy of our clients (also known as the data subject) at all times. This Privacy Notice is designed to explain what happens to any personal data that you provide to us, or that we collect from you and explain the purposes for which we may process your personal information and the legal basis for this.
For the purpose of the Data Protection Act 2018 and General Data Protection Regulation (GDPR), Ace 1-2-1 Ltd is what is known as the data controller where you are a client of the company. If you have been asked by Ace 1-2-1 Ltd to complete online assessments and Ace 1-2-1 Ltd is simply following the instructions of its client then, for the purpose of the Data Protection Act 2018 and Data Protection Regulation (GDPR), Ace 1-2-1 Ltd will be what is known as the data processor and the originator of the request that you complete the assessments will be considered the data controller.
Ace 1-2-1 Ltd collects and processes personal data relating to its clients in order to continue to manage the business relationship. We are committed to being transparent about how we collect and use that data and ensuring that we are meeting our data protection obligations.
Information we collect
Ace 1-2-1 Ltd collects and processes a range of information about you. This includes:
your name, address and contact details, including email address and telephone number, psychometric assessments you may have completed either as a candidate or as a coachee or as a delegate on a training workshop we run or where your organisation is using the assessments in a particular project and Ace 1-2-1 Ltd will be feeding back the results individually.
We may also collect the following:
information that you provide by filling out any surveys or responding to emails. We will only use your personal confidential data with your consent or if there is a legal requirement to do so;
information that you provide to us when you communicate with us for any reason.
Ace 1-2-1 Ltd collects this information in a variety of ways. For example, if you are a candidate and the company involved in your potential recruitment has asked that we send out links for you to complete psychometric assessments, Ace 1-2-1 Ltd will be provided with your email address and name and in such situations will only act as a data processor.
Data is stored in a range of different places, including in our paper files and on IT systems.
What we do with the information we collect
We require this information to manage your relationship with the Company. In particular, we need it for the following reasons:
to enable us to enter into communication with you if you are asked to complete some online assessments;
to enable us to continue a business relationship and provide you with services as and when required
to maintain accurate and up to date internal records;
to help us improve our products and services;
We will not collect any personal data from you that we do not need.
We will only communicate with you where you have given explicit consent to this, which you can withdraw at any time.
How long we keep data
This period may vary depending on the purposes for which the data has been collected but will be destroyed in all cases following a request from you to do so if you are a client and within 4 months of your contact with the company if you have been a candidate who has been asked to undertake assessments as part of a recruitment process.
Security
We are committed to ensuring that your information is secure. All of our employees have contractual obligations of confidentiality and will receive appropriate training on data protection and GDPR matters.
The company reviews its practices so as to ensure the information we hold is secure – such as holding information in secure locations, restricting access to information to authorised personnel, protecting personal and confidential information held on equipment such as laptops with encryption. However, the transmission of information via the internet is not completely secure and so we cannot guarantee the security of data sent to us electronically.
Data processing
We use a number of data processors who act on our behalf to process personal data you may have provided to the company.
All these organisations are subject to the same legal rules and conditions for keeping personal confidential data secure. We ensure that our partner agencies have contracts /information sharing agreements which outline that your information is processed under strict conditions and in line with the law. Ace 1-2-1 Ltd remains the data controller (the organisation responsible for determining the purposes for which and the manner in which personal data is used under the Data Protection Act and General Data Protection Regulation 2018) of such information at all times unless you are a candidate and have been asked to complete online assessments in which case you should seek clarification from the potential recruiter as to how they intend to use your data.
Disclosing your information
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
There may be times when we may need to share personal information with third parties for the purposes outlined in this notice, or where we are legally required to do so. The main examples will be as follows:
To comply with the law or a court order;
In connection with any court proceedings or legal action; and,
To assist fraud protection and for safeguarding purposes.
What are your rights?
As a data subject, you have a number of rights. You can:
access and obtain a copy of your data on request;
require Ace 1-2-1 Ltd to change incorrect or incomplete data;
require Ace 1-2-1 Ltd to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
object to the processing of your data where Ace 1-2-1 Ltd is relying on its legitimate interests as the legal ground for processing; and,
ask Ace 1-2-1 Ltd to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the company’s legitimate grounds for processing data.
You may request details of personal information which we hold about you under the Data Protection Act. If you would like a copy of the information held on you please write to Ace 1-2-1 Ltd, 156 Russell Drive, Wollaton, Nottingham, NG8 2BE. To begin with we will need to verify your identity in order to provide this information to you and will normally do so within 30 days from receipt of this. There may however be some exceptions to this where we will contact you within 30 days to advise of this.
Further information
If you wish to raise a complaint about how we have handled your personal data, please contact our Data Protection Officer who will investigate the matter. Our Data Protection Officer is Alison Gordon and you can contact her at the address above.
If you are not satisfied with our response or believe that we are not processing your data in accordance with the law you can complain to the Information Commissioner's Office (ICO). You can contact the ICO at the following address:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. Pleas also see http://www.ico.org.uk/