This policy applies not just to use of our website, but also to personal information that we process through offline interactions with you in the course of operating our business and delivering our legal support services. This includes potential and existing customers, people interested in working for or with us, and our suppliers. We may maintain separate privacy notices that apply if we engage with you as an employee or contractor.
Information about us
Types of personal information obtained, purposes and legal basis
We collect and use personal information for several different purposes. The legal basis for processing your personal information will typically be one of the following:
(1) If you submit an application to join us, whether as an employee or contractor: we will hold any personal information you provide to us (via our website or other methods), or that is sent to us by a third-party recruitment agency or website. This is likely to be your name, contact details and personal information contained in your CV. We will use this information for the purpose of communicating with you and evaluating your application.
(2) If you fill in a form on our website to contact us: we will store the information you enter or submit (e.g. name, contact details, comment and any other information you choose to submit) for the purposes of responding to your enquiry and business development.
(3) If you receive our marketing materials, fill in a form on our website or download a document or we invite you to events: we will hold your email address for the purpose of sending you updates and news that we think you will find interesting, sending you documents you have requested from our website and occasionally inviting you to events. You can unsubscribe from these at any time by using the “unsubscribe” links at the bottom of each email.
(3) If you are a customer or work for one of our customers or a partner organization or if you are an industry contact: we may hold your name, company, job title and contact details and in certain situations, we may hold your identity and background information for the purposes of know your customer checks or your testimonial, feedback or opinion. We will have been provided with this information either by you or your employer or in some cases we may have sourced it from publicly available sources, such as LinkedIn and internet searches. We need this information in order to interact with you (or your employer) for the purposes of performing services for customers and communicating with relevant people. We may also need this information for regulatory reasons.
(4) If you are a supplier or work for a supplier: we may hold your name and contact details in order to interact with you or your employer to procure and pay for goods and services.
Please note that providing personal information to us is voluntary on your part. If you choose not to provide us with certain information, we may not be able to assist you, consider your application or provide you with services.
Cookies and similar technologies
Retention of personal information
We retain personal information in accordance with our data retention policy, which is based on the purposes for which the personal information was collected, taking into account applicable data protection laws, retention periods under applicable laws, limitation periods and our business needs.
Personal information sharing
We may share your personal information with the following third parties in certain circumstances:
We also reserve the right to disclose your information to a third party as part of a merger or transfer, acquisition or sale, or in the event of a bankruptcy. If any of these events happen, we will require the relevant third parties to provide comparable levels of protection that we provide to you with respect to the information we share.
Our IT service providers (acting as data processors) generally fall under the following categories:
Your personal information rights
The personal information we hold about you belongs to you, and you have certain rights over the information under applicable data protection laws. You have the right to request a copy of all personal information we hold relating to you. You also have the right to require us to correct any mistakes in the personal information we hold relating to you, so please let us know if we need to update any of your personal information we hold. Under some applicable data protection laws you may also have the following rights:
If you would like to exercise any of these rights, the easiest way is by dropping us an email at [email protected]
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost, used or accessed in an unauthorized way. We may also limit access to your personal information to those employees, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Transfers of personal information
We may transfer the personal information we collect to, and store such information in, other countries which may have different data protection laws than the country in which the information was provided. If we do so, we will always take measures to comply with legal requirements under applicable data protection laws and to protect that information.
For personal information collected in the UK, we do not directly transfer any of your personal information outside the UK except to other Vyapi offices or delivery centers as required for business purposes. However, some of our data processors may do so and this section explains the impact of these international transfers and how your information is protected.
Many of our data processors operate “cloud-based systems”, which means the information is held in information data centers in different locations. These data processors generally reserve the right to hold copies of your personal information outside the UK.
In each case we and our processors employ mechanisms to help safeguard your privacy rights, as required under applicable data protection laws, such as:
Please contact us at [email protected] if you would like additional information on the specific mechanisms used by our data processors when transferring your personal information outside the country where it was collected.
Automated decision-making: UK GDPR gives individuals the right to object to decisions being taken through the processing of their personal information by automated means if it produces legal effects concerning them or similarly significant effects. We do not undertake any automated decision-making, or profiling, based on the processing of personal information.
Rights to lodge a complaint with the Regulator: At all times, you have the right to report a concern or lodge a complaint with any relevant regulator.
In the UK this will be the Information Commissioner’s Office.
How to contact us
If you have any questions, concerns or just want some more information about our privacy management, please drop us a line at [email protected]