Data Protection Notice

Data Protection Notice – May 2023

The purpose of this Data Protection Notice

When we, Ward Williams HR Ltd (WWHR), provide our services to you, we will collect personal information about you and your employees and we want to be open and transparent with you as to the types of information we collect about you, why we collect it, how we use it and who we may share it with.

The data controller of your personal information is Ward Williams HR Ltd., a limited liability company registered at Nicholson House, 41 Thames Street, Weybridge, Surrey, KT13 8JG with company number 06145619 (“we”, or “us”, or “our”).

If you have any questions or concerns about our use of your personal information, then please contact us using the contact details provided at the bottom of this Notice in the ‘How to contact us’ section.

What type of personal information will be processed and why?

We may ask you to provide personal information by the following means:

filling in hard copy forms and documents;
corresponding with us by phone, e-mail, letter or otherwise;
during the course of our meetings with you.

Types of personal information

Why we collect it

Identity details including your name and date of birth.

We may ask for copies of identity documents in which case we may collect details including your place of birth and residential address.

To carry out money laundering and financial checks and for fraud and crime prevention and detection purposes.
We will only ever use copies of identity documents for this purpose.
We collect and process this personal information in order to comply with our legal and regulatory requirements.

Your contact details including:

your name, postal &email address(es), telephone numbers;
other personal details such as your title, job title, marital status, date of birth and National Insurance Number;
your tax domicile and residence.

To contact you in order for us to manage, administer and provide our services to you.
To respond to any correspondence and service-related enquiries you send to us in respect of our services.
To discuss products or services for which you apply or may be interested in applying for.
To communicate any updates to you including any changes to our services, the terms and conditions of any services which we have provided to you, any changes to this Notice and to our websites.
To contact you in order to receive your feedback on our services and to
participate in related surveys.

Types of personal information	Why we collect it
What information we will collect on your employees: recruitment info such as CV, references, qualififcations; contact details; emergency contact details; gender; bank details & NI number; identification documents performance / appraisal info training records	We need to understand your suitability and fit for the role. To draft contracts of employment In the even of an emergency and we need to notify your next of kin Payroll purposes Proof of eligibility to work Personnel records *It is your responsibility to inform your employees if youo share their data with us.
Details of contact that we have had with you such as meetings with you, fact-finding discussions and documentation, recommendations, referrals and quotes.	To allow us to provide a professional service to you and to contact you with information about other services of ours in which we think you may be interested. We collect and process this personal information for our legitimate business interests.
Details of services you have received.
Client experience and other feedback and information you provide to us. Information about complaints and incidents.	To review your feedback and experience with us so that we can improve our products and services for you and for our other clients. We collect and process this personal information for our legitimate business interests.
All of the personal information described above.	We may disclose your personal information to third parties where we are required to do so to comply with applicable laws and regulatory requirements including in circumstances where we are required to do so by a Court Order, regulatory authority or any other third party with the lawful right to request and receive the personal information we hold about you (including law enforcement agencies and tax authorities). We may also use your personal information where it is necessary for us to take legal advice in order to establish our legal rights, to bring a claim against you or any related parties or to defend a claim from you or any related parties. Ø We collect and process this personal information for our legitimate business interests including to carry out our own internal business planning, compliance, training, audit and quality assurance purposes.