Data Protection Declaration

This page is dedicated to informing the customers, suppliers as well as candidates about the Privacy Notice. The notice tells you about what to expect in relation to personal information which is collected, handled and processed further by Ubique Systems UK Ltd.

We identify ourselves as the Data Controller according to the new legislation and we would be defined as “Ubique Systems” banner under which various offices are covered. The main operation for UK and EUROPE would be, Ubique Systems UK Ltd, Suite 13,Beaufort Court, Admirals Way, Canary Wharf, London E14 9XL.

We acknowledge and agree that any personal data of yours that we handle will be processed in accordance with all applicable data protection laws in force from time to time. With effect from 25 May 2018, the General Data Protection Regulations (“GDPR”) will come into force, this document is to give out information in as much transparent way as possible to ensure compliance with the new law.

This Privacy Policy document applies to personal data of our website users, candidates (prospective as well as current and past), suppliers, clients, subcontractors and any other people whom we may contact in order to find out more about our candidates including references and emergency contacts.

The information we may collect:

Client Data:

In order to service your requirements in the best possible way, we need to collect information about you, your business structure, individuals in your organisation and exchange of various information relevant to your ongoing and past projects. The data we collect is actually very limited. In general we only need to have contact details of individuals at your organisation which is limited to names, contact phone numbers and email address. These are held in records to ensure smooth relationship and to service yourself better. The extent of these would be various stakeholders of the business and project as well as accounting and contracts team.

From time to time we may need to do credit worthy check and for this the company registration numbers, registered address and further relevant information may be requested and held on file. We would also need to share accounting data and contact details to the bank and auditors for verification of debts.

In case of unforeseen circumstances of debt recovery action, the details would be passed onto relevant appointed debt recovery agents.

Supplier Data:

Data collected for suppliers are very limited. It will consists mostly of contacts of the supplier representative which would be given out by yourselves. The contact details may include names of individuals, telephone numbers, and email ids. Further to this we will have to hold bank account details on record to ensure smooth and timely payment system. Any other information that the organisation chooses to give us would be held on our system. From time to time we may need to do credit worthy check and for this the company registration numbers, registered address and further relevant information may be requested and held on file. We would also need to share accounting data and contact details to the bank and auditors for verification of debts.

In case of unforeseen circumstances of debt recovery action, the details would be passed onto relevant appointed debt recovery agents.

Website users Data:

We collect limited amount of data from our Website users, predominantly it may be an enquiry on possible openings, feedback of our services and to contact the office in various locations. This is to help improve your experience in using our website and to help us manage the service we provide as well as to provide an avenue for you to contact us.

Candidate Data:

In order to provide best possible employment opportunities for you, we may from time to time ask tailored questionnaire from you. The discretion will be onto you to provide any additional information and we would keep all of these safe. Typically the information about you we may collect, hold and process is set out in the following section:

This section applies to individuals wishing to use or using our Services, i.e. – looking for a role to work with us, being represented by us and/or wishing to take up education offerings through us (‘a Candidate’):

Depending on the contracting entity your assignment is conducted through, the business activity carried out or contract type entered into and applicable local laws and requirements, the personal data we collect or receive includes the following as applicable:

  • Name
  • Address
  • Email and other contact details
  • Date of birth
  • Gender
  • Marital status
  • Job history (including information relating to placements through us)
  • Educational history, qualifications & skills
  • Visa and other right to work or identity information
  • Passport/identity card and photograph
  • Bank details
  • National insurance and/or tax ( for example payroll) information
  • Income related information such as your current remuneration, pensions and benefits arrangements
  • Next of kin and family details
  • Contact details of referees
  • Personal information relating to hobbies, interests and pastimes
  • Information contained in references and pre-employment (such as criminal record) checks from third parties
  • Other sensitive personal information such as health records (see ‘Sensitive Personal Data’ section below)
  • Information on your interests and needs regarding future employment, both directly and inferred, for example from jobs viewed or articles read on our website
  • Extra information that you choose to tell us or your referees or the client chooses to tell us about you, or that we find from other third party sources such as job sites
  • IP address, dates, times and frequency with which you access our services
  • Where applicable, CCTV footage if you attend our premises
  • Your marketing preferences

In some jurisdictions, we are restricted from processing some of the data outlined above and will consequently not process such data there.

How we collect your personal data:

Client Data:

There are mainly three ways we collect your personal data

  • Directly from you
  • From references and introductions
  • From third parties

Supplier Data:

We collect your personal data during our association of work with you. Mainly these would be

  • Directly from you
  • From third parties

Website Users:

We may collect your data mainly from inbuilt form on the website as well as some cookies which will seek your consent while visiting the website.

Candidate Data:

We may obtain your personal data from the following sources (please note that this list is not exhaustive):

  • You (e.g. a Curriculum Vitae, application or registration form filled out on Ubique website or sent/given to us directly)
  • A client
  • Other candidates
  • Online jobsites
  • Marketing databases
  • The public domain
  • Social Media such as Facebook or Twitter
  • At interview
  • Conversations on the telephone or video conferencing
  • Notes following a conversation or meeting
  • Our websites and software applications (if you would like more information about this, please see the sections below on Cookies, Google Analytics and Social Media Plugins

Applying for jobs through a board, which then redirects you to Ubique website

Where you are a Candidate and we have obtained your personal data from a third party such as an online job board, it is our policy to advise you of the source when we first communicate with you.

Peoples whose data we receive from referees and emergency contacts:

We collect personal data only when candidates puts you down as their reference and emergency contact. The nature of these data is for instance to inform of emergency and verify the level of experience and expertise as claimed by the referrer.

How we use the information

Client Data:

  • Recruitment Activities
  • Accounting and various financial activities
  • Marketing Activities
  • Information for mandatory auditors, banks as well as to help us establish, exercise or defend any legal claims.

Supplier Data:

  • Contact you in relation to our agreement obtain support and services.
  • Accounting and various financial activities
  • Information for mandatory auditors, banks as well as to help us establish, exercise or defend any legal claims.

Website Users:

  • Improve your experience of using our website
  • Getting in touch with you to answer specific queries that you have raised through the website

Candidate Data:

In general the information provided to us would be directly from yourself or various third parties we work with. These would typically be job board company, agency, previous project stakeholders, another employment business or occasionally internal staff’s recommendation and referral. In case of references, these would be nominated previous employers and their contact point. Medical information may be supplied by a third party such as your GP, Consultant or Occupational Health. Where relevant we use Disclosure and Barring Services or any other external company to establish outcome of criminal record checks and security clearance checks.

All of the above information is used to provide our services to you in the capacity of an employment business/ agency. The information gathered is for the best interest of you and client in finding the best possible work as well as fulfilment of roles/work weather on a temporary or a permanent basis.

The information above may be used as follows:

  • To match your skill sets with job vacancies and to support you in finding the best possible position that may suit you the most.
  • To put forward your details to our clients and prospective employers for you to be considered for roles and vacancies they are seeking
  • To place you with our clients and prospective employers
  • To keep you informed of available opportunities as they arise
  • To keep you informed of the any other services and opportunities that we may be able to provide for you
  • To ensure that we follow the legislation on checking your legal right to work in the UK and other locations in EU.
  • To undertake relevant security and criminal record checks as required by our clients and prospective employers and as permitted by law
  • To deal with any medical and health and safety issues relating to certain positions
  • To put in place contractual arrangements and documentation once a role has been secured
  • To pay you your dues when you commence work as well as to ensure various HMRC obligations are fulfilled

To elaborate this further, the processing of your personal information may include:

  • Collecting and storing your personal data, whether in manual or electronic files
  • Notifying you of potential roles or opportunities
  • Assessing and reviewing your suitability for job roles
  • Introducing and/or supplying you to actual or potential Clients
  • Engaging you for a role with us or with our Clients including any related administration e.g. timesheets and, where applicable, payroll
  • Signing you up to one of our education offerings
  • Allowing you to use our Internal/Client platform to submit timesheets and expense forms and upload your invoices;
  • Allowing you to participate in the interactive features of our Internal/Client platform, when you choose to do so
  • Carrying out customer satisfaction / client and project rating surveys
  • Collating market or sector specific information and providing the same to our Clients
  • Sending information to third parties with whom we have or intend to enter into arrangements which are related to our Services
  • Providing information to regulatory authorities or statutory bodies, and our legal or other professional advisers including insurers
  • To market our Services
  • Retaining a record of our dealings
  • Establishing quality, training and compliance with our obligations and best practice
  • For the purposes of backing up information on our computer systems

Why we process your personal data:

  • Entering into and performing a new or existing contract with you:
  • Compliance with legal obligations (regulatory and statutory obligations):
  • Our legitimate interests (carrying on the commercial activity of our Services)
  • Consent to our processing of your data:

Who we share your personal data with:

We shall not share your personal information unless we are legally entitled or required to do so. The following is a non-exhaustive list of persons with whom we may share your personal information include:

Individuals working for our Clients, hirers and other third parties necessary for the provision of our Services;

  • Any regulatory authority or statutory body pursuant to a request for information or any legal obligation which applies to us;
  • Parties who process data on our behalf, which may include
  • outsourced payroll providers;
  • IT support;
  • storage service providers including cloud;
  • background screening providers;
  • platforms enabling specific searches such as filtering of specifically required skill sets
  • Marketing technology platforms and suppliers;
  • Legal and professional advisers;
  • Insurers

How we hold the information

We are committed to taking all the reasonable steps to ensure we protect personal data from unauthorised access and misuse. We ensure to have in place a range of secure servers behind strong firewall and continually review our security system to ensure no leakages.

All the personal data we have is stored on our database located in the UK as well as limited number of operational data which are held in Cloud server in EU. The data which are most crucial to us are backed up at no more than two instances.

How long do we hold the information

  • We would not hold your personal data further than two years if we do not have any meaningful contact with you. Meaningful contact may also come from agencies/employment business/referencing agencies which you would work through during your time with us or have given consent to in future. The nature and level of information held after this period will be limited and may be held longer in good faith that the law or relevant regulators require us to preserve data.
  • If we are notified by the third party company or other entity that you provided your service through that they no longer have relationship with you we shall delete your data in two years’ time.
  • We would require to maintain record of your time with us minimum information such as engagement dates, roles worked as well as client feedback about you for reference purpose. This are mainly curtailed to only necessary information and may be held for upto 5 years to provide various reference request and verifications we may receive in future. If you would like us to not hold any data on you beyond two years then please write to us as outlined in the next section.

Transfer of data to other jurisdictions

  • In the course of the provision of our Recruitment Services we may transfer data to countries or international organisations outside of the EEA. This may, for example, be between UBIQUE SYTEMS entities across the world, to Clients or Candidates, or third parties who provide support services to us. Where information is to be so transferred, it may be to a country in respect of which there is an adequacy decision from the EU Commission. However, if this is not the case, it is our policy to take steps to identify risks and in so far as is reasonably practicable, ensure that appropriate safeguards are in place designed to help safeguard your privacy rights and give you remedies in the unlikely event of a misuse of your personal information, such as for example:
  • – by way of data transfer agreement, incorporating the current standard contractual clauses adopted by the European Commission for the transfer of personal data by data controllers in the EEA to data controllers and processors in jurisdictions without adequate data protection laws; or
  • – where it is necessary for the conclusion or performance of a contract between ourselves and a third party and the transfer is in your interests for the purposes of that contract; or
  • – Where you have consented to the data transfer.

Cookies

  • A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website, which enables the website to tailor its offerings to your preferences when you visit it.
  • UBIQUE SYTEMS uses Cookies to evaluate website visits. A Cookie is a small file which is transferred onto your computer when you visit this website. A cookie can only contain such information that UBIQUE SYTEMS sends to your computer – private data cannot be read with cookies. If you accept the cookies on our website we do not have access to your personal data but we can identify your computer. Most browsers accept cookies as standard. You can, by accessing the properties function, accept or reject temporary or saved cookies separately. If you deactivate cookies, you might not be able to see all features on our website and some website might not be displayed properly.

Data Security and Confidentiality

It is our policy to ensure, in so far as is reasonably practicable, that our systems and records are secure and not accessible to unauthorised third parties in line with contemporary practice.

Your rights

Within the framework of GDRP you have the right to request for information. You will also have rights for erasure, restriction of processing, objection and data portability. If you would like to make request for information or any other amendments please write to dipti@ubiquesystems.co.uk .

Ubique Systems UK Ltd
Suite 13, Beaufort Court
Admirals Way
Canary Wharf
London E14 9XL

Please get in touch with us if you would like to

  • to access, update or remove the personal data that you have given to us
  • if you suspect any loss, misuse or unauthorised access to your personal information
  • to withdraw your consent to the processing of your personal data
  • with any comments or suggestions concerning this Privacy Policy

There may be circumstances where we require you to provide data which is necessary in order for us to meet statutory or contractual obligations, or perform our Services. If you do not wish to provide us with information we request then please notify us. However, please be aware that as a result, we may be unable to provide you or the party who you represent with a Service, and in some cases may result in a breach of the contract we have with you or a third party you represent.

We request you to contact us directly for any concerns you may have in the first instance with a clear subject line of ‘GDPR Request’ to the concerned personal above. We will try out best to resolve and rectify any request and/shortfall.

If you have exhausted the above avenue you can contact local supervisory authority in the following ways

  • Phone: 0303 123 1113
  • Email: casework@ico.org.uk
  • Post: Information Commissioner's Office

    Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Changes to the Privacy Notice

This Privacy Notice may be changed by us at any time to comply with the legislation of GDPR and its subsequent changes of policy coming effect after 25 May 2018.