Privacy Policy

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:

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

Supplier Data:

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

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):

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:

Supplier Data:

Website Users:

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

Why we process your personal 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;

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
Transfer of data to other jurisdictions
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

Please get in touch with us if you would like to

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

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.

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