Company Name: Amy Kent
Document DP-PN Privacy Notice
Topic: Data Protection & Information Security
Last updated: V1.11 –14 May 2018

 

1. Introduction

This Privacy Notice explains in detail the types of personal information we may collect about you when
you interact with us. It also explains how we’ll store and handle that information and keep it secure.
We hope the following sections will answer any questions you have but if not, please do get in touch
with us at [email protected]

In the future we may need to update this Privacy Notice. When we make any changes to the Privacy
Notice we will notify you of these changes.

 

2. What is Amy Kent Company?

Amy Kent is a company registered and headquartered in the United Kingdom. Amy Kent is committed
to protecting the privacy and security of the information which we collect and hold. In line with this
commitment, our privacy policy details how we process the information provided by Clients and any
third parties.

 

3. Data Collection and Usage

Amy Kent holds and processes personal information (this doesn’t include any sensitive personal
information) in connection with our services. We may be in the process of responding to an enquiry
retaining you as a customer, or setting you up with a trade account.

 

4. Client Information

You may give your personal information to Amy Kent company directly, such as on a trade application,
registration form or via our website; or you may email one of Amy Kent consultant directly; or we may
receive your information from another publicly available source or a third party, such as LinkedIn,
Twitter, Instagram. If the Company sourced your information from a third party we will inform you
how we obtained your information and whether the information came from a publicly accessible
source.

By providing your personal information to Amy Kent you agree that you would like to receive new
product information and promotions. You are not obligated to provide Amy Kent company with any
information or participate in any of the services we offer. As such, we will consider any information
we collect directly from you as having been provided voluntarily.

The personal information which we will typically need include information such as your name, address,
phone number, email address, contact history and reference information.
We do not collect and hold sensitive information.

Where we progress your application for an account or an order, we may need to gain your consent to
verify accuracy of information you have provided, such as your identity, address, email. We will only
process information where we have a legal base to do so.

 

5. Client Information

We may need to collect and use information about you or individuals at your organisation whilst
providing our services to you. We need to have your contact details such as name, telephone number
and email address as well as maintaining an accurate record of our interactions to ensure that we
manage our relationship with you smoothly and efficiently.

Where appropriate and in accordance with the law, we may seek more information about you or your
colleagues from other sources, generally by way of due diligence or other market intelligence including
from third party market research and by analysing publicly available sources of information such as
online media.

We may also hold your information in order to provide you with reports, new products, market insight
and analysis that we think you may find interesting (in each case, where this is accordance with your
preferences).

 

6. Reference and Source Information

We may contact you to process your contact details such as name, email address and telephone
number. We may also process certain professional information such as your job title. We generally
ask the Clientsto provide us with much of this information but we may supplement it with information
we collect about you from publicly available sources such as LinkedIn or through the contact with you
directly.

 

7. Explaining the legal basis for processing your personal information

The law on information protection sets out the different reasons for which a company may collect
and process your personal information. These legal bases for which we collect your personal
information are listed below:

(a) Legitimate interest. In most cases Amy Kent will process your personal information in the
legitimate interest of providing you, with rug sale Services. We will hold, collect and process
your personal information so long as it does not infringe nor impact your rights, freedom or
interests.

(b) Contractual obligations. In certain circumstances, we need your personal information to
comply with our contractual obligations. For example, we may need to process your information
in order to facilitate payment to our consultants, associates, interim managers or contractors.

(c) Legal compliance. Where the law requires us to, we may need to collect, process and
disclose your personal information to comply with a statutory or legal requirement. For
example, we may need to disclose your personal information to comply with statutory
HMRC intermediary reporting.

 

You have the right to know what information we hold, how we are processing your information and
on what legal basis. If you have any questions about the legal basis for processing your personal
information, please refer to Section 13 ‘Your Rights’ or contact us directly at
[email protected]

 

8. How we will use your personal information

Amy Kent may process your personal information in the following ways: –

(a) Collecting, storing and processing personal information for the purpose of providing you with
sales services

(b) Providing these services to Clients and Customers which includes notifying you new products;

(c) Assessing and reviewing your suitability for Trade accounts validating the information you have
provided to us through referencing and vetting procedures;

(d) Introducing you to our on the road consultant;

(e) Responding to your enquiries as a Customer.

(f) Carrying out the necessary administration when supporting you;

(g) Collating market research and information analysis or sector specific information for thepurposes of providing you as a Customer or a trade Client with reports, new products, offers,industry insight and analysis;

(h) In line with your marketing preferences, providing you with these reports, new products,
offers, industry insight and analysis, news, events and other information. Where we do so, you
will be able to unsubscribe from such communications;

(i) Retaining a record of our interactions with you;

(j) Establishing quality, training and compliance with our obligations and to meet our internal
standards and industry best practice.

 

9. Transfer of Personal Information

Amy Kent may share your personal information with trusted third parties where we have employed
them to provide services that Customers have requested, for example on the road sales. These third
parties comply with similar and equally stringent undertakings of privacy and confidentiality as Amy
Kent .

Amy Kent may share your personal information with third parties who perform functions on our behalf
and who also provide services to us, such as our selected IT vendors and mailing houses and who
perform functions on our behalf such as shipping, fulfilling orders, processing payments. These
companies are not authorised to use your information in any manner, other than helping and these
third parties will have agreed to comply with the principles of GDPR as outlined in our Data Processor
Agreements.

We may also release personal information to regulatory or law enforcement agencies, if they require
us to do so. We will also disclose your information where we are permitted and requested to do so by
law.

Please be assured that we never sell your information to third parties or use the information for
purposes other than those outlined in this policy.

 

10. Obtaining your personal information from a third party

As part of our legitimate interest we may research information relating to trade accounts. This may
include obtaining personal information from online sources, for example we may obtain information
from social media sites such as LinkedIn and career websites. From time to time we may also receive
Company information from persons for whom have been otherwise engaged.

Where information from third party sources is of no use to us, or where you have notified us that you
do not want us to provide you with services, we shall delete it. Further, it is our policy that we keep a
record of how your information was collected and will be happy to provide you with this information
as pursuant to your individual rights (please see Section 13).

 

11. Information Storage and Retention

Your personal information provided to Amy Kent company will be held securely within our database.
Our centralised database is only accessible by Amy Kent employees or consultants and our selected
and vetted IT vendors who adhere to our strict privacy and confidentiality principles.

We will retain your information where we have a legitimate business interest to provide you with our
new products services or where we have a legal or contractual obligation to do so.

Please note that where there is not ongoing legitimate business interest the following sets out the
lengths of time we are required by law to retain your information or certain elements of your
information:

(a) for 12 months from the date we last provided our sales services to you for the purposes of
providing evidence of these services we provided to you (Regulation 29 of the Conduct of
Employment Agencies and Employment Businesses Regulations 2003);

(b) for 6 years from the end of each tax year for the purposes of keeping VAT records for any VAT
registered limited company contractors.

If, however you have any questions about how long we store your personal information or would like
to talk to us about having your personal information deleted or anonymised please contact our Data
Protection lead at [email protected].

 

12. Data and Information Security

We take appropriate steps to ensure your information is kept secure at all times. We have technology and
organisational safeguards in place to protect against the loss, destruction, misuse, disclosure and
unauthorised access to personal information under our control. Unfortunately, the transmission of
information via the internet cannot be guaranteed secure. Whilst we will do our best to protect your
personal information, we cannot guarantee the security of your information transmitted to our site; any
transmission is at your own risk. Once we have received your information, we will use strict procedures
and security features to try to prevent unauthorised access.

 

13. Your rights

Please be aware that you have the following data protection rights:

(a) The right to be informed about the personal information the Company processes on you;

(b) The right of access to the personal information the Company processes on you;

(c) The right to rectification of your personal information;

(d) The right to erasure of your personal information in certain circumstances;

(e) The right to restrict processing of your personal information;

(f) The right to information portability in certain circumstances;

(g) The right to object to the processing of your personal information that was based on a public
or legitimate interest;

(h) The right not to be subjected to automated decision making and profiling; and

(i) The right to withdraw consent at any time.

Please note that if you exercise your right to erase your personal information you will not be able to
be included in any executive search assignment or approached for any Amy Kent project.

Where you have consented to the Company processing your personal information you have the right
to withdraw that consent at any time by contacting our Data Protection Lead at Amy Kent.

If you wish to withdraw consent we will only retain minimal information to prevent future contact, or
to keep a record of the information disclosed in line with our legal obligations.

 

14. Cookies

A cookie is a small file placed onto your device that enables website functions and targeted
advertising. Cookies are very commonly used on modern websites, and their aim is to improve user
experience by gathering information on how the website is performing.

Our website requires cookies to function properly. We define cookies as either:

(a) ‘first party cookies’, which are cookies set and managed by Amy Kent and

(b) ‘third party cookies’ which are set and managed by other organisations
We use ‘first party cookies’ to offer you the best possible user experience on our website. We
categorise cookies used on amykent.co.uk into two categories:

(a) Analytics & Research: these cookies help us analyse how well our site is performing. We use
this information to improve your experience on our website.

(b) Functionality: if you are signed in to amykent.co.uk we may use cookies to personalise
your experience to show you more relevant content.

Amy Kent may on occasion use ‘third party cookies’ such as Google Analytics to assist with analysing
the performance of our website.

You can control the usage of cookies in your web browser settings. You can disable cookies completely
if you want to, but this could mean that amykent.co.uk may not function properly and cannot
offer you the best possible user experience.

 

15. Complaints.

Complaints Questions, comments and requests regarding this policy are welcomed and should be
addressed to [email protected] If you have any concerns about our use of your information, you
also have the right (as a UK resident) to make a complaint to the Information Commissioner’s Office,
which regulates and supervises the use of personal data in the UK, via their helpline on 0303 123 1113.
Changes to this policy, any changes we make to our policy in the future will be posted on this page.
Please check back frequently to see any updates or changes to our policy. If you do not wish to be
contacted in this way or you wish to be permanently removed from our database, please contact us
at [email protected]