1. Introduction
1.1 TimeFinders takes the protection of your personal information very seriously. Please read this Privacy Policy carefully as it contains important information about how we collect, use and store personal data.
1.2 This Privacy Policy refers to information we collect about:-
Our clients and our work with them
People who enquire about our services
Our professional and networking contacts
Suppliers of services to us or to our clients
1.3 We have a separate Website Privacy Policy which refers to visitors to, and users of, our website.
1.4 Employees and potential recruits have their own Privacy Policy.
2. What information do we collect?
2.1 When if you enquire about using our services or become a client, we will collect some or all of the following personal information from you:-
Your name
Your contact details such as postal address, telephone numbers, email addresses
Any information which is relevant to the services we propose or provide for you.
Contact information of professionals and other people relevant to the services we provide for you.
2.2 We collect contact information for our professional and networking contacts. This may also include details about the services or products they supply.
2.3 We collect contact and company information about people and organizations which
supply services to us or to our clients.
3. How we use the information we collect
3.1 We hold on record and retain information to enable us to:-
Provide the services requested
Improve or extend the services we offer
Keep you updated with information or events which you may find of interest
Maintain our records for administrative purposes
Comply with any statutory or legal obligations
4. Marketing
4.1 We may also provide you with information about any other service we think may be of interest to you. If you do not wish to be contacted with the information you can easily opt out at any time in the future.
5. Client Confidentiality
5.1 Clients and potential clients can be confident that all information given to, or obtained by any member of the TimeFinders team during the course of their work for them will be held in the strictest confidence. This applies both to the time of the actual working relationship and at all times thereafter.
5.2 All members of the TimeFinders team abide by our strict Code of Conduct.
5.3 No information will be divulged to a third party except as expressly permitted by the client or as required by law.
6. Protecting your information
6.1 Any personal virtual information regarding clients and their associated key contacts is stored securely on a secure cloud-based system hosted in Dublin, Republic of Ireland which confirms to the highest regulatory and industry protection standards. Access by us is password protected and available only to those members of the TimeFinders team involved in working on an individual client’s project. Records of each interaction with a client or their key contacts are also recorded for project management and quality control purposes.
6.2 Hard copies of relevant information may also be held by the company. These are held at our Administrative Office – East Office, Smiths Barn, West Street, Aldbourne, Wiltshire, SN8 2BS. Hard copy records are held within a secure, locked filing system accessible only by the Directors and authorised staff.
6.3 Professional, networking and supplier information is kept on the same systems as our client information.
6.4 Our email mailing list information is kept on a secure cloud-based system hosted by Mail Chimp which conforms to the highest regulatory and industry protection standards. Access by TimeFinders Ltd is password protected and restricted to key members of staff.
6.5 Virtual and hard copy client information is retained for a period of ten years after final completion of work. We hold this information for this amount of time so that it can be accessed should there be a legal dispute regarding either the dispersal of contents or any continuing, oversight or advocacy service we have provided. Data will only be shared if we are under a legal obligation to do so.
6.6 All members of the TimeFinders’ team are vetted under the DBS (Disclosure and Barring Service) and TimeFinders is registered under the Data Protection Act 1998 No: Z3560962
6.7 Whilst every effort will be made to secure personal information you should be aware that the use of the internet is not always entirely secure. For this reason we are unable to guarantee the security of information which is transferred by the internet.
6.8 Our security procedures include technical, organisational and managerial processes to protect personal information. We review these regularly to ensure that they are fit for purpose and comply with any new regulations.
7. Access to your information and ensuring it is accurate and up to date.
7.1 You have the right to request information about the data that we hold about you. If you would like access to this you may make a request by any verbal or written means including by telephone or email to any employee of the company. However, we would recommend that you contact our Administrative Office by the following means:-
Telephone to +44 (0) 1672 890801
Email to [email protected]
Letter to Alison Hesketh, Director, TimeFinders Ltd, East Office, Smiths Barn, West Street, Aldbourne, Wiltshire, SN8 2BS.
7.2 We want to ensure that your personal information is accurate and up to date. If any of the information that you have provided to us changes, for example if you change your contact details, please let us know the correct details by sending an email to [email protected] or a letter to Alison Hesketh, Director, TimeFinders Ltd, East Office, Smiths Barn, West Street, Aldbourne, Wiltshire, SN8 2BS.
7.3 You may ask us to correct or remove any information which is inaccurate.
7.4 Where we believe any information is out of date or inaccurate we will ask you to correct it.
8. Consent
8.1 By submitting your personal information to us you consent to the use of that information as set out in this policy.
9. Changes to Privacy Policy
9.1 This General Privacy Policy was updated in April 2021. All our Policies are kept under regular review and we will publish any changes to our Privacy Policies on our website.
