Privacy Policy

Exemplia Group Ltd (‘we’, “our” or ‘us’), is registered in England & Wales with company number 08903847.

Our registered office is 18 Old Market Place, Altrincham, Cheshire, United Kingdom, WA14 4DF. We are a registered data controller with the Information Commissioners Office. Our data protection registration number is ZA566085.

Protecting your personal information and privacy is very important to us. We are fully committed to ensuring that we conduct our business at all times in accordance with data protection laws (GDPR legislation) and all applicable regulations.

All our employees are trained in safeguarding your personal data and are bound by obligations of confidentiality. This privacy policy outlines the personal data that we collect, why it is collected and what we do with it thereafter.

The Information That We Collect

The personal information we collect may be provided by you (for example, through your application to job adverts listed by us) or may be obtained through third parties where we have a legitimate business interest to do so.

We may collect the following personal information from you in order to facilitate the recruitment process on behalf of our clients;

• Name
• Phone Number
• Address
• Email address
• Work History
• Education & Qualifications
• Any other information that you include on your CV or cover letter in your application.

We will NEVER request or store any sensitive personal information such as:

• Racial or ethnic origin
• Political opinions
• Religious or philosophical beliefs
• Health or medical information
• Sexual orientation

Why We Collect This Information

Your information is collected in order to help facilitate the recruitment process on behalf of our clients and to ensure that we can provide you with the best service possible. Your personal information is used to ensure you can be correctly & accurately identified and that your data can be managed securely and effectively. The processing of this personal information may also help us to detect and prevent fraud.

When We May Contact You

We may e-mail you in response to your application to vacancies being managed by our business, on behalf of our clients. These e-mails may be to confirm your application or to notify you of the next step in the recruitment process. If you wish to stop receiving these e-mails, please contact us on info@exempliagroup.co.uk. If you wish to remove yourself from the application process after sending us your details, please call us on 020 3871 8132 as soon as possible.

We will never send unsolicited e-mails for services that are not directly relevant to you. We will only use your information to contact you where you have given your consent or where we have a legitimate business interest to do so.

Cookies 

Cookies are small files that are stored onto your computer when you visit pages on a website. We use cookies to recognise visitors to our site and understand their activity. These cookies may provide us with information from your device such as:

• Your activity on our site
• Browser
• Operating System
• IP address
• Location

This information is processed strictly internally to measure our website performance and improve our users’ experience. This data will never be shared with any third parties for marketing or any other purpose.

It is not required to allow cookies when you first visit our site and most browsers will allow you to refuse to accept the use of cookies. However, deleting cookies can prevent you from using all of the features on our website and may have a negative impact on your experience of the website.

Who We Might Share Your Information With

If you have applied to a vacancy being managed by one of our recruitment businesses, your information will be passed to the hiring company that you have applied to. Upon receipt of that information, the hiring company will become the joint data controller, along with Exemplia Group Ltd and their use of your data will be governed by their own privacy policy.

We will share this information with our employees and trusted third party suppliers, only as reasonably necessary for the purposes set out in this policy, to deliver our service to both candidates and clients. You may opt-out of this process at any time by contacting our data protection officer on – info@exempliagroup.co.uk

Please be aware that if you opt in to receiving job alerts, we will use your email address only to inform you of appropriate vacancies that match your experience. You may unsubscribe from this service at any time, please follow the appropriate ‘Unsubscribe’ link in the job alert emails.

How We Store Your Information 

All personal information that we collect is stored on secure, password encrypted servers. The companies we work with are usually located in the European Economic Area (EEA) but on occasion we may also work outside of the EEA. We will never transfer any data outside of the EEA unless there are appropriate safeguards and an adequate level of protection for any data that is shared. We will notify you before sharing your information with any company outside the EEA.

We have taken reasonable technical and organisational precautions to prevent the misuse of your data, however you acknowledge that the use of the internet is not entirely secure and we cannot guarantee the security and integrity of any personal data that is transferred from you or to you in this way.

To protect your computers and devices against fraud, identity theft and viruses please visit www.getsafeonline.org. Get Safe Online is supported by HM Government

How We Protect Your Personal Information

We have taken appropriate technical and organisational measures to protect your data from misuse, unauthorised or unlawful access, alteration, loss, damage or destruction. These measures include:

• Physical safeguards with locked doors, file cabinets, controlled and alarmed access to our facilities and secure destruction.
• Technology safeguards like use of anti-virus and protection software, data encryption and monitoring of our systems and data centres so to comply with our Information security policy including periodically review our information collection, storage and processing practices.
• Organisational safeguards like awareness and training on security and privacy to make sure that all of our employees understand the importance and measures to protect your data.

How Long We Store Your Information For 

We will only retain your information for as long as necessary to facilitate the recruitment process, or as long as we are required to by law (for example, if any documents we hold are relevant to any ongoing or prospective legal proceedings).

Some personal data must be retained in order to protect the company’s interests, comply with regulatory requirements, preserve evidence and generally conform to good business practices.

We regularly check the data that we hold and completely remove any data that we no longer need to meet our business requirements. We retain different types of data for different lengths of time.

Your Rights 

• The right to request access to the personal data that we hold about you;
• The right to request rectification of the personal data that we hold about you;
• The right to request erasure of the personal data that we hold about you;
• The right to restrict how we process your data;
• The right to object to automated decision making and profiling

Contact us

Should you wish to exercise any of your rights or for any further information, please contact:

Exemplia Group Data Protection Officer (DPO)

18 Old Market Place
Altrincham
Cheshire
United Kingdom
WA14 4DF

You can also e-mail our DPO on info@exempliagroup.co.uk. We aim to respond to all subject access requests as soon as possible, please allow at least 10 working days.

This privacy policy is regularly reviewed and may be updated occasionally or as required to ensure full compliance with the GDPR legislation. We encourage that you check back at frequently to find any changes or updates to the policy.