Version 1 - Last Updated on 11 Aug 2021

Privacy Notice

Who are we?

Projex is a trading name of Rullion Ltd. Projex is a provider of consultancy and project delivery services. We provide bespoke contracted out consultancy services to our clients.

Projex is based out of Mansion House, 3 Bridgewater Embankment, Altrincham, Cheshire, WA14 4RW. For the purposes of the General Data Protection Regulation (GDPR) and any and all domestic legislation implementing the Regulation into English Law, Projex operates as data controller of the personal data you provide to us.

Projex will protect and respect your privacy in accordance with our Privacy Policy . This privacy notice sets out how and why we collect personal information, how we use it, the conditions under which we may disclose it to others and how we keep it secure. In addition, it covers your rights in relation to your personal data and how to contact us.

When do we collect personal data about you?

Information you, either in your capacity as director/shareholder of your personal services limited company or as an individual:

  • Agree to be introduced to Projex by Rullion Ltd;
  • Apply for a role we have advertised in order to provide a contracted out service to one of our clients;
  • Provide a copy of your work history;
  • Provide any testimonials from previous clients in relation to work you have previously undertaken;
  • You may have given permission to access information from messaging services like Facebook, LinkedIn and Twitter. This will depend on your settings or the privacy policies for the particular social media site;
  • When you interact with us in person, through correspondence, by phone, by social media or through our websites;
  • When we collect personal information from other legitimate sources such as referees. These third-parties will have their own privacy policies and must ensure the data they provide us is fully compliant;
  • enter into a contract with us;

What personal data do we collect and process?

Information we collect and process about you:

We may collect information about you, including:

Your name, address and contact details, details of your qualifications, skills, experience and work/employment history, remuneration, whether you have a disability, your entitlement to work in the UK and equal opportunities monitoring information.

If you visit our website, we may automatically collect the following information:

Technical information, including the internet protocol (IP) address used to connect your computer to the Internet, login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform; information about your visit to our website such as the services you searched for and view, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks and mouse-overs) and methods used to browse away from the page.

Information we receive from other sources

Information you have provided to 3rd party websites can be uploaded to our systems. The information you provide on your work resume, client testimonials or via forms will be collected and stored against a record created for you. If you do not wish this information to be readily available, please review your resume and client testimonials to ensure you only publish data you are comfortable being published on these sites.

Once an offer has been made to you/your limited company, we will request personal information from third parties such as references from former clients, information from background check providers and information from criminal record checks. We will inform you that we are making this request.

Sensitive personal data

In certain cases, we may require certain sensitive personal data from you (that is, information about your racial or ethnic origin, political opinions, religious beliefs, trade union activity, physical or mental health, sexual life, or details of criminal offences) This data will only be collected with your explicit consent.

How do we use your personal data?

When we ask you to supply us with personal data we will make it clear whether the personal data we are asking for must be supplied so that we can engage with you for the provision of services to our clients, or whether the supply of any personal data we ask for is optional.

Our legal basis for collecting and processing personal data

Based on legitimate interest

As a business Projex has identified Consent as a primary basis for the holding of your data where the information has been provided by:

  • You; or
  • Rullion Ltd

When a resume/work history is added to the Projex database an acknowledgement is automatically sent to you to advise accordingly.

You can request that your information is removed from the database at any time.

Based on performance of a contract

We may use personal information for fulfilling our obligations related to contracts and agreements, or take steps linked to a contract:

  • To provide feedback to you
  • To communicate with you in relation to the provision of the contract
  • To provide you with administrative or business support
  • Where required by law including data required for HMRC and Health & Safety requirements

How long do we keep your personal data?

Where there is a contract between us, we will retain your personal data for the duration of the contract, and a period of six years' followings its termination or expiry, to ensure we are able to comply with any contractual, legal, audit and other regulatory requirements, or any orders from competent courts or authorities.

This will lead to the creation of a "stub" record which will retain the required information whilst obfuscating any personally identifiable information that is no longer required.

NB. Health & Safety information is required to be kept for a period of 40 years.

In circumstances where we have lawfully collected your data but have had no further dealings with you your details are stored for a period of 3 years from the date of last contact before being removed. We endeavour to keep our records up to date and intend to contact you regularly to ensure the information we hold is up to date. However, please let us know if your details change.

If you want to withdraw your consent to us holding your details, please make use of the link to manage your subscriptions included in our communications. Please note that you may still receive administrative messages and communications from Projex if you are in contract through us.

Where do we store your personal data and how is it protected?

We store your personal data in secure data centres in the UK. We take reasonable steps to protect your personal data from loss or destruction. We also have procedures in place to deal with any suspected data breaches. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Where you have a username or password which enables you to access certain services or parts of our website, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Despite all precautions however, no data transmission over the internet can be 100% secure. So, while we strive to protect your personal information, we cannot guarantee the security of data you transmit to us and you must understand you do so at your own risk. We would recommend you either password protect or encrypt data you pass to us, as a matter of course.

Your rights to your personal data

You have the following rights with respect to your personal data:

  • Right to Access - The right to request a copy of your personal data that Projex holds about you.
  • Right to rectification - The right to request that Projex corrects your personal data if it is inaccurate or out of date.
  • Right to erasure - The right to request that your personal data is deleted when it is no longer necessary for Projex to retain such data.
  • Right to data portability - The right to request that Projex provides you with your personal data and, if possible, to pass on this information directly (in a portable format) to another data controller when the processing is based on consent or contract.
  • Right to restrict processing - The right to request a restriction on further data processing, in case there is a dispute in relation to the accuracy or processing of your data.
  • Right to object - The right to object to the processing of personal data, in case data processing has been based on legitimate interest and/or direct marketing.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

The use of cookies

When you use our website, we collect information about your visit and record and store this for future use. Please read our cookies policy for more details.

Do we share your data with anyone?

We take all reasonable steps to ensure that our staff protect your personal data and are aware of their information security obligations. We limit access to your personal data to those who have a genuine business need to know it.

We do not sell, rent or trade your information with any third parties.

We will only share your personal data internally within Rullion Limited's operating businesses and externally with trusted third parties contracted to us in connection with provision of the products and services on our behalf. Companies included but not limited:

  • Payroll software providers - for the purpose of payroll processing where relevant
  • Compliance software - for collection of proof of identity and associated checks in relation to the performance of a contract
  • HMRC - for the purposes of payroll reporting where necessary
  • Professional advisors such as Lawyers, Auditors and Insurers.

We will ensure there is a contract in place with the recipients listed above which include obligations in relation to the confidentiality, security and lawful processing of any personal data shared with them.

We will disclose your personal information if required by law or if we, as a company, reasonably believe that disclosure is necessary to comply with a judicial proceeding, court order or legal process, or your data is readily available in the public domain. However, we will do what we can to ensure that your privacy rights continue to be protected.

Changes to this privacy notice

Projex reserves the right to amend this privacy notice at any time. The applicable version will be found on our websites.

This privacy notice and our policy only relates to information that we obtain from you or via third parties if you've given them permission to share your information.

Contact

If you have any queries about this notice, the way in which Rullion Ltd processes personal data, or about exercising any of your rights, please send an email to DPO@Projex.co.uk or write to Data Protection Office, Projex, Mansion House, 3 Bridgewater Embankment, Altrincham, Cheshire, WA14 4RW