This privacy notice tells you what to expect when Cadogan Tate collects personal information. It applies to information we collect about:
When someone visits www.cadogantate.com we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
We recognize and respect your need for privacy and security as you visit our site.
When you visit our site to view pages and read information about us, you do so without telling us who you are and without revealing any personal information.
While we do not collect identifying information about visitors to our site, we do use standard software to collect information for the strict purpose of tracking activity on our site. This allows us to understand how many people use our site and which pages and features are most popular. The only information we normally collect and store is
You never transmit personally identifying information that you do not enter yourself, and this is always your option. This information cannot be collected unless you specifically elect to send it to us. This information is used internally only for the purpose of fulfilling the request or for contacting you directly and is not sold to any other organisation. Your information is transmitted directly to Cadogan Tate and stored on our servers in a secure environment.
We use a third-party provider, Lexis Click (Lexis Information Systems Ltd) to deliver our weekly e-newsletters via Mailchimp (The Rocket Science Group, LLC). Both Lexis Click and Mailchimp will only be given your email address for the explicit purpose of delivering our e-newsletter. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information on how Lexis Click Process your email address, please see Lexis Click’s privacy statement here. For more information on how Mail Chimp processes your email address, please see Mail Chimp’s privacy notice here.
Cadogan Tate uses a third-party service, Splash Worldwide Ltd, to help maintain the security and performance of the Cadogan Tate website.
From time to time, Cadogan Tate adds additional content to its websites. We use a third party, Splash Worldwide Ltd, to improve our website. Access to any personally identifiable information held in website databases is restricted to Splash Worldwide employees responsible for maintaining the Cadogan Tate websites. High security protocols are employed to ensure your personal information is stored in a secure environment in accordance with the latest internet security protocols. For further information on Splash Worldwide’s privacy notice please click here.
We use a third-party services, Drupal and Wordpress, to publish content on our websites publish our blog, and some of our conference microsites. These sites are hosted at UKFAST, Heart Internet and 123.com. We use a standard service for each hosting company to collect anonymous information about users' activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it. For more information about how Drupal, WordPress, UK Fast, Heart Internet, Memset and 123.com processes data, please see:
We use a third-party provider, Lexis Click, to manage our social media interactions.
If you send us a private or direct message via social media the message will not be stored by Lexis Click. It will not be shared with any other organisations.
When you call Cadogan Tate’s various phone numbers we may use Calling Line Identification (CLI) information via a third party, ResponseTap. You will always be notified in advance if your call is being recorded and it is your choice whether you continue with the call. In the event your wish to speak to us on a non-recorded telephone line, please contact us on +44 20 8963 4000. All call recordings are deleted from the ResponseTap system after 30 days. Occasionally, for training and monitoring purposes, Cadogan Tate may choose to keep a call recording for longer than 30 days, for example in the event that an employee requires further training, identified as a result of the call recording. Access to call recordings are restricted to Cadogan Tate senior management. We use call recordings to help improve the efficiency and effectiveness of our customer service response and to monitor the effectiveness of our advertising. For information on how Response Tap processes this information please see their privacy notice here.
We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with government guidelines. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
When you provide your personal details to us, the data is stored on our secure servers in the UK. We use a third party database, “Moveware”, to manage our operations which is maintained by Moveware Limited. For a copy of their privacy notice, click here.
If you use any of our services, we will retain your data for a period of 7 years after which time your data file will be deleted and database entries anonymised.
If we are providing you with an international moving service, you can find detailed information on how we process your personal data here.
In order to carry out your relocation, we need to collect certain personal information concerning yourself, those that accompany you on your relocation, your residence and your belongings. This information may be provided by your employer (if your employer is the booker of your relocation) or will be requested from yourself.
The collection and use of your personal data is subject to the EU General Data Protection Regulations (GDPR). Cadogan Tate and her network partners have strict rules for the collection, storage, protection and release of your personal data:
We employ CCTV for the purposes of security and health and safety. We hold this footage for approximately 30 days after which time the footage is overwritten. The images may be provided to law enforcement or other regulatory bodies in the event of a security incident.
We have outlined below details about the type of information that Cadogan Tate keeps about job applicants, current and former employees and the purposes for which it keeps them. You can read more about this here.
Cadogan Tate believes that these uses are consistent with our employment relationship with each member of staff and with the principles of the Data Protection Act and the GDPR. Although the provisions of the GDPR apply to EU employees only, we follow the same general data principles for all employees worldwide regardless of region. The only exception to this relates to data storage as specified below.
During the recruitment process Cadogan Tate will ask for information about your personal and employment history. All of the information you provide during the process will only be used for the purposes of progressing your application, or to fulfil legal, regulatory or legitimate requirements if necessary.
If you are applying for a position within the European Economic Area (EEA), Cadogan Tate will not store any of your information outside the EEA. If you are applying for a position in the US, your data will be stored in the US. Cadogan Tate will not share any of the information you provide during the recruitment process with any third parties for marketing purposes. The information you provide will be held securely by us and/or our data processors whether the information is held in electronic or physical format.
We will from time to time transfer HR related personal data to the USA for the purpose of processing your contract, or for a legitimate or legal reason. Any such data will be sent securely.
Cadogan Tate will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.
The information we ask for is used to assess your suitability for employment. You do not have to provide what we have requested but it may affect your application if you don’t.
We will ask all candidates for personal details including their name and contact details. We will also ask for information about your previous experience, education, referees and for answers relevant to the role you have applied for. Our HR department and your Recruiting Manager will have access to all of this information.
You may be asked to provide equal opportunities information. This is not mandatory information. If you choose not to provide it, it will not affect your application. This information will only be made available to the HR department it will not be available to any other staff in a way which could identify you.
Any information you choose to provide will only be used to produce and monitor equal opportunities statistics.
All external applicants who are to be formally interviewed will be asked to complete an Application and Pre-Employment Screening form (HRR 23).
The selection process will normally begin with a discussion between the Recruiting Manager and their Line Manager or Department Head in order to determine the selection approach. The appropriate selection method may not necessarily be limited to, but will always include, face to face interviews. We may also ask you to complete a test or attend other selection events such as a selection centre or psychometric testing. This information will be held by Cadogan Tate.
If, following assessment of your application for the position you have applied for, you are unsuccessful we will retain your information for a period of 6 months unless you instruct us otherwise.
In compliance with Cadogan Tate’s recruitment guidelines, if we make you a conditional offer of employment we will ask you for information so that we can carry out pre-employment screening and vetting checks.
These checks include:
Commencement of your employment is conditional on completion of Pre- Employment Screening and Vetting documentation. All checks are carried out to the standards of BS 7858:2012.
You will be required to provide the following to allow us to complete these checks:
We will provide your name and copies of your proof of identity, right to work and proof of address to our screening agents, BackCheck™, who will contact you to complete an application for a Basic Criminal Record check via the Disclosure and Barring Service. BackCheck™ will also contact your referees using the details you provide in your Application Form to obtain references.
You must successfully complete these pre-employment checks to progress to a final offer.
If we make a final offer and you accept, we will also ask you to provide the following:
Data processors are third parties, such as BackCheck™, who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means they cannot do anything with your personal information unless we have instructed them to do so. They will not share your personal information with any organisation apart from us.
If you accept a final offer from us, some of your personnel records will be held on our HR software and physical records may also be held securely. These details will include:
If you are successful, the information you provide during the recruitment and application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your Application Form, Medical Questionnaire, records of any security checks and references.
If you are unsuccessful at any stage of the process, the information you have provided up until that stage will be retained for 6 months and will then be securely disposed of.
Under the General Data Protection Regulation (GDPR) and The Data Protection Act 1998 (DPA) you have a number of rights with regard to your personal data. You have the right to request from us access to and rectification or erasure of your personal data, the right to restrict or object to processing. For further information see our Policy on Employee Information and Data Protection (HRPS 03) for further details.
The information held will be for our management and administrative use only, but from time to time we may need to disclose some information we hold about employees to relevant third parties. We may also transfer information to another division within the Group or to an external company solely for purposes connected with your career or the management of Cadogan Tate’s business.
Cadogan Tate may also hold information about an employee for which disclosure to any third party will only be made when strictly necessary for the purposes as follows
Cadogan Tate requires all employees to comply with the DPA and the GDPR in relation to information about other staff. Failure to do so will be regarded as serious misconduct and will be dealt with according to the Company’s disciplinary policy and procedure. If an employee is in a position to deal with information about other employees they will be given separate guidance on their obligations.
The Group Managing Director has overall responsibility for compliance with DPA and GDPR.
Under the General Data Protection Regulation (GDPR), which replaced the Data Protection Act 1998 in May 2018, you have rights as an individual which you can exercise in relation to the information we hold about you.
Your right to be informed
You have the right to be informed about our collection and use of your personal data. This Privacy Notice should give you all the information you need but please contact us at email@example.com if you would like to know more or have any questions.
Your right of access
You have the right to ask us for copies of your personal information. (See Access to Personal Information below).
Your right to rectification
You have the right to ask us to rectify information you believe to be inaccurate or to ask us to complete information you believe to be incomplete.
Your right to be forgotten
You have the right to request that we erase your personal information in certain circumstances.
Your right to object to or restrict the processing of your information
You have the right to ask us to restrict the processing of your information or to object to us using your personal data for a particular purpose.
Your right to data portability
This only applies to information that you have given us where we are using it with your consent e.g. for the performance of a contract. You can ask us for a copy of that personal data to re-use with another service or business.
You can find further information about your rights under the GDPR from the Information Commissioner’s Office at (https://ico.org.uk)
Cadogan Tate tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate.
This privacy notice was drafted with brevity and clarity in mind. We are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
If you want to make a complaint about the way we have processed your personal information, you can either email firstname.lastname@example.org or write to the Information Governance Department at Cadogan House, 239 Acton Lane, London NW10 7NP
If you are not satisfied with our response you can contact the ICO, (the statutory body which oversees data protection law) at www.ico.org.uk/make-a-complaint or by calling them on 0303 123 1113.
You have the right to make a subject access request to establish what personal data we hold for you and how we use it.
You can make a subject access request to Cadogan Tate in writing. Please email us at email@example.com or write to us at the address below, stating which data you wish to see and including your name and contact information and any details or relevant dates that will assist us in identifying what you want.
If we do hold information about you, we will normally provide this to you electronically unless you request otherwise.
We will normally respond to any subject access requests within one month. However, should we require extra time we will let you know within one month from the date of the request stating our reasons. The copy of your personal data is provided free of charge. Cadogan Tate may charge a reasonable administration fee for additional information and/or copies if it believes the request is ‘manifestly unfounded or excessive’.
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
We keep our privacy notice under regular review. This privacy notice was last updated on 1st May 2018.
Information Governance Department
239 Acton Lane