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Privacy Policy

BACKGROUND:

Out of the Ashes Ltd understands that your privacy is important to you and that you care about how your personal data is collected, stored and used. Out of the Ashes Ltd respects and values the privacy of everyone whose data we hold including our clients, those we interact with in the course of our work and visitors to this website, www.outoftheashes.co.uk.  Out of the Ashes Ltd will only collect and use personal data in the ways that are described in this Policy and in a manner that is consistent with Out of the Ashes Ltd's obligations and your rights under the law.

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Please read this Privacy Policy carefully and ensure that you understand it.  Your acceptance of this Privacy Policy is deemed to occur upon your first use of Out of the Ashes Ltd’s Site, on registration for one of Out of the Ashes Ltd’s products or services or on your first interaction with Out of the Ashes Ltd by some other means. 

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1.    Definitions and Interpretation

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In this Policy, the following terms shall have the following meanings:



“personal data” refers to any and all data that relates to an identifiable person who can be directly or indirectly identified from that data and in this Policy, specifically means any personal data that Out of the Ashes Ltd collects, stores or processes in delivering its products or services or otherwise in the course of running its business.


“Out of the Ashes Ltd” (and also “we”, “our” or “us”) means Out of the Ashes Ltd, a limited company (13930391) whose registered office is at 44 Park Drive, Wickford, Essex SS12 9DJ

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This Policy shall, where and so far as applicable, incorporate the definitions provided in the Data Protection Act 2018 and the General Data Protection Regulation ((EU) 2016/679) (“GDPR”).

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2.         Information About Out of the Ashes Ltd

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2.1 Out of the Ashes Ltd’s Site is owned and operated by Out of the Ashes Ltd.

2.2 Out of the Ashes Ltd’s Data Protection Officer is Kristina Stazaker, who can be contacted by email at hello@outoftheashes.co.uk by telephone on 07787725442, or by post at 44 Park Drive, Wickford, Essex, SS12 9DJ


3.         What Does This Policy Cover?

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This Privacy Policy applies to all personal data that Out of the Ashes Ltd collects, stores or processes in delivering its services or otherwise in the course of its business.  As such it covers all personal data which Out of the Ashes Ltd holds or processes about or on behalf of its clients; other users or subscribers to any of Out of the Ashes Ltd’s products or services; or persons providing services to Out of the Ashes Ltd. 

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This Policy also covers your use of Out of the Ashes Ltd’s Site.  Out of the Ashes Ltd’s Site may contain links to other websites. Please note that Out of the Ashes Ltd has no control over how your data is collected, stored, or used by other websites and Out of the Ashes Ltd advises you to check the privacy policies of any such websites before providing any data to them.

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4.         Your Rights

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4.1 As a data subject, you have the following rights under the GDPR, which this Policy and Out of the Ashes Ltd’s use of personal data have been designed to uphold:


4.1.1 The right to be informed about Out of the Ashes Ltd’s collection and use of personal data;


4.1.2 The right of access to the personal data Out of the Ashes Ltd holds about you (see section 12);


4.1.3 The right to rectification if any personal data Out of the Ashes Ltd holds about you is inaccurate or incomplete (please contact Out of the Ashes Ltd using the details in section 14);


4.1.4 The right to be forgotten – i.e. the right to ask Out of the Ashes Ltd to delete any personal data Out of the Ashes Ltd holds about you (Out of the Ashes Ltd only holds your personal data for a limited time, as explained in section 6.5 but if you would like Out of the Ashes Ltd to delete it sooner, please contact Out of the Ashes Ltd using the details in section 14);


4.1.5 The right to restrict (i.e. prevent) the processing of your personal data;


4.1.6 The right to data portability (obtaining a copy of your personal data to re-use with another service or organisation);


4.1.7 The right to object to Out of the Ashes Ltd using your personal data for particular purposes; and


4.1.8 Rights with respect to automated decision making and profiling.


4.2 If you have any cause for complaint about Out of the Ashes Ltd’s use of your personal data, please contact Out of the Ashes Ltd using the details provided in section 14 and Out of the Ashes Ltd will do its best to solve the problem for you. If Out of the Ashes Ltd is unable to help, you also have the right to lodge a complaint with the UK’s  supervisory authority, the Information Commissioner’s Office.


4.3  For further information about your rights, please contact the Information Commissioner’s Office or your local Citizens Advice Bureau.

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5.         What Data Does Out of the Ashes Ltd Collect?

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The personal data which Out of the Ashes Ltd may collect will vary depending on the nature of your interaction with Out of the Ashes Ltd but might include some or all of the following personal and non-personal data:

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5.1          your name;

5.2          the name of the charity/ business that you work for or represent;

5.3          the sector or cause in which your organisation operates, including any faith basis for that organisation;


5.4          your job title and/or profession;

5.6          your contact information such as email, postal address and telephone numbers;


5.7          demographic information about you, such as post code, preferences, and interests;


5.8          (in the case of users of Out of the Ashes Ltd’s Site) your IP address, web browser type and version and details of your operating system.

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Specifically when running a recruitment campaign for a client, Out of the Ashes Ltd might be required to process special categories of data about you, such as information about your ethnic origin, sexual orientation or religion/ belief.  In some cases information might also be required in respect of any criminal convictions and offences.  Such information may be necessary where a client has an occupational requirement in respect of the role, to facilitate reasonable adjustments for candidates with a disability or to monitor recruitment statistics. In addition, information might also be required in respect of your current salary and benefits.  Where such data is requested, it is because it is necessary for the fulfilment of obligations and/or the exercise specific rights in relation to the recruitment process and/or subsequent employment.

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6.         How Does Out of the Ashes Ltd Use Your Data?

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6.1 All personal data shall be processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected.  Out of the Ashes Ltd will comply with its obligations and safeguard your rights under the Data Protection Act 2018 and/or GDPR at all times. For more details on security see section 7, below.


6.2 Out of the Ashes Ltd’s use of your personal data will always have a lawful basis, either because it is necessary for Out of the Ashes Ltd’s performance of a contract with you, because you have consented to Out of the Ashes Ltd’s use of your personal data (e.g. by subscribing to emails), or because it is in Out of the Ashes Ltd’s legitimate interests. Specifically, Out of the Ashes Ltd may (without limitation) use your data for the following purposes:


6.2.1 Supplying Out of the Ashes Ltd’s products and/or services to you (please note that Out of the Ashes Ltd requires your personal data in order to enter into a contract with you);


6.2.2 Personalising and tailoring Out of the Ashes Ltd’s products and/or services for you;

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6.2.3 Delivering services to a third party which requires the processing of your data, for example where Out of the Ashes Ltd is undertaking a recruitment campaign for a client;  


6.2.4 Replying to emails from you;


6.2.5 Supplying you with emails that you have opted into (you may unsubscribe or opt-out at any time by emailing hello@outoftheashes.co.uk or clicking on the unsubscribe link within the email);


6.2.6 Market research;


6.2.7 Reporting to third parties where products and/or services have been provided to you at their cost; and

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6.2.8 Procuring services from you or working with you in the course of Out of the Ashes Ltd’s business.


6.3   With your permission and/or where permitted by law, Out of the Ashes Ltd may also use your data for marketing purposes which may include contacting you by email, telephone, text message and/or post with information, news, and offers on Out of the Ashes Ltd’s products and services. Out of the Ashes Ltd will not, however, send you any unsolicited marketing or spam and will take all reasonable steps to ensure that it fully protects your rights and complies with its obligations under the Data Protection Act 2018, the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003.  Out of the Ashes Ltd will provide ample opportunity to opt out of the receipt of any such marketing materials


6.4 You have the right to withdraw your consent to Out of the Ashes Ltd using your personal data at any time, and to request that Out of the Ashes Ltd deletes it.


6.5  Out of the Ashes Ltd does not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Data will therefore be retained for the following periods (or its retention will be determined on the following bases):


6.5.1 Where personal data about an Out of the Ashes Ltd client (or a provider of services to Out of the Ashes Ltd) has been obtained in order to deliver paid-for services, this may be retained for a period of up to 7 years following the end of the relevant contract;


6.5.2 Personal data in respect of third parties, obtained in the course of delivery of Out of the Ashes Ltd’s services shall be retained for up to 3 years;


6.5.3 All other personal data shall be retained for up to 3 years from the date on which the purpose(s) for which it was obtained cease to apply.

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7.         How and Where Does Out of the Ashes Ltd Store Your Data?

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7.1 Out of the Ashes Ltd only keeps your personal data for as long as Out of the Ashes Ltd needs to in order to use it as described above in section 6, and/or for as long as Out of the Ashes Ltd has your permission to keep it.


7.2 Some or all of your data may be stored outside of the European Economic Area (“the EEA”) (The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein). You are deemed to accept and agree to this by using Out of the Ashes Ltd’s services or Out of the Ashes Ltd’s Site or by otherwise submitting or providing information  to Out of the Ashes Ltd.  If Out of the Ashes Ltd does store data outside the EEA, Out of the Ashes Ltd will take all reasonable steps to ensure that your data is treated as safely and securely as it would be within the UK and in compliance with the Data Protection Act 2018 and the GDPR.


7.3  Out of the Ashes Ltd has put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.  In addition, we limit access to your personal data to those employees, agents, contractors and  other third parties who have a business need to know.  They will only process your personal data on our instructions and they are subject to a duty of confidentiality.


7.3.1 Out of the Ashes Ltd has put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

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8.         Does Out of the Ashes Ltd Share Your Data?

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8.1   Subject to the exceptions set out below (and/or elsewhere in this Policy) Out of the Ashes Ltd will not share any of your data with any third parties for any purposes, unless you have expressly given your consent for us to do so:


8.1.1 In certain circumstances, Out of the Ashes Ltd may be legally required to share certain data held by Out of the Ashes Ltd, which may include your personal data, for example, where Out of the Ashes Ltd is involved in legal proceedings, where Out of the Ashes Ltd is complying with legal obligations, a court order, or a governmental authority or where necessary to protect the rights, property, or safety of Out of the Ashes Ltd or others.


8.1.2 Out of the Ashes Ltd may sometimes contract with third parties to facilitate the effective operation of Out of the Ashes Ltd’s business and/or to supply services to you on Out of the Ashes Ltd’s behalf. These services may include payment processing, delivery of Out of the Ashes Ltd’s services, search engine facilities, email and other electronic communication tools, data back-up and other IT services, advertising, and marketing. In some cases, these services may include or require access to some or all of your data. In such circumstances, Out of the Ashes Ltd will take all reasonable steps to ensure that your data will be handled safely, securely, and in accordance with your rights, Out of the Ashes Ltd’s obligations, and the obligations of the third party under the law.

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8.1.3 In delivering its services, Out of the Ashes Ltd sometimes acts as the data processor for a client (which is the data controller), for example, where Out of the Ashes Ltd runs a recruitment campaign on behalf of a client and deals directly with job applicants.  In such cases, your personal data may be shared with the data controller.

8.1.4 Out of the Ashes Ltd may compile statistics about the use of Out of the Ashes Ltd’s Site including data on traffic, usage patterns, user numbers, and other information. All such data will be anonymised and will not include any personally identifying data, or any anonymised data that can be combined with other data and used to identify you. Out of the Ashes Ltd may from time to time share such data with third parties such as prospective investors, affiliates, partners, and advertisers. Data will only be shared and used within the bounds of the law.


8.2 Out of the Ashes Ltd may sometimes use third party data processors that are located outside of the EEA. Where Out of the Ashes Ltd transfers any personal data outside the EEA, Out of the Ashes Ltd will take all reasonable steps to ensure that your data is treated as safely and securely as it would be within the UK and in compliance with the Data Protection Act 2018 and the GDPR, including ensuring compliance with Privacy Shield requirements.

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9.         What Happens If Out of the Ashes Ltd’s Business Changes Hands?

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9.1 Out of the Ashes Ltd may, from time to time, expand or reduce Out of the Ashes Ltd’s business and this may involve the sale and/or the transfer of control of all or part of Out of the Ashes Ltd’s business. Any personal data that you have provided will, where it is relevant to any part of Out of the Ashes Ltd’s business that is being transferred, be  transferred along with that part and the new owner or newly controlling party will, under the terms of this Privacy Policy, be permitted to  use that data only for the same purposes for which it was originally collected by Out of the Ashes Ltd.


9.2 In the event that any of your data is to be transferred in such a manner, you might not be contacted in advance and informed of the changes.

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10.      How Can You Control Your Data?

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10.1 When you register for one of Out of the Ashes Ltd’s Services or submit personal data via Out of the Ashes Ltd’s Site, you may be given options to restrict Out of the Ashes Ltd’s use of your data. In particular, AP aims to give you strong controls on Out of the Ashes Ltd’s use of your data for direct marketing purposes (including the ability to opt-out of receiving emails from Out of the Ashes Ltd which you may do by unsubscribing using the links provided in Out of the Ashes Ltd’s emails and at the point of providing your details).


10.2 You may also wish to sign up to one or more of the preference services operating in the UK: The Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These may help to prevent you receiving unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications that you have consented to receiving.

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11.      Your Right to Withhold Information

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You may access certain areas of Out of the Ashes Ltd’s Site without providing any data at all. However, to use all features and functions available, you may be required to submit or allow for the collection of certain data.

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12.      How Can You Access Your Data?

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You have the right to ask for a copy of any of your personal data held by Out of the Ashes Ltd (where such data is held). Under the GDPR, no fee is payable and Out of the Ashes Ltd will provide any and all information in response to your request free of charge. Please contact Out of the Ashes Ltd for more details at hello@outoftheashes.co.uk or using the contact details below in section 14.


13.      Cookies

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Out of the Ashes Ltd’s website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them see our Cookie policy here.

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14.      Contacting Out of the Ashes Ltd

If you have any questions about this Privacy Policy, please contact Out of the Ashes Ltd by email at hello@outoftheashes.co.uk, by telephone on 07787725442, or by post at 44 Park Drive, Wickford, Essex, SS12 9DJ. Please ensure that your query is clear, particularly if it is a request for information about the data Out of the Ashes Ltd holds about you (as under section 12, above).

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15.      Changes to Out of the Ashes Ltd’s Privacy Policy

Out of the Ashes Ltd may change this Privacy Policy from time to time (for example, if the law changes). Any changes will be immediately posted on Out of the Ashes Ltd’s Site and you will be deemed to have accepted the terms of the Privacy Policy on your first subsequent use of Out of the Ashes Ltd’s Site, registration of continued use of Out of the Ashes Ltd’s products or services, or interaction with Out of the Ashes Ltd by some other means.  Out of the Ashes Ltd recommends that you check this page regularly to keep up-to-date.
 

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