Declan Sheehan
Data Science Principal Associate
+44 20 8137 4129
Declan.Sheehan@wearebuchanan.com
wearebuchanan.com
Hatchers Yard, 9 Tanner Street, London Bridge, SE1 3LE

PRIVACY NOTICE

This privacy notice for Buchanan Staffing Group Limited (doing business as Buchanan Law, Buchanan Graduates, Buchanan) (‘we’, ‘us’, or ‘our’), describes how and why we might collect, store, use, and/or share (‘process’) your information when you use our services (‘Services’), such as when you:

  • Visit our website at wearebuchanan.com, or any website of ours that links to this privacy notice
  • Engage with us in other related ways, including any sales, marketing, or events

Questions or concerns? Reading this privacy notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at Declan.Sheehan@wearebuchanan.com.

SUMMARY OF KEY POINTS

This summary provides key points from our privacy notice, but you can find out more details about any of these topics by using our table of contents below to find the section you are looking for.

What personal information do we process? When you visit our website, or use our Services, we may process personal information depending on how you interact with us and the Services, the choices you make, and the products and features you use.

Do we process any sensitive personal information? We may process sensitive personal information when necessary with your consent or as otherwise permitted by applicable law.

Do we receive any information from third parties? We may receive information from public databases.

How do we process your information? We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law.

In what situations and with which types of parties do we share personal information? We may share information in specific situations and with specific categories of third parties.

How do we keep your information safe? We have organisational and technical processes and procedures in place to protect your personal information. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure.

What are your rights? Depending on where you are located geographically, the applicable privacy law may mean you have certain rights regarding your personal information.

How do you exercise your rights? The easiest way to exercise your rights is by submitting a data subject access request, or by contacting us. We will consider and act upon any request in accordance with applicable data protection laws.

TABLE OF CONTENTS

1. WHAT INFORMATION DO WE COLLECT?

Personal information you disclose to us

In Short: We collect personal information that you provide to us.

We collect personal information that you voluntarily provide to us when you express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.

Personal Information Provided by You. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect may include the following:

  • names
  • phone numbers
  • email addresses
  • mailing addresses
  • job titles
  • contact preferences
  • contact or authentication data
  • billing addresses
  • CV / resume
  • qualifications

Sensitive Information. When necessary, with your consent or as otherwise permitted by applicable law, we process the following categories of sensitive information:

  • financial data
  • information revealing race or ethnic origin
  • information revealing trade union membership
  • student data
  • social security numbers or other government identifiers
  • data about a person’s sex life or sexual orientation

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

Information collected from other sources

In Short: We may collect limited data from public databases, marketing partners, and other outside sources.

We may obtain information about you from other sources to help us respond to enquiries, verify details, and provide our recruitment services effectively. This may include information from public databases, professional networking platforms, referral partners, and other third parties, such as name, job title, contact details, and professional experience. We do not use this information, including any mobile or phone number data, for targeted advertising or unsolicited marketing purposes.

2. HOW DO WE PROCESS YOUR INFORMATION?

In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

  • To deliver and facilitate delivery of services to the user.
  • To respond to user inquiries/offer support to users.
  • To send administrative information to you.
  • To enable user-to-user communications.
  • To request feedback.
  • To send you marketing and promotional communications, in accordance with your marketing preferences. This does not include SMS or mobile opt-in data, which is used solely for direct, non-marketing communications as described in Section 4. You can opt out at any time.
  • To protect our Services, including fraud monitoring and prevention.
  • To identify usage trends so we can improve our Services.
  • To determine the effectiveness of our marketing and promotional campaigns.
  • To save or protect an individual’s vital interest.

3. WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR INFORMATION?

In Short: We only process your personal information when we believe it is necessary and we have a valid legal reason to do so under applicable law.

If you are located in the EU or UK, this section applies to you.

The GDPR and UK GDPR require us to explain the valid legal bases we rely on to process your personal information:

  • Consent — where you have given us permission to use your personal information for a specific purpose. You can withdraw consent at any time.
  • Performance of a Contract — where processing is necessary to fulfil our contractual obligations to you.
  • Legitimate Interests — where processing is reasonably necessary to achieve our legitimate business interests, balanced against your rights and freedoms.
  • Legal Obligations — where processing is necessary for compliance with our legal obligations.
  • Vital Interests — where processing is necessary to protect your vital interests or those of a third party.

In legal terms, we are generally the ‘data controller’ under European data protection laws of the personal information described in this privacy notice. This privacy notice does not apply to information we process as a ‘data processor’ on behalf of our customers.

If you are located in Canada, this section applies to you.

We may process your information with your express or implied consent, which you can withdraw at any time. In some exceptional cases we may process information without consent as permitted by applicable Canadian law, including for fraud detection and prevention, business transactions, insurance claims, identifying deceased persons, investigating breaches of agreements or law, complying with a subpoena or court order, and other circumstances specified by law.

4. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

In Short: We may share information in specific situations described in this section and/or with the following categories of third parties.

Vendors, Consultants, and Other Third-Party Service Providers. We may share your data with third-party vendors, service providers, contractors, or agents (‘third parties’) who perform services for us or on our behalf. We have contracts in place with our third parties designed to safeguard your personal information; they cannot use it beyond our instructions and will not share it with any other organisation apart from us.

Mobile Information. No mobile information, including mobile opt-in consent or phone numbers collected for SMS/text messaging purposes, will be shared with any third party or affiliate for their own marketing or promotional purposes. Mobile opt-in data is used solely to facilitate our own communications with you and is not sold, rented, or shared with third parties, including any of the vendors, consultants, or service providers listed below, for marketing or lead-generation purposes.

The categories of third parties we may share personal information with are as follows:

  • Ad Networks
  • Cloud Computing Services
  • Data Analytics Services
  • Data Storage Service Providers
  • Finance & Accounting Tools
  • Communication & Collaboration Tools
  • Performance Monitoring Tools
  • Retargeting Platforms
  • Sales & Marketing Tools
  • Social Networks
  • Website Hosting Service Providers
  • Artificial Intelligence

We also may need to share your personal information in the following situations:

  • Business Transfers. In connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business.
  • Affiliates. With our affiliates, who will be required to honour this privacy notice.

5. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?

In Short: We may use cookies and other tracking technologies to collect and store your information.

We may use cookies and similar tracking technologies (like web beacons and pixels) to access or store information. Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Notice.

6. IS YOUR INFORMATION TRANSFERRED INTERNATIONALLY?

In Short: We may transfer, store, and process your information in countries other than your own.

Our servers are located in the United Kingdom. If you access our Services from outside the United Kingdom, your information may be transferred to, stored, and processed by us and by third parties with whom we share your information, in other countries.

If you are a resident of the European Economic Area (EEA) or Switzerland, please note that the United Kingdom has been recognised by the European Commission and the Swiss Federal Council as providing an adequate level of data protection.

Where we transfer personal information to service providers in the United States, we rely on appropriate safeguards, including certification under the UK Extension to the EU-US Data Privacy Framework where available, or the UK International Data Transfer Agreement or Addendum. Details of the safeguards applicable to a specific transfer can be provided on request.

7. HOW LONG DO WE KEEP YOUR INFORMATION?

In Short: We keep your information for as long as necessary to fulfil the purposes outlined in this privacy notice unless otherwise required by law.

When we have no ongoing legitimate business need to process your personal information, we will delete or anonymise it, or, where that is not possible, securely store it and isolate it from further processing until deletion is possible.

8. HOW DO WE KEEP YOUR INFORMATION SAFE?

In Short: We aim to protect your personal information through a system of organisational and technical security measures.

We have implemented appropriate technical and organisational security measures. However, no transmission over the internet or storage technology can be guaranteed 100% secure, and transmission of information to and from our Services is at your own risk.

9. DO WE COLLECT INFORMATION FROM MINORS?

In Short: We do not knowingly collect data from or market to children under 18 years of age.

We do not knowingly solicit data from or market to children under 18. By using the Services, you represent that you are at least 18, or the parent/guardian of a minor who consents to their use of the Services. If we learn personal information from a user under 18 has been collected, we will deactivate the account and take reasonable measures to delete such data. If you become aware of any such data, please contact us at Declan.Sheehan@wearebuchanan.com.

10. WHAT ARE YOUR PRIVACY RIGHTS?

In Short: In some regions, you have rights that allow you greater access to and control over your personal information.

In some regions (EEA, UK, Switzerland, Canada) you have rights that may include: (i) access to and a copy of your personal information; (ii) rectification or erasure; (iii) restriction of processing; (iv) data portability; and (v) not to be subject to automated decision-making. You may also object to processing in certain circumstances.

If you are located in the EEA or UK and believe we are unlawfully processing your personal information, you have the right to complain to your Member State or UK data protection authority. Swiss residents may contact the Federal Data Protection and Information Commissioner.

If you are located in the United States, your rights depend on your state of residence. You may have the right to: (i) confirm whether we process your personal information and access a copy of it; (ii) correct inaccuracies; (iii) request deletion; (iv) obtain a portable copy of your data; (v) opt out of the sale or sharing of your personal information and of targeted advertising; and (vi) limit our use of sensitive personal information. We will not discriminate against you for exercising these rights.

Withdrawing consent, opting out of marketing, and managing cookies: you may exercise these choices at any time using the unsubscribe link in our emails, your browser settings, or by contacting us at Declan.Sheehan@wearebuchanan.com.

11. DO UNITED STATES RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS?

In Short: If you are a resident of California, Colorado, Connecticut, Utah, or Virginia, you are granted specific rights regarding access to your personal information.

We have collected identifiers, California Customer Records-type information, protected classification characteristics, commercial information, internet/network activity, geolocation data, audio/visual information, professional and education information, inferences, and sensitive personal information in the past twelve months, used and disclosed to service providers as described in Section 4 above. We have not sold or shared personal information to third parties for a business or commercial purpose in the preceding twelve months.

California Residents

Under the Shine the Light law, California residents may request, once a year, information about personal information disclosed to third parties for direct marketing purposes. Residents under 18 with a registered account may request removal of content they have publicly posted.

Under the CCPA, California residents have the right to request deletion, the right to be informed about our collection and use of personal information, the right to non-discrimination for exercising privacy rights, and the right to limit the use and disclosure of sensitive personal information.

To exercise these rights, email Declan.Sheehan@wearebuchanan.com or submit a data subject access request.

Colorado, Connecticut, Utah, and Virginia Residents

Residents of Colorado, Connecticut, Utah, and Virginia have rights under their respective state privacy laws (CPA, CTDPA, UCPA, and VCDPA), which may include the right to confirm whether we process your data, access it, correct inaccuracies, request deletion, obtain a copy of it, and opt out of processing used for targeted advertising, sale, or certain profiling.

To exercise these rights, email Declan.Sheehan@wearebuchanan.com or submit a data subject access request. If we decline your request, you may appeal using the same contact details.

12. DO WE USE ARTIFICIAL INTELLIGENCE?

In Short: Yes. We use artificial intelligence tools to help us operate and improve our Services, always with human oversight of decisions that affect you.

As a company, we use artificial intelligence (AI) and related automated technologies as part of how we deliver our Services. This may include using AI to help screen and match candidate profiles and CVs against role requirements, to draft or improve communications and marketing content, to support data analysis and reporting, and to improve the security and efficiency of our internal systems.

Where we use AI in ways that inform decisions about candidates or clients, a member of our team reviews and remains responsible for the final decision — we do not rely solely on automated processing to make decisions that produce legal or similarly significant effects about you without the opportunity for human review, and you may contact us to request such review.

We take steps to ensure that any AI tools or vendors we use are subject to appropriate contractual safeguards regarding confidentiality, security, and data protection, consistent with the vendor commitments described in Section 4 above. We do not use your personal information to train third-party, publicly available AI models.

If you have questions about our use of AI or would like to exercise your rights in relation to automated processing, please contact us at Declan.Sheehan@wearebuchanan.com.

13. DO WE MAKE UPDATES TO THIS NOTICE?

In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.

We may update this privacy notice from time to time. The updated version will be indicated by an updated ‘Revised’ date and will be effective as soon as it is accessible. If we make material changes, we may notify you by prominently posting a notice or by direct notification. We encourage you to review this notice frequently.

14. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

If you have questions or comments about this notice, you may contact our Data Protection Officer (DPO), Declan Sheehan, by email at Declan.Sheehan@wearebuchanan.com, by phone at +44 20 8137 4129, or by post at:

Buchanan Staffing Group Limited
Declan Sheehan
Hatchers Yard
9 Tanner Street
London, London SE1 3LE
United Kingdom

If you are a resident of the United Kingdom, we are the ‘data controller’ of your personal information. We have appointed Declan Sheehan to be our representative in the UK. You can contact them directly at the address above, or by post to:

Units A5 and A6, Hatchers Yard
9 Tanner Street
London, London SE1 3LE
England

15. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?

You have the right to request access to the personal information we collect from you, change that information, or delete it. To request to review, update, or delete your personal information, please fill out and submit a data subject access request.