Last updated 4th August 2022
Introduction and applicability
Arcus Global Limited gathers and processes data for its own business (as a “data controller”) and on behalf of its customers (as a “data processor”).
In all circumstances the storage and use of data is done with security and privacy in mind and the retention of trust in mind. Our personal information handling policy and procedures have been developed in line with the requirements of the 1995 European Union Data Protection Directive (Directive 95/46/EC) and the General Data Protection Regulation (in force from 25 May 2018) and applicable national law.
Contracted customers …
If you have entered into a contract with one of our subsidiaries or group companies, the controller of your data will be the Arcus Global Limited company or companies stated in your contract (Arcus Global Limited, Digital Space Group Limited (formally known as Arcus Cloud Services Limited), MIS Local Government Systems Limited) and any additional consent you give us. Data processing will be governed by the terms of your contracts and always in line with applicable data protection laws in the UK.
Customers of our customers …
If you believe that an Arcus Global Limited company is processing data about you on behalf of one of our customers, that company or organisation’s privacy policy will apply and we encourage you to address any queries to them in the first instance.
If you wish to contact us directly please address your enquiry to privacy@arcusglobal.com. Unless there is a legal reason for us not to, we will notify our direct customer of your request.
Everyone else …
In all other circumstances, this Privacy Policy sets out what personal data we collect and how we use and protect it. It is divided into three sections:
1. Website visitors
2. Job applicants (successful applicants will be issued with employment policies with the relevant offer)
3. Potential customers and other business contacts In all cases the Data Controller is Arcus Global Ltd.
Website visitors
1. What information do we collect?
We collect and process personal data about you when you interact with us and our products and when you contact us through our website. The personal data we process may include:
- your name;
- your username and password;
- your home or work address, email address and/or phone number;
- your job title;
- information related to the browser or device you use to access our website;
- internet browser and operating system;
- recordings of calls you make to our customer service team;
- and/or any other information you provide;
2. How do we use this information and what is the legal basis for this use?
We process the personal data listed in paragraph 1 above for the following purposes:
- in accordance with our legitimate interests in protecting Arcus Global’s legitimate business interests and legal rights, including but not limited to, use in connection with legal claims, compliance, regulatory and investigative purposes (including disclosure of such information in connection with legal process or litigation);
- with your express consent to respond to any comments or complaints we may receive from you, and/or in accordance with our legitimate interests including to investigate any complaints received from you or from others, about our website or our products or services;
- we may use information you provide to personalise (i) our communications to you; (ii) our website; and (iii) products or services for you, in accordance with our legitimate interests;
- to monitor use of our websites and online services. We may use your information to help us check, improve and protect our products, content, services and websites, both online and offline, in accordance with our legitimate interests;
- in circumstances where you contact us by telephone, calls may be recorded for quality, training and security purposes, in accordance with our legitimate interests; and we may use your information to invite you to take part in market research or surveys.
We may also send you direct marketing in relation to relevant products and services. Electronic direct marketing will only be sent where you have given your consent to receive it, or (where this is allowed) you have been given an opportunity to opt-out. You will continue to be able to opt-out of electronic direct marketing at any time by following the instructions in the relevant communication.
3. With whom and where will we share your personal data?
We may share your personal data with our subsidiaries to process it for the purposes of inter-group administration and to deliver products or services where elements of these are provided by group companies other than those with which you have directly contracted.
We may also share your personal data with the below third parties:
- our professional advisors such as our auditors and external legal and financial advisors;
- marketing and communications agencies where they have agreed to process your personal data in line with this Privacy Policy;
Personal data may be shared with government authorities and/or law enforcement officials if required for the purposes above, if mandated by law or if needed for the legal protection of our legitimate interests in compliance with applicable laws. Personal data may also be shared with third party service providers who will process it on behalf of Arcus Global for the purposes above. Such third parties include, but are not limited to, providers of website hosting, maintenance, call centre operation and identity checking.
In the event that our business or any part of it is sold or integrated with another business, your details will be disclosed to our advisers and those of any prospective purchaser and will be passed to the new owners of the business.
4. How long will you keep my personal data?
We will not keep your personal information for any purpose for longer than is necessary and will only retain the personal information that is necessary in relation to the purpose. We are also required to retain certain information as required by law or for as long as is reasonably necessary to meet regulatory requirements, resolve disputes, prevent fraud and abuse, or enforce our terms and conditions.
Where you are a prospective customer and you have expressly consented to us contacting you, we will only retain your data (a) until you unsubscribe from our communications; or, if you have not unsubscribed, (b) while you interact with us and our content; or (c) for 12 months from when you last interacted with us or our content.
In the case of any contact you may have with our customer services team, we will retain those details for as long as is necessary to resolve your query and for 36 months after the query is closed.
We will retain your data for a short time beyond the specified retention period, to allow for information to be reviewed and any deletion to take place. In some instances, laws may require Arcus Global to hold certain information for specific periods other than those listed above.
5. Where is my data stored?
The personal data that we collect from you may be transferred to, and stored outside the European Economic Area (“EEA”). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers, in which case the third country’s data protection laws will have been approved as adequate by the European Commission or other applicable safeguards are in place. Further information may be obtained from us by writing to privacy@arcusglobal.com.
6. What are my rights in relation to my personal data?
As a data subject, you have a number of rights. You can:
- Access and obtain a copy of your data on request
- Require Arcus Global to change incorrect or incomplete data
- Require Arcus Global to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
- Object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing
If you would like to exercise any of these rights, please contact the Arcus Global at privacy@arcusglobal.com
Where you have provided your data to us and it is processed by automated means, you may be able to request that we provide it to you in a structured, machine readable format.
If you have a complaint about how we have handled your personal data, you may be able to ask us to restrict how we use your personal data while your complaint is resolved. In some circumstances you can ask us to erase your personal data (a) by withdrawing your consent for us to use it; (b) if it is no longer necessary for us to use your personal data; (c) if you object to the use of your personal data and we don’t have a good reason to continue to use it; or (d) if we haven’t handled your personal data in accordance with our obligations.
7. Where can I find more information about Arcus Global’s handling of my data?
Should you have any queries regarding this Privacy Policy, about Arcus Global’s processing of your personal data or wish to exercise your rights you can contact Arcus Global by writing to privacy@arcusglobal.com. If you are not happy with our response, you can contact the Information Commissioner’s Office: https://ico.org.uk/
Job applicants
Recruitment & Selection Privacy Policy
1. What data do we collect?
Arcus Global collects personal data for recruitment purposes.
This data consists of the following information:
- Your name, address and contact details, including email address and telephone number and in some cases home address
- Details of your qualifications, skills, experience and employment history
- Information about your current level of remuneration, including benefit entitlements
- Whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process
- Information about your entitlement to work in the UK
Data will be stored on our recruitment system XCDHR. You can view their privacy policy here XCDHR Data Policy.
2. How is Your Personal Information Collected?
We typically collect this personal information directly from you when you have applied for a job (or speculatively enquired) through our website, job advertisements or a recruitment agency. We may sometimes be required to collect additional information from third parties or other publicly available sources, for example references, your LinkedIn profile etc. Arcus Global will take reasonable steps to inform you if it has collected your personal information from a third party.
3. Why do we process personal data?
Arcus Global needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts.
Arcus Global has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows Arcus Global to manage the recruitment process, assess and confirm a candidate’s suitability for employment. Arcus Global may also need to process data from job applicants to respond to and defend against legal claims.
Arcus Global may collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. Arcus Global processes such information to carry out its obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, Arcus Global may keep your personal data on file in case there are future employment opportunities for which you may be suited.
4. Who has access to the data we collect?
Your information will be shared internally for the purposes of the recruitment exercise within the HR department and Hiring Manager/Interviewer.
5. How long do we keep data?
If your application for employment is unsuccessful, Arcus Global will hold your data on file for 6 months after the end of the relevant recruitment process in case further relevant opportunities arise. At the end of that period or if you withdraw your consent, your data is deleted or destroyed.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your employee record and retained during your employment.
Automated decision-making
Arcus Global recruitment processes are not based on automated decision-making.
6. Your rights
As a data subject, you have a number of rights. You can:
- Access and obtain a copy of your data on request
- Require Arcus Global to change incorrect or incomplete data
- Require Arcus Global to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
- Object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing
If you would like to exercise any of these rights, please contact the Arcus Global HR department at hr@arcusglobal.com
Potential customers and other business contacts
1. What information do we collect and process?
We collect and process personal data about you when you contact or work with us.
The personal data we process includes:
- your name;
- your username and password (if you register on one of our systems or websites);
- your home or work address, email address and/or phone number;
- your job title;
- information related to the browser or device you use to access our website;
- internet browser and operating system;
- recordings of calls you make to our customer service team;
- and/or any other information you provide;
2. What is the source of this information?
We obtain this information directly from you, our personnel, through our systems and equipment, as well as from third parties, our partners, background checking companies or business contacts. We may also obtain it from your public profiles available online.
3. How do we use this information and what is the legal basis for this use?
We process the personal data listed in paragraph 1 above for the following purposes only in accordance with our legitimate interests:
- we may use information you provide to personalise (i) our communications to you; (ii) our website; and (iii) products or services for you, in accordance with our legitimate interests;
- to monitor use of our websites and online services. We may use your information to help us check, improve and protect our products, content, services and websites, both online and offline, in accordance with our legitimate interests;
- in circumstances where you contact us by telephone, calls may be recorded for quality, training and security purposes, in accordance with our legitimate interests; and we may use your information to invite you to take part in market research or surveys;
- with your express consent to respond to any comments or complaints we may receive from you, and/or in accordance with our legitimate interests including to investigate any complaints received from you or from others, about our website or our products or services;
- in accordance with our legitimate interests in protecting Arcus Global’s legitimate business interests and legal rights, including but not limited to, use in connection with legal claims, compliance, regulatory and investigative purposes (including disclosure of such information in connection with legal process or litigation);
We may also send you direct marketing in relation to relevant products and services. Electronic direct marketing will only be sent where you have given your consent to receive it, or (where this is allowed) you have been given an opportunity to opt-out. You will continue to be able to opt-out of electronic direct marketing at any time by following the instructions in the relevant communication.
4. With whom and where will we share your personal data?
We may share your personal data for the purposes of intra-group administration. We may also share your personal data with our professional advisors such as our auditors and external legal and financial advisors.
We may also share your personal data with our suppliers and partners such as Salesforce.com, Amazon Web Services, CardCorp, Esri, Okta, Google, Microsoft and Conga Inc as well as similar companies if and when relevant to your business requests.
Personal data may be shared with government authorities and/or law enforcement officials if mandated by law or if needed for the legal protection of our legitimate interests in compliance with applicable laws. Personal data may also be shared with third party service providers who will process it on behalf of Arcus Global for the purposes above. In the event that any part of our business is sold or integrated with another business, your details may be disclosed to our advisors and those of any prospective purchaser and would be passed to the new owners of the business.
5. How long will you keep my personal data?
We will not keep your personal information for longer than is necessary and will only retain the personal information that is necessary to fulfil the purpose. We are also required to retain certain information by law or if it is reasonably necessary to meet regulatory requirements, resolve disputes, prevent fraud and abuse, or enforce our terms and conditions.
We will keep the personal data connected to your job application (including any interview records) for 6 months from the date of their creation by Arcus Global or receipt from you. If your application is successful and you become a member of staff we will provide you with a copy of the Staff Privacy Notice. The retention periods referred to therein will apply to your personal data during your employment.
6. Where is my data stored?
The personal data that we collect from you may be transferred to, and stored outside the European Economic Area (“EEA”). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers, in which case the other country’s data protection laws will have been approved as adequate by the European Commission or other applicable safeguards are in place. Further information may be obtained from our Privacy Team.
7. What are my rights in relation to my personal data?
As a data subject, you have a number of rights. You can:
- Access and obtain a copy of your data on request
- Require Arcus Global to change incorrect or incomplete data
- Require Arcus Global to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
- Object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing
If you would like to exercise any of these rights, please contact the Arcus Global at privacy@arcusglobal.com
Where you have provided your data to us and it is processed by automated means, you may be able to request that we provide it to you in a structured, machine readable format.
If you have a complaint about how we have handled your personal data, you may be able to ask us to restrict how we use your personal data while your complaint is resolved. In some circumstances you can ask us to erase your personal data (a) by withdrawing your consent for us to use it; (b) if it is no longer necessary for us to use your personal data; (c) you object to the use of your personal data and we don’t have a good reason to continue to use it; or (d) we haven’t handled your personal data in accordance with our obligations
8. Where can I find more information about Arcus Global’s handling of my data?
Should you have any queries regarding this Privacy Policy, about Arcus Global’s processing of your personal data or wish to exercise your rights you can contact Arcus Global using this email address: privacy@arcusglobal.com. If you are not happy with our response, you can contact the Information Commissioner’s Office: https://ico.org.uk/