The City & Capital Group Limited – Privacy Notice

The City & Capital Group Limited takes your privacy seriously, and we will only use your personal data as permitted by current data protection legislation. This Privacy Notice explains the information The City & Capital Group Limited collects and what the information is used for.

We review this Privacy Notice regularly, and our most recent version is on our website.

If you have any questions or concerns regarding this Privacy Notice, please email us at admin@cityandcapital.co.uk or write to us at Suite 9 West Wing, Jason House, Kerry Hill Horsforth, Leeds, LS18 4JR.

Who are we?

We are The City & Capital Group Limited (“CCG”), a company incorporated in England and Wales whose registered Company Number is 11161713.

Our registered office address is The City & Capital Group Limited, Suite 9 West Wing, Jason House, Kerry Hill Horsforth, Leeds, LS18 4JR.

We are the holding company for the following companies who share the same registered office address and are also incorporated in England and Wales.

• City & Capital Headhunters Limited, registered Company Number 10527527
• The Exit Partnership Limited, registered Company Number 11164638
• City & Capital Recruitment Limited, registered Company Number 11921310

This Privacy Notice applies to all companies within CCG.

Before we start

Our website may have links to third-party websites, plug-ins and applications. If you click on those links or enable those connections, you may allow those third parties to collect or share data about you. If you follow a link to any of these websites, please note that you have left our site and these websites have their own privacy notices which we encourage you to read before submitting any personal information to them.

What data do we collect?

Depending on your relationship with us (for instance, whether you are a candidate looking for a new position or professional contact), we collect, use, store and transfer some or all of the following data:

Identity and Contact Data: including your names, date of birth, postal address, email address and telephone numbers. Occasionally we may need to collect official documentation that may be used by our clients for employment checks where offers of employment are received through The City & Capital Group Limited;

Financial Data: where we are making or receiving payments;

Client Data: all of the personal data that you may give to us in connection with either finding you a new employment position or selling your company, including information you provide to us on your CV or as part of our candidate registration process, and details about your business, business activity and business transactions;

Transaction Data: details of services we provide to you;

Technical Data: information we collect automatically when you visit our website, including your IP address, browser details, and device details (please see Cookie section for more details);

Marketing and Communications Data: how you wish to receive marketing from us;

Sensitive Data: we do not usually ask for this, but your new employer may ask us to collect a copy of your passport page which contains your photograph and/or copies of official UK documentation, such as bank statements, utility bills or other accepted information that confirm your identify and eligibility to work in the UK and in line with our clients own policies for hiring and onboarding new staff. You may include this information in any CV you give to us. We will hold this data securely and delete it as soon as it is no longer needed.

Can I withhold my data from you?

Of course you can. But where we need to collect personal data by law, or to provide services to you, and you fail to provide that data when requested, we may not be able to provide our services to you. If this is the case, we will speak with you at the time, but we may have to suspend or end our engagement, if we cannot resolve the matter.

Where do we collect your data from?

We collect the data we hold on you when you interact with us.

In addition, we may also source your data from other websites or applications where you have made it publicly available on those platforms, examples may include (but would not be limited to) LinkedIn and job posting sites.

If you are interested in selling your business, we may collect your data from your professional advisors, banks, and other freely available public information such as the FCA Register and Companies House.

How do we use your personal data and how long will you keep it for?

We will only use your personal data when the law allows us to.

The table below, describes all of the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We may process your personal data without your knowledge or consent, where this is legally required or allowed.

We may use your personal data for more than one lawful ground depending why we are using it. If you are uncertain which specific legal ground applies in your case, please contact us using the details above so we can advise you.

Why we use your data	The legal basis for doing so	How long we keep it for
To register you as a new candidate to find you a new position.	a)To perform a contract with you. b) For our legitimate interests (to improve our services and grow our business).	Until you tell us you no longer wish us to do so and in any case no longer than 5 years unless you allow us to store this data for longer. If we contact you more than 6 months after you have completed a registration form we will ask you to update your information, and if you have changed roles or employers within the last 6 months we will also ask you for an update.
To submit your information to a prospective employer.	a) To perform a contract with you. b) Consent.	We will never pass this on without your specific consent. You should satisfy yourself how long the prospective employer will keep your information for.
To register your interest in buying or selling a company.	a) To perform a contract with you. b) Consent.	Until you tell us you no longer wish us to keep this information.
To administer the relationship between us, including: a) Notifying you about changes to our terms and conditions;b) Asking you to review us or take a survey.	a) To perform a contract with you and comply with legal obligations. b) For our legitimate interests (to improve our services and grow our business).	Until you tell us you no longer wish us to keep this information.
To provide a better website.	a) To comply with legal obligations. b) For our legitimate interests (to guarantee website security and improve our service to you by providing relevant and up to date information)	Please see What about cookies? Section below.
To provide you with marketing information.	a) Consent. b) For our legitimate interests (to grow and develop our business).	Only for as long as you give consent. p>
To provide information to legal and regulatory bodies as required by law.	To comply with legal obligations.	7 years.

What about marketing?

We will never sell your information to any third party for marketing purposes.

You may receive marketing communications from us about our business and services if you have requested information from us or previously been a client of CCG and you have not withdrawn your consent to receiving that marketing.

You can ask us to stop sending you marketing messages at any time by following the opt-out instructions on any marketing email sent to you or by contacting us using the details above.

Who do you share my personal information with?

We treat all information we hold about you as private and confidential. We will not reveal any personal details or details concerning your business to anyone not connected with CCL, unless mentioned below.

• You ask us to reveal information or we have your permission to do so;
• We are required or permitted to do so by law;
• It is required by law enforcement, or legal or statutory agencies or bodies;
• There is a duty to the public to reveal the information e.g. to governmental bodies, tax authorities or regulatory bodies;
• Our professional advisers, including accountants, solicitors, etc and our suppliers to enable them to maintain our IT and other systems. We have made sure that they have all the necessary data protection safeguards in place.
• In case we sell or transfer part or all of our business to another company or individual, or merge with another company.

Do you transfer any of my personal information overseas?

Some of our IT systems used cloud-based storage which is based in the USA and has the necessary legal and processing arrangements in place.

How do you keep my information securely?

We ensure that all our third party suppliers have all necessary data protection safeguards in place, and all information on our cloud servers is encrypted.

When you complete our candidate registration form, this is encrypted and saved to our secure Client Management System. Your CV will be stored securely in the same system and only passed on to a company in connection with a future role for you with your consent. Publicly available data that we may collect will be stored securely in the same system and will be subject to data verification by our employees before we might use it.

We try and keep our office as paperless as possible, but where we need to printout items like CVs, we do not take them out of the office and securely shred them when they are no longer needed.

What about cookies?

What are my rights?

You have various rights that allow you to control how your personal data is used as follows:

1.	Right to be informed.	We have to tell you how we are using your data. We use this Privacy Notice to do that.
2.	Right to get copies of your data.	You can contact us to check the information we store about you. There is not usually a fee for this, except in specific circumstances.
3.	Right to correct your data.	If the data we hold about you is inaccurate, you can ask us to change it.
4.	Right to delete your data.	You can ask us to delete any information we hold about you.
5.	Right to limit how we use your data.	You can tell us how you want us to use your information.
6.	Right to data portability.	We will provide you with your information in a way that is accessible or machine-readable, or allow us to transfer it to another organisation.
7.	Right to object to the use of your data.	You can tell us we can’t use your information in some circumstances.
8.	Rights around automatic decision making.	We may use AI to match candidates to roles we may be fulfilling. If we do this, we ensure that any automatic decision making or profiling is always checked by a human being.
9.	Right to raise a concern.	If you have any concerns about how we are handling your information, please contact us directly as above.

If you wish to exercise any of these rights, please contact us as above.

How can I complain?

If you are unhappy with how we are handling your personal information, we would prefer it if you contacted us directly on the contact details above so we can put it right for you.

If you still feel we have not handled your complaint correctly, you can complain to the UK’s Information Commissioner’s Office [ICO], the supervisory authority for data protection issues in England and Wales. Their postal address is Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, telephone 0303 123 1113, website www.ico.org.uk

When did you last review this Privacy Notice?

We regularly review this Privacy Notice to take into account any changes we may have made to our business or changes in data protection law or ICO guidance and updates are posted to this website so we recommend that you check this regularly.

This Privacy Notice was lasted reviewed on 29 April 2024.