Why a Privacy Policy?

The Company Certification LLC privacy policy (the “Privacy Policy”) is all about letting you know that we take the protection and management of your personal information very seriously. We, therefore, take great care to protect your personal information or anything that might identify you personally such as:

• Name
• Email address
• Telephone number
• Organization information (e.g. job title)
• Online identifiers (e.g. IP address)

The personal data we collect

We collect personal data from you when:

• You express an interest in our products and services either over the phone, via email, social media, web forms, contact us provision, when signing up to newsletters and other communications, when downloading certain content from our website, at events we attend or host or through the live chat on our website.
• If you contact one of our teams you may be asked for your name, company name and other information to assist us in dealing with your query.
• When you make a purchase, we will require financial information for invoicing and collection purposes, this may include bank details, credit card information, invoice name, address, and point of contact.
• Information collected during an assessment, this may include qualifications, training and other evidence necessary to complete the assessment.
• If you attend an event where we are participating, you may have given additional consent to be contacted by us following the event.
• If you connect with us through a social media channel, we will know your social media handle and any other information including photos you make available through our interactions and your profile.
• If you complete surveys or enter competitions they may require contact information such as name, phone number, email address, company name, and job title.
• If you complete a registration form on our website when downloading content, we will ask for details such as name, email address, phone number, company name etc…
• When you interact with our live chat function, we may need a name and email address for the functionality to work.
• If you are an applicant for a role at Company Certification LLC we will require information relating to your employment history which will also include name, address, phone number, and email address along with personal data relating to potential referees
• If you visit our office, you will be asked to provide your name, signature, company name and car registration number.

Personal data we collect from other sources

We will also gain personal information from other sources; this includes third parties we purchase or obtain data from to help us identify and grow our business which could include a greater degree of personalization. Additionally, we may combine these records with other publicly available information to ensure that our records are accurate and up to date.

We also obtain information from other companies within the Company Certification LLC in order to provide a greater level of service and service offering or to better understand clients and industries we operate in, or where synergies apply to our business and to yours.

Typically, the personal information we get from third parties includes name, phone number, email address, company name, job title, and contact preferences.

Data from your device, usage of our website and applications

When you access our website or use our SaaS products, we use tools such as cookies, beacons, and similar technologies to automatically collect information that may contain personal data from your device and usage of our site and services. The nature of what these tools collect differ between website and SaaS product but still fall into similar categories.

For further information regarding cookies and other similar technologies, please see our cookies policy here.

Social media

Our website uses social media icons such as Facebook and Twitter logos and other social sharing widgets. By using these features, you will be connecting to and sharing information from your browsing session with these organizations. If you are logged into your social media account, it is also possible that they will connect your activity on our site to your social media account.

This is also the case if you access our social media pages on a social media platform. The respective social media company may add your interaction to any information they may already have about you or your interests.

In all cases, in that transfer of data, the social media provider is a data controller in their own right and is responsible for what they do with your data. Further information can be found in the social media providers' privacy notice.

How do we use your information?

Information we obtain from you is used to:

• Improve and extend our services.
• Respond to your requests for specific services.
• Analyse user/purchaser/visitor interactions.
• Market additional Company Certification LLC services.

Purpose for processing and the legal bases for processing we rely on

We collect and process personal data for the following purposes and with the following legal bases engaged:

• Where our website is concerned, we are processing your personal data with your consent if it is required and for other elements of our website, we are processing based on the legitimate interest to operate and administer the site. Where site security is concerned and the activities through our cookies that enable a secure site, this is administered as a legitimate interest.
• To download some content from our site you are required to complete a form, this is done with your consent. We may also get in touch with you either by email and/or phone as a result of the download.
• The recording of phone calls by default on all calls is done as a legitimate interest in protecting both Company Certification LLC and your interests. Call recordings are used for security, monitoring and training purposes.
• We may ask you for personal data when dealing with enquiries for our services, this data would be processed as a legitimate interest in being able to effectively follow up on your enquiry. This is also the case where it relates to a service enquiry or complaint, unless of course it is linked to a contractual obligation, this could include service updates and client communications, in which case it is processed as part of the fulfilment of our contract.
• Setting up and managing your journey as a client is again done as part and parcel of the performance of the contract. This is also the case when it comes to good administration of matters relating to your contract with Company Certification LLC.
• Managing event registration and administration of the event is done as a legitimate interest in ensuring the efficient administration and follow up of the event. We also rely on legitimate interests to process client contact data for service surveys. If you choose to complete the survey with our partner this is done based on consent.
• Managing your payments and payments relating to the service we provide. This also includes the entirety of the payment process in line with the terms and conditions of our service. We may also from time to time have to escalate this process to a third-party debt collection service. This disclosure of such data would be as a legitimate interest and further processed as part of the contractual terms.
• The identification of opportunities both with prospects and opportunities within our existing client base is done in furthering the legitimate interests of the business. Any sharing of data internally within Company Certification LLC is also a legitimate interest when it is done for similar purposes. This data may also be used to improve user experience and our understanding of both the client journey and appropriateness of products and services at different points of client lifecycle either within Company Certification LLC.
• Personal advertising on our website is done with your consent when you select ‘Accept All Cookies’. Where advertising of our products and services offline is done in the pursuit of our legitimate interest and is done so with prior consent that you have provided.
• Registering your information as a visitor to one of our offices will be done as a legitimate interest to protect you, our building, business, and colleagues.
• If you provided a testimonial of our service, you will be doing so of your own free will and will be retained until you ask us to remove it.
• Where you have applied as a candidate for a role at our company, we will process your information in order to progress your application, contact you with updates, assess your qualities and capabilities against the requirements of the role and against other candidates. You will also be asked for proof of qualifications, references, and other right to work information such as identification documents. This processing is done in part as a legitimate interest, in part with your consent and in part as a legal obligation. We may also use recruitment companies from time to time, where data is shared with these organisations, we will both be data controllers and you will have been referred to us from them. Further data protection information regarding their activities can be gained directly from the recruitment agency.
• We may use personal data relating to usage of our SaaS products for reporting and analytical purposes, this is a legitimate interest in trying to improve our offering and further the growth of the business.
• We will send sales and marketing communications such as emails or phone calls related to our services and those services of other companies in the Company Certification LLC only if we can do so in accordance with data protection legislation.

Legal requests for information

Company Certification LLC may be required under court order to provide personally identifiable information to government authorities. Providing such government departments/agencies have a legal right to access our records and such inquiries are correctly made, we will supply such authorities with the information they require.

Do we share your information with third parties?

We would only share personally identifiable information with third parties not already covered by this notice if:

• You agree to us sharing this information.
• We are forced to bring legal action against a subscriber who has breached our user agreement.
• We sell, assign or transfer all or part of Company Certification LLC and the services it provides, providing your personal information is sold, assigned, or transferred only to the acquirer as part of such a transaction.
• They are providing services to Company Certification LLC. Such third parties are limited in their rights to use such information only for the provision of these services.
• They are affiliates subject to privacy policies that protect your personally identifiable information from disclosure are comparable to this privacy policy.
• If you are a client, we may share your details internally within the Company Certification LLC to improve the service offering and range of services we provide, for the good administration and control of the business, marketing, reporting and account management purposes. Our Group companies are data controllers in their own right.

How long do we retain your information?

We retain your data for as long as necessary to fulfil the purpose for its collection and processing. In some instances, this may be a short period, for instance, as an unsuccessful job applicant we may retain your records for only 6 months once the process has concluded. In other instances, and especially where there is a legal obligation to retain your information for a certain period, we will do so to comply with the legal requirement; this is typically 6 years.

Once your data is no longer required it shall be deleted.