Our Privacy Policy

OUR PRIVACY POLICY

We will always keep your personal data safe and secure. This policy explains what information we collect about you and how we use it. This website is owned and operated by Tech Contracts Online Ltd (also referred to as “we”, “our” and “us” below).

CLIENT is defined as a prospective or actual business recruiter that is recruiting a Contractor and is thus the “hiring manager”.

CANDIDATE is defined as an individual who is seeking a Contractor role with the Client. Such individuals are professionals who provide skills or services to companies for a fixed period. Contractors can be self-employed, work independently as sole traders, or run their own limited company.

This Privacy Policy was posted on 06/01/2025. Therefore the policy takes effect for all our Clients, Candidates and website users from 06/01/2025.

Tech Contracts Online must comply with UK General Data Protection Regulation (“UK GDPR”) in accordance with the Data Protection Act 2018 and will therefore process your personal data securely and transparently.

Tech Contracts Online is considered to be a Data Processor, by acting on our Clients’ instructions and assisting them with talent sourcing services. This includes searching for potential Candidates, initial screening and shortlisting and assisting with arranging interviews between the Candidate and Client for suitable Contractor roles.

Tech Contracts Online is also considered to be the Data Controller for data concerning the Candidates. We request such data in order to review, shortlist and forward to suitable Clients for live Contractor opportunities with the Candidate’s written consent by way of email. We may also become aware of publicly available information on social media platforms such as LinkedIn to find suitable Candidates. Furthermore, our Client may provide us with feedback including personal data after reviewing your CV/application and/or after you attend an interview.

1. Tech Contracts Online details 

• Registered address: 4 Newmans Row, Lincolns Inn, Lincoln Road, Cressex Business Park, High Wycombe, England, HP12 3RE

• Registered company number: 15130234

• Email address: info@techcontractsonline.com

• Website: www.techcontractsonline.com

2. Data protection principles 

In relation to personal data, we will:

• Process it fairly, lawfully and in a clear, transparent way;

• Collect personal data only for specific and legitimate reasons;

• Only use it in the way that we have told you about;

• Ensure it is correct and up to date;

• Keep your data for only as long as we require it;

• Process it in a way designed to ensure it will not be lost, destroyed or used for anything that you are not aware of. 

3a. Types of data we collect

The below is the type of data that we may collect and hold in order to provide our talent acquisition and recruitment services. This includes:

Candidate

• Full name;

• Address;

• Email address;

• Telephone / mobile number;

• LinkedIn profile (if applicable);

• CV and references.

Actual or prospective Client

Any data that Tech Contracts Online collects from a Client regarding a Candidate is deemed as personal data for the purposes of UK GDPR. We will collect your business contact details including your company name, full name, job title, address, contact number and email address. This is for the sole purpose of undertaking our role as a talent acquisition specialist and to build and/or maintain a working relationship with your business.

Website visitor

Tech Contracts Online collects information on how visitors use our website and this assists us in finding ways to improve our website. We also collect the number of visitors, where the visitors have come from and which pages on our website are visited the most. However, Tech Contracts does not collect such information in a manner that personally identifies individuals, whether directly or indirectly.

When we collect data

We collect personal information from you including any electronic devices you use when you:

• Use any of our services;

• Submit your CV and application details to us;

• Provide written consent to us via email to forward your CV and application to a Client;

• Provide us with information on our website or update your information on your account profile whether electronically or via post;

• Provide instructions to us on shortlisted Candidates; and

• Enter into an agreement with us (Client/Candidate).

We may also collect this information either because it is necessary so that we can perform our contractual services, or if it is in our legitimate interests to do so and/or to meet our legal obligations.

3b. How we collect your data

Tech Contracts Online collects data electronically via information provided to us by both Clients and Candidates. This is either by way of submitting data via our website, email, completed documents such as a CV, signed agreements and/or scanned paperwork such as identification. The above data may also be collected through postal communications via Royal Mail and/or another courier provider.

IT systems

Personal data is held securely on our website and email systems, which are password protected and access to the above information is solely restricted to Tech Contracts Online. We require access to it to provide our services.

Your connection to the website is protected using an SSL certificate and use of HTTPS, which is a security protocol to ensure our website stays secure, is enforced at all times.

Marketing correspondence

If you have subscribed to our newsletter on LinkedIn or other electronic platforms such as social media, we will send you newsletter updates to share any news and information on our services to keep you updated.

You can opt out of receiving marketing correspondence at any time by contacting us.

Ways to opt out

• By clicking mute or unfollow on our LinkedIn page.

• By emailing us to opt out. Simply say opt out in the subject line or body of an email.

• By letting us know via our contact us page on our website.

We will never disclose your data to third parties for their own marketing purposes.

4. Why we collect your data

Tech Contracts Online collects your data only for specific purposes:

• To fulfil and deliver our services ensuring that we comply with relevant legal obligations.

• To let you know of any news at the time. This is in our legitimate interests to do so to enhance our services and also, to grow our business. We provide the option of opting out of receiving our marketing communications.

• To allow you to use our website fully.

• To prevent and detect fraud against either you or us.

5. Why we process your data

Tech Contracts Online can process your data only for specific purposes:

• So that we can perform a legal contract that we are a party to;

• To ensure we can carry out legally required duties and/or

• To ensure we can promote the legitimate interests of Tech Contracts Online, the Client/Candidate or supporting organisation, where necessary.

6. If you do not wish to provide your data to us

Our main reason to process your data is so that we can carry out our contractual duties agreed with you as a Client or Candidate, mailing list subscriber or as a website visitor.

If you do not wish to provide us with the required data, we cannot meet our contractual obligations and may have to notify you that we cannot provide our services.

If you have entered into a contract with Tech Contracts Online, we must process/collect your data to comply with a legal obligation, as the Data Processor/Collector.

7. Sharing your data

Your data will only be shared with internal colleagues/contractors recruited to provide our services (if any) within Tech Contracts Online to undertake their duties. We will not share your data with organisations outside of the European Economic Area. 

Sharing your information

We will never share or sell any of your data with any third party subject to the below exception.

Exception

We may share your data with the following organisations, as an essential part of being able to provide our services to you:

• Sharing your CV and cover letter or application form for a Contractor vacancy with an interested Client (recruiter or end-hirer) including your contact details. If you change your mind, you can ask us to remove your CV, cover letter and/or application details on our records;

• Professional service providers, such as our website host/web designer, IT support and third party cloud-based services who may help us with our website or electronic systems.

• External third parties including but not limited to our professional advisers acting in the capacity of joint processors or joint controllers. This includes but is not limited to our legal advisers, bankers, insurance providers, auditors, accountants and any other relevant services based in the United Kingdom.

We may also be required to share your data for the below reason:

• If we are asked by the police or a regulatory or government authority investigating illegal activities and are acting as data processors and/or joint controllers then we shall be legally obliged to do so.

• If we decide to sell, transfer and/or merge parts of the business and/or our assets. We may also decide to acquire other businesses or merge with their business. In the event that such a change arises, the new company owner/s might decide to use your personal data in the same manner as us and in accordance with our privacy policy.

All Clients and third parties must ensure that personal data is kept securely and in compliance with the privacy laws of England, Wales, Scotland and Northern Ireland. They cannot under any circumstances, use your data for their own purposes and must only use it for specified purposes, as per our instructions.

Furthermore, our Client must ensure that personal data is processed securely and with full legal compliance. This includes ensuring that Contractors are only contacted for the purposes of the advertised job role. Our Client must have sufficient security measures in place to protect personal data in order to avoid unauthorised access, loss and/or destruction.

8. Protecting your data

We acknowledge our obligation to ensure your data is protected against accidental loss, disclosure, destruction and abuse. We have implemented safeguarding processes for this. Tech Contracts Online has taken the following steps to protect personal data of Clients, Candidates and website users.

We may appoint or employ individuals with specific responsibilities:

• Processing and controlling data.

• The comprehensive reviewing and auditing of our data protection systems and procedures.

• Overseeing the effectiveness and integrity of all data that must be protected.

• We provide employees/contractors with information and training to make them aware of the importance of protecting data, to teach them how to do this, and to understand how to treat information confidentially.

• We can account for all personal data that we hold, where it comes from, who it is shared with and also who it might be shared with.

• We carry out risk assessments to identify vulnerability in data handling and processing, and to take steps in reducing the risks of mishandling and any potential breaches of data security. 

• We recognise the importance of seeking individuals’ consent for obtaining, recording, using, sharing, storing and retaining their personal data, and we will review our procedures for doing so, including any audit trails that are needed. 

Tech Contracts Online understands that consent given by potential and current Clients and Candidates must be freely given, specific, informed and unambiguous. 

We will seek consent on a specific and individual basis where appropriate. Full information will be given regarding the activities for which consent is sought. You have the absolute and unimpeded right to withdraw consent at any time.

We have the appropriate safeguarding processes in place for detecting, reporting and investigating suspected or actual personal data breaches. Also, we are aware of our duty to report breaches that cause significant harm to the affected individual/s and to the Information Commissioner.

We are mindful of the need to understand the implications of transferring data internationally. Where access to your data is required, the following applies:

• The principle of least privilege is always applicable. Therefore those with access to such data will only have the minimum amount of access to a resource that is required for them to undertake their role.

• Access to data is protected safely. Passwords that are used must meet the specified complexity requirements and must be kept confidential to the user and not shared with anyone else including colleagues (if any).

• We regularly monitor our system for possible vulnerabilities and attacks.

Where we share your data, we have a written agreement with them to ensure that your data is held securely and in line with UK GDPR requirements. 

Third parties must implement appropriate technical and organisational measures to ensure the security of your data.

Protecting your information

As you know, the internet is not a 100% secure method of communication and so we are unable to guarantee the security of information you send to us (or we send to you) via the internet. We are not responsible for any damages which you, or others, may suffer as a result of the loss of confidentiality of such information, where we have taken all reasonable measures. We take every reasonable precaution to protect your information. We cannot ensure or warrant the security of any information you transmit to us, and you do so at your own risk. We use our reasonable endeavours to ensure it is secure on our systems as outlined above.

9. How long do we keep your data?

Tech Contracts Online keeps your data only for as long as it is necessary. You are entitled to exercise your right to erasure of this data by making a request verbally or in writing to us (for example, a phone call or an email) though we recommend a written request by email.

Once we no longer need your data, we will take steps to delete it and we will confirm this to you.

10. Automated decision making

No decision will be made about you solely on the basis of automated decision making (where a decision is made about you using an electronic system without human involvement), which has a significant impact on you.

11. Your rights in respect of your data

Data protection laws provide you with specific rights in relation to the data we hold about you. These rights are set out as follows:

• The right to be informed. This means that we must tell you how we use your data and this is the purpose of this privacy policy.

• The right of access. You have the right to access the data that we hold about you. To do so, you should make a subject access request via email at info@techcontractsonline.com. This information will be provided free of charge, unless a request is manifestly unfounded or excessive, particularly if it is repetitive. In such circumstances, Tech Contracts Online may charge a reasonable fee to respond or we may need to refuse the request.

• The right for any inaccuracies to be corrected. If any data that we hold about you is incomplete or inaccurate, you are able to tell us to correct it.

• The right to have information deleted. If you would like us to stop processing your data, you have the right to ask us to securely delete and/or destroy it from our systems.

• The right to restrict the processing of the data. For example, if you believe the data we hold is incorrect, we will stop processing the data until we have ensured that the data is corrected.

• The right to data portability. You may transfer the data that we hold on you for your own purposes.

• The right to object to the inclusion of any information. You have the right to object to the way we use your data where we are using it for our legitimate interests.

• The right to regulate any automated decision-making and profiling of personal data. You have a right not to be subject to automated decision making in a way that adversely affects your legal rights. Where you have provided consent, you also have the unrestricted right to withdraw that consent at any time. 

Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data if we have a legitimate reason for doing so such as our obligations for providing our services.

If you wish to exercise any of the rights explained above, please contact us as soon as possible, via email at info@techcontractsonline.com.

12. Amendments to our privacy policy

We reserve the right to amend our privacy policy and cookies policy, whilst of course ensuring it complies with relevant legislation and laws. We will ensure that our policy shows the most up to date information and may notify you of such changes by including the revised privacy policy on our website or announcing the same in our marketing such as our social media platforms.

13. If you wish to make a complaint

If you are unhappy or wish to make a complaint about your privacy rights, please contact us by email at info@techcontractsonline.com so that we can investigate your complaint as soon as possible. We will try our best to provide you with an amicable resolution, where possible. Please allow 14 days so that we can make the appropriate investigations.

The supervisory authority in the UK for data protection is the Information Commissioner (ICO). If you think that your data protection rights have been breached by Tech Contracts Online, please contact us in the first instance so we can look into this for you and try to resolve, otherwise you are entitled to make a complaint to the ICO.

14. Data Protection Officer

Our Data Protection Officer can be contacted at: info@techcontractsonline.com.

COOKIES POLICY

A cookie is a piece of data sent from a website and stored on your computer’s hard drive. When you use the same website such as ours again in the future, the data stored in the cookie can be retrieved by the website to notify the same site of your previous activity.

In order to be able to contact us via our website, you must have your cookies enabled. You will see a small statement, which asks for your permission.

Our cookies do not store personal information such as your name, contact number, email address or postal address. However, your cookies may allow us the ability to access this information once you are logged into an account with us or contacting us directly via our website such a contact form.

www.techcontractsonline.com uses cookies for many reasons:

• To identify you when you sign in to our website or contact us via our contact us form;

• To remember your preferences and your past activity (how visitors use our website);

• To allow you to share our services and information on our site with social media platforms;

• To improve the use of our website, the content and our services;

• To offer you better Client and Candidate services with Tech Contracts Online.