Privacy Policy

SEARCH TECHNOLOGY LIMITED – DATA PROTECTION / PRIVACY NOTICE
Effective Date: March 2025

1. Purpose of This Document

Search Technology Limited is committed to protecting the privacy and security of personal information. This Privacy Notice outlines how personal data is collected, processed, and safeguarded in compliance with the General Data Protection Regulation (GDPR) and other relevant data protection laws. It applies to employees, workers, contractors, candidates, and other individuals who interact with our services.

As a "data controller," Search Technology Limited is responsible for determining the purpose and means of processing personal data. This notice does not form part of any contract of employment or service agreement and may be updated periodically. It is important that individuals read this notice, along with any other privacy notices provided at specific times when personal data is collected or processed.

2. Data Protection Principles

Search Technology Limited adheres to the following principles when processing personal data:

• Processed lawfully, fairly, and transparently.

• Collected for specific, legitimate purposes and not further used in a manner incompatible with those purposes.

• Relevant and limited to what is necessary.

• Accurate and kept up to date.

• Retained only as long as necessary.

• Processed securely to maintain confidentiality and integrity.

3. Types of Personal Data Collected

Personal data may include, but is not limited to:

• Contact details (name, address, phone number, email).

• Date of birth, gender, marital status, and dependents.

• Emergency contact and next of kin details.

• Employment and education history, job titles, and work experience.

• Payroll, tax status, and banking details.

• Identification documents (passport, driver’s license, visa status).

• Recruitment information, including CVs, references, right-to-work documentation, and interview notes.

• Employment records, including contracts, working hours, training records, and performance information.

• Salary, benefits, and leave details.

• Performance and disciplinary records.

• Communications data, including emails, phone calls, and system usage logs.

• CCTV footage and electronic communication monitoring.

• Health-related data where necessary for employment purposes, including medical conditions and sickness records.

• Criminal background information, where applicable and legally permitted.

4. Methods of Data Collection

We collect personal data through:

• Direct interactions (e.g., job applications, employment processes).

• Recruitment agencies and background check providers.

• Public sources (e.g., LinkedIn, job boards).

• Third-party verification providers.

• Automated tools for recruitment and business operations.

• Job-related activities throughout employment or contractual engagements.

5. How Personal Data is Used

Personal data is processed for:

• Recruitment, employment, and HR administration.

• Payroll, benefits, and tax compliance.

• Business management and operational needs.

• Legal compliance and regulatory reporting.

• IT security, fraud prevention, and system monitoring.

• Performance evaluation and training.

• Compliance with contractual obligations.

• Equal opportunities monitoring and diversity initiatives.

• Workplace safety, including health and safety compliance.

• Handling grievances, disciplinary procedures, and disputes.

• Protecting the vital interests of employees or others.

• Situations in the public interest or official purposes.

6. Call Recording for Training and Monitoring

To improve service quality and compliance, telephone and video calls may be recorded using an AI-powered note-taking tool. These recordings enhance accuracy, training, and service delivery. Recordings will be securely stored and retained only as long as necessary in accordance with applicable data protection laws.

7. Data Sharing and Transfers

Personal data may be shared with:

• Third-party service providers (e.g., payroll, IT, background checks, legal consultants).

• Legal or regulatory authorities as required by law.

• Other entities within Search Technology Limited for business purposes.

• Third parties in the event of business restructuring, acquisition, or legal obligation.

• Pension providers, benefits administrators, and insurers.

• Security and fraud prevention agencies.

Where personal data is transferred outside the UK or EU, appropriate safeguards (such as Standard Contractual Clauses) will be implemented to ensure data protection.

8. Data Retention

Personal data is retained only as long as necessary to fulfil its purpose or to comply with legal obligations. Retention periods vary based on legal, regulatory, and business needs. Once no longer required, data will be securely deleted or anonymized.

9. Your Rights

Individuals have the right to:

• Access their personal data (subject access request).

• Request correction of inaccurate data.

• Request erasure of personal data under certain conditions.

• Object to data processing based on legitimate interests.

• Request restriction of processing.

• Request data portability where applicable.

• Withdraw consent for data processing where consent is the lawful basis.

Requests can be submitted in writing to our Data Protection Officer (DPO). Verification may be required to process such requests. If a request is excessive or unfounded, Search Technology Limited reserves the right to charge a reasonable fee or refuse the request in compliance with GDPR.

10. Security Measures

Search Technology Limited employs strict security measures, including encryption, access controls, multi-factor authentication, and regular security audits, to protect personal data from unauthorized access, loss, or misuse. Regular employee training on data protection and cybersecurity is conducted to ensure compliance.

11. Automated Decision-Making

Automated decision-making may be used in recruitment, performance assessments, and operational efficiencies. Where applicable, individuals may request human review of decisions made solely by automated means.

12. Updates to This Privacy Notice

This Privacy Notice may be updated periodically to reflect legal or operational changes. Any significant updates will be communicated accordingly. The latest version will always be available on our website or by request.

For further information or to exercise your rights, please contact the Data Protection Officer at Search Technology Limited.