If you are visiting our website – Classes of information (personal) we collect.

We collect, use, and retain various classes of information (personal) about you, classified as follows:

How do we use your information collected?

Cookies

Our website, https://inatuni.com, uses cookies, and to learn more about how we use cookies, please refer to our cookies statement on the website.

In general

The following table provides an overview of how we use your information (personal) and the reasons behind it. If we rely on legitimate interests, we’ll clarify those interests.

We collect your information (personal) from Different Sources.

We may obtain personal information about you from the following sources:

From you Directly

We collect information through cookies (refer to our cookie statement on our website) and utilise analytics providers like Google Analytics.

With whom we share your information.

We may disclose your personal information to the following external parties:

We may share your information with our marketing agents and related support service providers and event organisers if we are hosting an external event you attend.

The police and or law enforcement agencies and regulatory authorities like the Information Commissioner’s Office in case of data breaches.

We may share your information with other companies affiliated with Inatuni Limited.

With potential buyers or third parties in the event of business transfers or restructuring.

The duration for which we retain your personal information.

Regarding the use of your personal information for marketing purposes, we will keep it for as long as we have your consent to do so (if we use your personal information with your consent for marketing messages), or for as long as we have a legitimate business or commercial reason to do so, unless you request us to stop.

Where you withdraw your consent to receiving marketing materials or otherwise ask us to stop marketing, we will add your details to a suppression list which; ensures that we remember not to contact you again.

For more details on how to withdraw your consent or request us to stop other marketing activities, please refer to the sections “Withdrawing Consent” and “Objecting to the Use of Your Information.”

If you prefer to withdraw your consent for receiving marketing materials or ask us to stop our marketing activities concerning you (as an individual). We may continue to communicate with you for other purposes as required in our ongoing relationship with you.

Transfers of information internationally.

Being an international organisation, we retain personal information about our suppliers and their activities within the United Kingdom. Some of our agents and service providers may process your personal information outside the United Kingdom on our behalf.

In cases where your information (personal) is processed outside the United Kingdom, we will ensure that it receives the same level of protection as if it were processed within the United Kingdom. We achieve this by implementing contracts with our agents and service providers, incorporating appropriate safeguards such as Standard Contractual Clauses or equivalent measures.

For additional information or if you have any questions, feel free to reach out to our Data Protection Officer at: info@inatuni.com.

Privacy Notice for Applicants and Students.

Purpose of this Notice.

Inatuni Limited (“we”, “our”, “us”); is dedicated to protecting and respecting your privacy.

This privacy policy explains how we process any information (personal) collected from you or provided by you or third parties. We reserve the right to update, modify, or supplement this notice with additional policies and guidelines, and any changes will be notified to you.

As a data ‘controller,’ we are accountable for determining how we handle and use your information (personal).

“Personal information” pertains to information concerning a living individual that can identify them. This category can encompass “special categories of information,” which includes details about race, ethnicity, religion, beliefs, physical or mental health, subject to specific processing requirements. Likewise, data regarding criminal convictions and offenses is also subject to strict rules.

“Processing” refers to any action we take concerning your personal information, such as collecting, storing, transferring, and deleting it.

Your information (personal)

We maintain various information (personal) about you, some of which you provide directly, and some come from third parties and partners, if applicable. The information may include contact details, educational background, immigration information, health details, and equality-monitoring information provided by you. Additionally, if you use our any of the services, we process information related to your academic performance, attendance, progression, and any policy violations. We also retain contact and educational details after your course/program completion or termination of activities with us.

The reasons we process your information (personal) and the legal justification.

When you apply to our academic or professional courses/programs, we use your personal information to evaluate your enrollment eligibility.

Once you register with Inatuni Limited (www.inatuni.com), we use your information (personal) to deliver our services to get enrolled in academic or professional courses/programs and associated services.

If you are not successful or do not accept an offer made arranged, we will keep your personal information following our retention schedules for statistical and audit purposes or in case of a complaint or appeal.

We process data for specific purposes and ensure it complies with data protection law (of the land). The table below outlines the purposes and the corresponding justifications. Certain processing is based on a contractual necessity, which applies to the information (personal) provided for the application process and academic performance monitoring. Without this information, we cannot arrange to offer (or related) the academic course/program and support services. Some information is also required to meet immigration obligations, and not providing it may affect your visa application procedures, for which we are not liable or concerning it.

Additional processing may occur apart from the aforementioned instances, such as when you visit our website utilising cookies or when we capture photographs during events for publication. These actions are undertaken in accordance with our policies, and we will provide you with information about such processing when the data is collected or as soon as practicable thereafter.

If the reason for processing your personal information is a contractual requirement and you do not furnish the necessary personal data, Inatuni Limited might be unable to proceed with your application or offer you the course/program you applied for. Not supplying immigration-related data could lead to the inability to secure a visa for students who need it.

Information (personal) obtained from third parties or other sources.

Recipients who receive information (personal).

From time to time, it might be necessary for us to disclose your information to third parties. The table below outlines the types of data we might share and the corresponding recipients.

* This information will only be shared if requested and if there is a valid legal reason for such sharing.

Transferring of Information (may be personal) internationally.

Whenever feasible, our intention is to keep student-related information (may be personal) within the United Kingdom. Where required to transfer, it’ll be governed by a legally binding data-sharing agreement and approved by the European Commission’s adequacy decision or other suitable protections as outlined in Article 46 of the United Kingdom’s GDPR.

Retention of data

The duration for which we retain your information (maybe personal) is in the Records Retention System. For further details, please reach out to info@inatuni.com

Your rights when we process your information (maybe personal).

As an individual whose information is process by us, they possess the subsequent rights concerning your personal information:

• You can always reach out to us at info@inatuni.comif you wish to access your information (maybe personal).
• You have the right to correct inaccuracies; relevant to the processing purposes, request completion of incomplete data; by contacting us at info@inatuni.com.
• You can request the deletion of your information (maybe personal), although this is subject to certain conditions. It applies when – information is no longer necessary, consent has been withdrawn, or due to lack legal basis. Exceptions include legal or public interest requirements. It can be by contacting us at info@inatuni.com.
• You have the right to object to the processing of information for marketing purposes. You can also object when the processing is based on public or legitimate interests, unless there are strong legitimate reasons to continue the processing.
• You have the right to limit the processing of your personal data. This right is applicable in certain situations and for a defined duration.
• You can request a copy of your information in a commonly used electronic format if it is processed through automated means and based on your consent or contractual necessity.
• You have the right to avoid decisions with legal or similar effects; solely based on automated processing, except in certain specific circumstances.

If we use your consent as the basis for processing your data, you can withdraw your consent anytime. We will address your requests within a maximum of one month.

Using your rights, raising questions, and making complaints

For additional information about your rights, to exercise any of your rights, for any inquiries you might have, or to submit a complaint, please contact our Data Protection Officer at: info@inatuni.com.

If you have concerns or complaints about how we handle your personal data, you also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), which is the UK’s supervisory authority for data protection issues.

website https://ico.org.uk/.

Privacy Notice

If You’re Applying for a Job with us.

1. What Does This Notice Cover?

This document is the “Recruitment Privacy Notice” provided by Inatuni Limited United Kingdom.

This privacy notice is relevant to individuals who are seeking employment opportunities with us, encompassing various roles such as potential directors, employees, trainees, apprentices, work experience participants, workers, consultants, and contractors. It is applicable regardless of the nature of the position, whether it’s part-time or full-time, and whether the engagement is permanent, temporary, or for a specified duration.

As a data ‘controller’, we are responsible of determining the method and mode in which we collect and utilise your personal information.

This notice provides information about the collection and usage of your information (maybe personal) during the recruitment process, along with your rights concerning this information. Any potential changes to this notice shall be communicated accordingly and at the earliest.

2. Your information (maybe personal)

In this privacy notice, the term ‘your information (maybe personal)’ refers to your personal data, which is information that can identify you. Sections 5 and 6 below detail the specific personal information we might handle.

Your ‘personal information’ excludes data that has been anonymized, removing any identifying details.

Ensuring the accuracy and presence of your personal information is crucial. Kindly notify us of any changes during the recruitment process. 

3. Particular categories of information (maybe personal)

‘Particular categories of personal information’ refers to data regarding your racial or ethnic background, political views, religious or philosophical beliefs, trade union membership, health, sexual orientation, criminal records, genetic data, or biometric data used for identification purposes.

Data indicated with an asterisk (*) in the table in section 5, and the information outlined in section 6 pertains to these ‘particular categories’ or potentially reveals particular categories of personal data. To process such special categories of personal information, we require additional legal justifications, which are detailed in sections 5 and 6 below.

4. From where do we obtain your personal information?

We obtain your personal information directly from you or other sources as outlined below:

• Recruitment agencies and apprenticeship providers might furnish us with personal details such as contact information, educational background, work history, skills, hobbies, and interview records.
• Credit reference agencies could supply us with personal data like contact information, birthdate, credit account particulars, usage details, and an overall credit score.
• Previous employers or referees, with your consent, could furnish us with personal details such as job roles, employment dates, skill descriptions, and other relevant information to evaluate your fitness for the applied position.
• If you are referred for recruitment by Inatuni Limited staff, they may share your personal information with us.
• Medical professionals may share personal information about your disability, its effects, and necessary adjustments for the recruitment process.
• Professional organisations like the Association of Chartered Certified Accountants, the Law Society of England and Wales and others may offer us your details, such as qualifications, registrations, practicing certificates, accreditation specifics, and membership information.
• Google and social media accounts like LinkedIn may provide us with personal information related to your past job roles, skills, capabilities, and other relevant details that aid us in evaluating your suitability for the applied position during the recruitment process.
• Disclosure Scotland: as explained in the section 6

Certain sources mentioned may apply based on specific circumstances or the role you’ve applied for. For more details on the source of your personal information, contact us or our HR department.

5. Handling your personal information.

We might handle your personal information throughout and following the recruitment process. It involves activities like gathering, recording, storing, using, modifying, disposing of, and, in certain cases, sharing your personal information.

Typically, we manage your personal information for the purposes and legal bases outlined in the table below, as well as for:

• Keep records associated with the recruitment procedure;
• Initiate, carry out, or protect legal claims;
• Adhere to legal obligations or regulatory requirements; and
• Safeguard the vital interests of you or another individual (in exceptional situations, like a medical emergency).

6. Information regarding criminal convictions.

To make recruitment decisions and assess suitability; we process information about criminal convictions and offences as described in section 6.

We process this data to establish a contract, fulfill legal obligations, pursue legitimate interests (selecting suitable employees, workers, contractors), and exercise employment law rights or obligations.

If you’ve accepted an employment offer that requires a criminal record check, you’ll need to obtain the relevant Disclosure Scotland check and share it with us.

7. Information required for the agreement/contract.

Sections 5 and 6 outline the personal data needed for contract purposes. While providing this data is optional, it’s crucial for recruitment and contract fulfilment.

8. Legal obligations to provide your personal information.

In certain situations, sharing your personal data is mandated by law. This includes:

• Documentation to verify your eligibility to work in the country – you’re not obligated to provide this information, but without it, we can’t proceed with the agreement/contract.

9. Sharing your personal information with other organizations (third parties) is sometimes necessary.

We might disclose your information to the following third parties when it is legally mandated, essential for contract fulfilment, serves another legitimate interest, or safeguards your or another person’s vital interests:

• Healthcare professionals and occupational health providers are involved in your healthcare to assess reasonable adjustments for disabled applicants in the recruitment process.
• Appropriate regulatory bodies like The Association of Chartered Certified Accountants, the Law Society of England and Wales, and the Solicitors Regulation Authority and or any such other organisations.
• Our expert consultants or advisors.
• Additional third parties as required for legal compliance.

10. Automated decision-making

We don’t anticipate making any automated decisions that significantly affect you without human involvement.

11. Transferring your personal information outside of the United Kingdom

We share your data within the Inatuni Limited, which may involve transferring your data internationally.

Certain external third parties we work with are located outside the United Kingdom, meaning that they may process your information outside the United Kingdom.

Whenever we engage in such transfers, we ensure that these third parties commit to implementing appropriate safeguards, such as Standard Contractual Clauses or similar protective measures, to guarantee the secure and compliant processing of your personal data in accordance with United Kingdom data protection regulations.

12. Data maintenance and retention

If you do not commence employment with us after the recruitment process, we will retain your personal information for a period of six months from that point:

• This retention is necessary to enable us to establish, exercise, or defend legal claims; and
• We retain your information for our legitimate interests, to (when required) reconsider your application and potentially contact you if the position you applied for becomes available again.

If you request us to keep your personal information for potential future work opportunities, we will contact you separately to seek your explicit consent to retain your information for a specified two-year period for this purpose.

If you join our organization after the recruitment process, you will receive our Staff Privacy Notice, and we will store your personal information in accordance with the guidelines outlined in the Staff Privacy Notice.

Your data subject rights.

As an individual, you have the following rights regarding your personal data processed by us:

• You have the right to access your personal data, please contact us at info@inatuni.com
• You have the right to correct inaccuracies in your personal information or complete incomplete data if it’s appropriate for the purposes for which it’s processed, please contact us at info@inatuni.com
• You can request the erasure of your personal data in certain situations, such as when the data is no longer needed, consent is withdrawn, or there’s no legal justification for processing. However, there are exceptions, like when processing is required by law or in the public interest, please contact us at info@inatuni.com
• You have the right to object to processing your personal information for marketing purposes. You can also object when processing may base on public interest or other legitimate interests, unless we have strong and legitimate reasons to continue processing your information.
• You have the right to limit the processing of your personal data. This right applies in specific situations and for a restricted period.
• You can request a copy of your data in a commonly used electronic format if your data is processed automatically and this processing is based on your consent or contractual necessity.
• You have the right not to be subject to decisions with legal or similarly significant effects that are based solely on automated processing, unless certain exceptions apply.

If we are relying on your consent to process your information, you can withdraw your consent at any time. We will consider your request within one month at the latest.

If you need more information or have any questions, please get in touch with our Data Protection Officer at info@inatuni.com

If we are unable to satisfactorily address any concerns you may have about how we handle your information, you have the right to file an official complaint with the United Kingdom’s Information Commissioner’s Office. You can find complete details in the complaints section of the ICO’s website.

Inatuni Limited, referred to as “we,” “our,” and “us,” is dedicated to safeguarding and respecting your privacy.

This privacy policy outlines how we will handle the personal data we collect from you or that you or third parties provide to us. We reserve the right to alter or withdraw this notice at any time and may supplement or amend it with additional policies and guidelines as needed. We will inform you if there are any changes to this notice.

What is Personal Data/Information?

‘Personal data’ refers to any information that can be used to identify you as an individual. It could include your name as well as other details like your date of birth, nationality, and gender, which, when combined, can be used to identify you.

This Statement outlines Inatuni Limited’s obligations regarding data protection.

Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA), collectively referred to as Data Protection Laws, we are classified as a Data Controller. This designation means we have the legal responsibility for the personal data we gather and maintain about you. As a Data Controller, we must adhere to the principles outlined in data protection laws. Part of our obligation is to inform you about how we process your personal data, including what data we collect, the legal basis for collecting it, the reasons for collection, the sources of the data, and whether we share it with others. Additionally, we are obliged to inform you of your rights concerning your personal data. This notice provides comprehensive information on all these aspects.

To fulfill our contractual, legal, and managerial duties and responsibilities, we required to handle personal information related to our employees, including what’s classified as ‘sensitive’ or particular categories of personal information. It may include information related to health, racial or ethnic background, and criminal convictions, as defined by Data Protection Laws.

All personal information will be handled in accordance with the Data Protection Laws and the Inatuni Limited Data Protection Policy, which you can access via this link: https://inatuni.com/privacy-policy

Processing your information in compliance with Data Protection Laws

Data Protection Laws mandate that we adhere to specific conditions before we can utilise your information as outlined in this notice, including having a valid “legal basis” for processing.

Below, you’ll find the legal grounds under which we collect your personal information, the categories of personal information, and the reasons for processing them.

• Application for employment with us (Subsection)

We require your personal data provided during your application to Inatuni Limited to consider your application for a position within the company. This ensures that the relevant department can review your application. The information collected in your application includes:

Personal information gathered

We will gather the subsequent information in your application:

First Name(s)
Last Name
Title
Other Name(s)
Preferred Forename
Your Address
Postcode
Telephone (Home)
Telephone (Work)
Telephone (Mobile)
Your personal Email
Details of your Secondary and/or Tertiary education
Professional qualifications
Statement in support of your application
Details within your submitted Curriculum Vitae (CV)
Details of your right to work (in the United Kingdom)

Details of your current and past employment for the last five (5) years, including:

Name of Employer(s)
Address Line 1
Address Line 2
Town
County
Postcode
Job Title
Date From
Date To
Salary
Notice Required

Moreover, we might contact the referees you listed in your application to verify the employment details you submitted.

Particular type of Personal Information

As part of the application, you will be asked to provide equality and diversity information, this may include data concerning:

Any disability
Your ethnicity
Your sexual orientation
Your religious beliefs

You have the option to withhold this information, and in such cases, Inatuni Limited will make a note for statutory purposes that you chose not to disclose this information.

Criminal records (check) information

In some circumstances we may process your information to undertake a Disclosure and Barring Service (DBS) check, as required by law.

• During your employmenttenure (subsection)

The Data Protection Laws define ‘sensitive personal data’ or ‘special categories of personal data’ as information that reveals racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, physical or mental health, genetic data, biometric data, data concerning sex life or sexual orientation. We will process this information, in addition to the information you provided in your application, to fulfill our obligations arising from your employment contract with us. The extra personal data we process to meet these responsibilities includes:

Additional personal information

The extra personal data (including (certain) particular category personal data) we handle to fulfill our duties as an employer comprises the following:

Previous health-related information, including the reasons for absences due to illness.

Bank account details
Passport details
Visa details
Sick pay
Leave entitlement
Parental pay
Pensions data
Remuneration and benefits
Emergency contacts

Statutory Responsibilities

We may handle your personal information to fulfil obligations mandated by legal requirements. The personal information processed to fulfil legal obligations encompasses various data, including, but not limited to:

Tax
National Insurance
Statutory Sick Pay
Statutory Maternity Pay
Family Leave
Work Permits, and
Equal Opportunities Monitoring.

Our lawful foundation for processing (information).

The legitimate grounds for processing personal information will include:

UK GDPR Article 6(1) (b) Contract
UK GDPR Article 6(1) (c) Legal obligation
UK GDPR Article 6(1) (f) Legitimate Interests

Purpose of processing

We will utilise your personal information in relation to your employment with us, encompassing the following objectives:

To facilitate staff training, such as e-learning.

Managing our financial accounts and maintaining records, as well as offering commercial services to our clients. Utilizing CCTV systems for security and crime prevention, with details available in the CCTV policy on Cezanne.

Granting you access to relevant systems necessary for your role.

Meeting contractual employment obligations.

Processing job applications during recruitment.

Engaging in talent assessment, performance evaluation, and succession planning.

Managing salary and other compensation and benefits, including pension, voluntary healthcare schemes, and salary sacrifice programs.

Conducting performance appraisals and reviews. Adhering to policy and legal governance requirements and ensuring compliance.

Conducting internal audits and collecting data.

Complying with legal obligations and requirements.

Maintaining records of sickness and other types of absence.

Providing references and information to potential future employers and, if needed, government entities.

Processing data related to equality of opportunity and treating data subjects in accordance with equal opportunity and access monitoring.

The information we process may be stored on Inatuni Limited systems, some of which might be owned and operated by third parties.

When we collaborate with third parties, we enforce stringent contractual stipulations to ensure their compliance in safeguarding personal data.

Particular categories personal information

Data Protection Laws delineate ‘sensitive personal data’ or ‘special categories of personal data’ as information pertaining to racial or ethnic background, political views, religious or similar beliefs, trade union membership, physical or mental health, and sexual life. In specific, restricted situations, Data Protection Laws allow us to handle such data without necessitating explicit consent from the employee. 

1. We will handle sensitive personal information concerning an employee’s health when it is essential. For instance, this may include recording absences from work due to illness, administering statutory sick pay, referring employees to the Occupational Health Service, and making necessary workplace accommodations for disabilities. Typically, such processing will occur with the employee’s awareness and consent.
2. Unless there are extraordinary circumstances, Inatuni Limited will handle sensitive personal data concerning an employee’s racial and ethnic background, sexual orientation, or religious beliefs only when the employee has willingly provided such information. This is done exclusively for the purpose of monitoring and maintaining Inatuni Limited’s equal opportunities policies and associated measures.
3. Details regarding an employee’s criminal convictions will be retained as required by Data Protection Legislation and in full compliance with its provisions.

The legal justification for processing this particular category of personal data will be:

The lawful basis for processing this particular category of personal data will be in accordance with UK GDPR Article 9(2)(b), which states that processing is necessary for fulfilling the responsibilities and exercising specific rights of the data controller or the data subject within the realm of employment, social security, and social protection law, as authorized by UK law, while ensuring suitable safeguards to protect the fundamental rights and interests of the data subject.

Sharing personal information

On occasions, it may be necessary for us to share the personal information we handle with you and other organizations. In such cases, we are obligated to adhere to all facets of Data Protection Laws.

We may enlist the services of third-party providers to deliver our services, including externally hosted software or cloud providers, which could entail the transfer of personal data outside of the United Kingdom. In such instances, to guarantee that your personal data is handled securely and in accordance with UK data protection regulations, we mandate these third parties to commit to implementing safeguards, such as Standard Contractual Clauses or comparable measures.

When essential or mandated, we will share your information with:

• Family members, associates, and representatives of the individual whose personal data we are processing
• Current, past or prospective employers
• Healthcare, social and welfare organisations
• Suppliers and Service Providers
• Financial Organisations
• Auditors
• Police forces, Security Organisations;
• Prison and Probation Services
• Legal representatives
• Local and Central Government
• Consultants and Professional Advisers
• Trade union and Staff Associations
• Survey and research organisations, and
• Press and the media.

Additionally, to meet its legal obligations, Inatuni Limited is obligated to furnish particular personal data of an employee to government departments or agencies, such as providing salary and tax information to HM Revenue & Customs.

Automated processing

Inatuni Limited does not employ automated processing and decision-making procedures without human intervention. Currently, we do not anticipate making decisions about you through automated methods. However, we will inform you in writing if this situation changes.

Principles

We will manage your personal information in accordance with the principles outlined below:

Maintaining the accuracy and currency of personal data.

Data Protection Laws mandate us to implement reasonable measures to verify that the personal data we process remains accurate and current. It is the responsibility of employees to notify of any changes to the personal data they have provided during their employment. To update your personal data, please contact info@inatuni.com.

Retention of your information

Inatuni Limited retains the personal information it gathers from you as long as there exists a continuing business necessity for doing so. This includes providing you with requested services or complying with relevant legal, tax, or accounting obligations.

When there is no longer a continuous business requirement to process your personal information, Inatuni Limited will take one of the following actions:

• Delete or anonymize the information.
• If deletion or anonymisation is not immediately feasible (e.g., due to personal information being stored in backup archives), securely store the data and prevent any further processing until deletion becomes possible.

For personnel files, they will be retained for a minimum of 6 years from the date of employment termination.

How does Inatuni Limited protect information?

We prioritize the security of your data. We have established internal policies and measures to prevent data loss, accidental destruction, misuse, or unauthorized disclosure. Access to your data is restricted to our employees solely for the proper execution of their responsibilities.

Your rights

In specific situations, you may possess the following rights regarding your personal data:

Right 1: You have the right to access the personal data that we hold about you. Please contact us at info@inatuni.com.

Right 2: You have the right to request us to correct any inaccurate personal information that we hold about you. Please contact us at info@inatuni.com. 

Right 3: You have the right to request the erasure of personal data that we hold about you. This right is applicable in situations where, for instance, we no longer require your personal data for the original purpose it was collected, you withdraw your consent (if we rely on your consent for processing), or you object to our data processing practices (in accordance with Right 6 below). Please contact us at info@inatuni.com.

Right 4: You have the right to request the restriction of our processing of personal data that we hold about you. This right becomes applicable in scenarios such as when you challenge the accuracy of the personal data, when you have the right to request erasure but prefer processing restriction, or when we no longer require the data for its original purpose but still need it for legal claims.

Right 5: You have the right to receive the personal data you’ve provided to us in a structured, commonly used, and machine-readable format. Additionally, you can request us to transfer this personal data to another organization if you wish.

Right 6: You have the right to object to our processing of personal data that we hold about you.

Right 7: You have the right to withdraw your consent, particularly when we rely on it as the basis for using your personal information.

Right 8: You have the right to request that we refrain from using information about you in a manner that allows automated decision-making, and you can ask us to cease such practices.

For further details regarding your rights, if you want to exercise any of these rights, or if you have any inquiries or wish to file a complaint, please get in touch with our Data Protection Officer at: info@inatuni.com.

Modifications to our Privacy Policy.

Any revisions to this privacy notice in the future will be [published on this page] and, when suitable, communicated to you via email.

Who oversees the handling of my personal information?

Inatuni Limited is registered with the Information Commissioner’s Office, the independent body responsible for ensuring compliance with Data Protection Legislation. Our registration number is ZA503946, and it provides a broad overview of the various purposes for which we utilize personal information related to staff and others. For more detailed information, you can refer to the Information Commissioner’s Office website

Whom should I reach out to for inquiries/questions?

The data controller responsible for complying with the General Data Protection Regulation is Inatuni Limited Services UK Limited. If you have any inquiries or concerns regarding the use of your personal information, please refer to https://inatuni.com/privacy-policy. If you wish to file a complaint, please contact the Data Protection Officer at Inatuni Limited via email at: info@inatuni.com.

If we are unable to sufficiently address any concerns you may have regarding the handling of your information, you retain the right to file an official complaint with the United Kingdom Information Commissioner’s Office. Comprehensive information can be found in the complaints section of the ICO’s website.

Inatuni Limited, referred to as “we,” “our,” and “us,” is dedicated to safeguarding and respecting your privacy.

This privacy statement pertains to individuals who were previously employed by Inatuni Limited.

You must review this privacy notice in conjunction with our privacy notice available at: https://inatuni.com/privacy-policy or any other privacy notice we may furnish on particular occasions when we collect or process your personal information. This ensures that you have a complete understanding of how and why we are utilizing your data.

Information we collect

Inatuni Limited does not acquire personal information from former employees once their employment has ended. However, it may retain the information that was collected before and during the employment relationship, including:

• Personal contact information including name, title, addresses, phone numbers, and personal email addresses.
• Date of birth
• Gender
• Marital status and dependents
• Next of kin and emergency contact information
• National insurance number
• Copy of identification (Passport/driving license)
• Bank account details, payroll records and tax status information
• Salary, annual leave, pension and benefits information
• Start date
• Location of employment or workplace
• Information related to recruitment may include copies of right-to-work documents, references, and other details provided in a CV, cover letter, or during the application process.
• Records related to employment, including job titles, work history, working hours, training records, and professional memberships.
• Compensation history
• Performance information
• Disciplinary and grievance information
• CCTV footage and other information obtained through electronic means
• Information about your use of our information and communications systems
• Photographs

Our lawful foundation for processing (information).

The legitimate grounds for processing personal information will include:

UK GDPR Article 6(1) (b) Contract
UK GDPR Article 6(1) (c) Legal obligation
UK GDPR Article 6(1) (f) Legitimate Interests

How we handle your information?

We will only utilize your personal information when it is legally permissible to do so. Typically, we will use your personal information in the following situations:

1. We will process your personal information when it is necessary to fulfill contractual obligations that we have entered into with you, such as an employment contract or a settlement agreement. Particular contractual responsibilities outlined in these agreements may persist even after your employment has ended, such as maintaining confidentiality.
2. We will process your personal information when we are obligated to do so in order to comply with a legal requirement.

We might also employ your personal information in the following circumstances, although these instances are expected to be infrequent:

1. In cases where it is necessary to safeguard your or someone else’s vital interests, we may use your personal information; in accordance with UK GDPR Article 6(d).
2. When required for the public interest we may use your personal information, as stipulated in UK GDPR Article 6(1)(e).

We will solely utilise your personal information for the intended purposes for which it was initially collected. However, if we reasonably believe that we must use it for a different purpose that aligns with the original one, we will do so. In such cases, we will inform you and clarify the legal basis permitting us to do so. It’s important to note that, following the rules mentioned above, we may process your personal information without your explicit knowledge or consent when it is mandated or allowed by law.

We may process your data for the subsequent objectives:

• Compensating you and making deductions for tax, National Insurance contributions, and other lawful deductions.
• Furnishing you with any employee-related benefits that you are entitled to even after the conclusion of your employment.
• To reimburse you for expenses that you have incurred during the course of your employment.
• Coordinating with your pension provider and the trustees/administrators of pension schemes.
• Managing any contract that we have entered into with you.
• Business management and planning activities, which include accounting and auditing.
• Collecting evidence for potential grievance or disciplinary hearings.
• Handling legal disputes that involve you, as well as other employees, workers, and contractors, which may include workplace accidents.
• To prevent and identify instances of fraud.
• Ensuring network and information security, which involves preventing unauthorised access to our computers and electronic communication systems and thwarting the distribution of malicious software.
• Conducting data analytics studies, such as the staff survey, to assess and gain a deeper understanding of employee retention and attrition rates.
• Monitoring equality and diversity.
• Publicising our activities (e.g., group photos of events, site visits, etc.).

Some of the reasons for processing mentioned above may overlap, and multiple justifications may exist for our utilization of your personal information.

How we process “particular categories” of more sensitive personal information?

We may also retain and employ the following “particular categories” of notably sensitive personal information that we have gathered from you:

• Information related to your racial or ethnic background.
• Information about your health, including any medical conditions, health and sickness records (if any).
• Biometric data.
• Details about criminal convictions and offenses.

These “special categories” of notably sensitive personal data necessitate heightened levels of protection. We must have additional justifications for the storage and utilization of this type of personal information. Our data protection policy provides information about the safeguards that we are legally obligated to uphold when processing such data.

We might handle special categories of personal information in the following situations:

1. When it is necessary for us to fulfill our legal obligations or exercise rights pertaining to employment.
2. When it’s required, for the public interest, such as using information about your race, national or ethnic origin for the purpose of meaningful equality and diversity monitoring and reporting. Whenever, feasible, we would endeavor to anonymize this data.
3. In rare cases, we may request your explicit written consent to process particularly sensitive information. However, it’s important to note that we do not require your consent to utilize particular categories of your personal information when fulfilling our legal obligations or exercising specific rights related to employment law. If we do approach you for written consent, we will provide comprehensive information about the data we seek and the reasons for needing it. It allows you to make an informed decision about whether you wish to grant consent.

On less frequent occasions, we may process this type of information when it is necessary for legal claims or for the protection of your interests (or someone else’s interests), and you are unable to provide consent, or when you have already made the information publicly available.

With whom is the information shared?

We might disclose your data to third parties, which can include third-party service providers, government departments, and agencies.

We insist that third parties uphold the security of your data and handle it in compliance with legal regulations.

We may transfer your personal information to locations outside the United Kingdom. If we do so, you can anticipate that a comparable level of protection will be maintained concerning your personal information.

Inatuni Limited shares your data with:

• Occupational Pension Scheme Trustees and Administrators.
• Occupational Health providers screening

Retention

Inatuni Limited will retain your personal data only for the duration necessary to accomplish the objectives for which it was originally gathered.

Inatuni Limited has established a record retention schedule that specifies the duration for which we will retain information.

To establish the suitable retention period for personal data acquired during your employment, we take into account factors such as the volume, type, and sensitivity of the personal data, the potential risk of harm stemming from unauthorized use or disclosure of your personal data, the objectives for processing your personal data, whether those objectives can be achieved by alternative means, and the pertinent legal obligations.

In certain situations, we may anonymize your personal data, rendering it no longer identifiable to you. In such cases, we may use this anonymized information without providing additional notice to you. Once you cease to be an employee, we will retain and securely dispose of your personal data after the specified periods.

• For employees, we will retain your information for 12 months from the date of your departure, except in specific circumstances.
• Payroll, tax, and NIC (National Insurance Contributions) records must be retained for 6 years, as mandated by legal requirements.

It’s important to note that these retention periods are specific to your employment records and do not apply, for instance, to images and materials created and used for marketing and communication purposes (e.g., group photographs). Different types of information may have different retention requirements.

Your rights

In specific situations, you may possess the following rights regarding your information:

Right 1: You have the right to access the personal data that we hold about you. Please contact us at info@inatuni.com.

Right 2: You have the right to request us to correct any inaccurate personal information we hold about you. Please contact us at info@inatuni.com.

Right 3: You have the right to request the erasure of personal data that we hold about you. This right applies when, for instance, we no longer require your personal data for the original purpose, you withdraw your consent (if we rely on your consent for processing), or you object to our data processing practices (in accordance with Right 6 below). Please contact us at info@inatuni.com.

Right 4: You have the right to request the restriction of our processing of personal data that we hold about you. This right becomes applicable in scenarios such as when you challenge the accuracy of the personal data, when you have the right to request erasure but prefer processing restriction, or when we no longer require the data for its original purpose but still need it for legal claims.

Right 5: You have the right to receive the personal data you’ve provided to us in a structured, commonly used, and machine-readable format. Additionally, you can request us to transfer this personal data to another organization if you wish.

Right 6: You have the right to object to our processing of personal data that we hold about you.

Right 7: You have the right to withdraw your consent, especially when we rely on it as the basis for using your personal information.

Right 8: You have the right to request that we refrain from using information about you in a manner that allows automated decision-making, and you can ask us to cease such practices.

For additional information about your rights, if you wish to exercise any of these rights, or if you have any inquiries or would like to lodge a complaint, please get in touch with our Data Protection Officer at: info@inatuni.com.

Modifications to our Privacy Policy.

Any future modifications to this privacy notice will be [published on this page] and, if necessary, communicated to you via email.

Who regulates the utilization of my personal information?

Inatuni Limited is registered with the Information Commissioner’s Office, an independent authority responsible for ensuring compliance with Data Protection Legislation. Our registration number is ZA503946, and it provides a broad overview of the various purposes for which we use personal information related to staff and others. For more detailed information, please refer to the Information Commissioner’s Office website.

Whom should I reach out to if I have questions?

The data controller for the UK General Data Protection Regulation is Inatuni Limited. If you have any inquiries or concerns regarding handling your personal information, please refer to https://inatuni.com/privacy-policy for further clarifications.

If you wish to file a complaint, you may contact the Inatuni Limited Data Protection Officer at: info@inatuni.com.

In case we are unable to satisfactorily address any concerns you may have regarding the use of your information. You have right to file a formal complaint with the UK Information Commissioner’s Office. Comprehensive information can be found in the complaints section of the ICO’s website.

Types of personal information we gather:

We collect, utilize, and retain various categories of your personal information, which we have categorized as follows:

How we use your information?

The following table illustrates how we utilise your personal information and the justifications behind it. When these justifications involve legitimate interests, we clarify the nature of these legitimate interests.

The sources from which we obtain your personal information.

We may gather personal information about you from the subsequent origins:

Information may be obtained directly from you or the organization whom you work.

Information about us may be provided by companies or individuals who refer or recommend our services.

We may access publicly available resources, including databases like Companies House.

The internet and social networking sites, such as Linkedin, may serve as sources of personal information.

Third parties (including Market researchers) with whom we engage while conducting our business may also be sources of personal information.

Intermediaries with whom you have a client relationship may also be sources of personal information.

We may obtain personal information from credit reference agencies and fraud prevention agencies.

The parties with whom we disclose your information.

We might disclose your personal information to the following external parties:

Agents and service providers we utilise while delivering services.

Our legal and other professional advisors.

Suppliers to Inatuni Limited.

The police and other law enforcement agencies may be engaged when deemed necessary for delivering our services or when we have a legal or regulatory obligation to do so.

Appropriate regulatory bodies, including the Information Commissioner’s Office, may be informed in the event of a personal data breach.

Other companies that are owned by or jointly owned with Inatuni Limited.

Potential or actual buyers of any portion of our business or assets, as well as other third parties, may be involved in the context of a potential business transfer or restructuring.

If you opt not to provide your personal information.

Deciding not to provide us with your personal information could potentially lead to delays or hindrances in our ability to fulfil our legal responsibilities. Furthermore, it may lead to a situation where we cannot or are unwilling to enter into a business relationship with you or your organisation as a client.

Automated decisions

We do not anticipate making decisions about you solely through automated processing (without human involvement) that would have a significant legal or similar impact on you.

The duration for which we retain your personal information.

We will retain your personal information only for the duration necessary to fulfil the objectives for which it was initially collected, including meeting any legal, accounting, or reporting obligations.
The determination of the appropriate retention period for personal information takes into account factors such as the volume and nature of the data, potential risks associated with unauthorised use or disclosure, the purposes for processing the information, the feasibility of achieving those purposes through alternative methods, and relevant legal requirements.
In a general sense, we will retain the information for as long as you remain a recipient of our products and services and for an additional period of 6 years beyond that.

International transfers

As an international company, we possess certain personal information related to our suppliers and their dealings within the United Kingdom. We collaborate with agents and service providers who may manage your personal information on our behalf outside of the UK. When your information is processed beyond the UK’s borders, we will guarantee that it is held to the same standards as if it were processed within the UK. This will be achieved by establishing a contract with our agents and service providers that incorporates sufficient protective measures, such as standard contractual clauses or equivalent safeguards.

Types of personal information we gather.

We collect, use and store different types of personal information about you, which we have grouped together as follows:

How we use your information?

The following table illustrates how we utilise your personal information and the justifications behind it. When these justifications involve legitimate interests, we clarify the nature of these legitimate interests.

The sources of your personal information that we gather.

We may gather personal information about you from the subsequent origins:

Information may be obtained directly from you or the organization whom you work.

Information about us may be provided by companies or individuals who refer or recommend our services.

We may access publicly available resources, including databases like Companies House.

The internet and social networking sites, such as Linkedin, may serve as sources of personal information.

Third parties (including Market researchers) with whom we engage while conducting our business may also be sources of personal information.

Intermediaries with whom you have a client relationship may also be sources of personal information.

The parties with whom we disclose your information.

We might disclose your personal information to the following external parties:

Agents and service providers we utilise while delivering services.

Our legal and other professional advisors.

Suppliers to Inatuni Limited.

The police and other law enforcement agencies may be engaged when deemed necessary for delivering our services or when we have a legal or regulatory obligation to do so.

Appropriate regulatory bodies, including the Information Commissioner’s Office, may be informed in the event of a personal data breach.

Other companies that are owned by or jointly owned with Inatuni Limited.

Potential or actual buyers of any portion of our business or assets, as well as other third parties, may be involved in the context of a potential business transfer or restructuring.

If you opt not to provide your personal information.

Deciding not to provide us with your personal information could potentially lead to delays or hindrances in our ability to fulfil our legal responsibilities. Furthermore, it may lead to a situation where we cannot or are unwilling to enter into a business relationship with you or your organisation as a client.

Automated decisions

We do not anticipate making decisions about you solely through automated processing (without human involvement) that would have a significant legal or similar impact on you.

The duration for which we retain your personal information.

We will retain your personal information only for the duration necessary to fulfil the objectives for which it was initially collected, including meeting any legal, accounting, or reporting obligations.
The determination of the appropriate retention period for personal information takes into account factors such as the volume and nature of the data, potential risks associated with unauthorised use or disclosure, the purposes for processing the information, the feasibility of achieving those purposes through alternative methods, and relevant legal requirements.
In a general sense, we will retain the information for as long as you remain a recipient of our products and services and for an additional period of 6 years beyond that.

International transfers

As an international company, we possess certain personal information related to our suppliers and their dealings within the United Kingdom. We collaborate with agents and service providers who may manage your personal information on our behalf outside of the UK. When your information is processed beyond the UK’s borders, we will guarantee that it is held to the same standards as if it were processed within the UK. This will be achieved by establishing a contract with our agents and service providers that incorporates sufficient protective measures, such as standard contractual clauses or equivalent safeguards.