Privacy Policy

Charteris Management Limited (CM) is registered with the ICO, number ZA361930.

Any information that you provide us with will be treated in accordance with the provisions of the Data Protection Act 2018, The General Data Protection Regulation (EU) 2016/679 and any consequential legislation.

This policy is reviewed and updated on a regular basis.

The Purpose of this policy is for you to understand what data we collect, why and what we do with the data. Any processing of personal information by CM will comply with the principles as set out by the ICO. These are that personal data will be:

• Processed fairly and lawfully and in a transparent manner
• Processed for specific, explicit and legitimate purposes
• Adequate, relevant and limited to what is necessary for the purpose
• Accurate
• Kept secure

What data do we collect?

To accurately serve your needs we’ll need to collect various pieces of personal information from you. Due to the nature of our business these may include financial and vocational details at the time of application – here’s what you can expect to be asked for:

• Your main contact details: name, address, phone numbers, email address.
• Should you wish to join Charteris Management as an employee we will ask for documentation to prove your identity and address, such as a passport, driving license or utility bill. If you have a non-UK passport, you will also be required to evidence your Right to Work in the UK – with a current biometric card, visa or EU settlement document.
• Details necessary to arrange your employment with us: National Insurance Number, job title, rate of pay, frequency of payments, the name of the requirement agency you may be affiliated with.
• Details required to make payments to you when necessary: Your current tax code, your bank details.

The above details could be collected in a variety of secure ways, but in the majority of cases will be via our secure web portal, or if you are contacted by telephone you will be asked to confirm information in writing.

If you contact us, we may keep a record of that correspondence along with details of your visits to our site including, but not limited to, web server statistics, traffic data, location data and details of the web pages and resources that you access.

Should we engage you in a marketing context we may also collect the data of the following context:

• Proficiency of emails that you may receive from us i.e. did you open the correspondence; did you click on any links within.
• Your feedback and contributions to voluntary customer surveys and questionnaires.

How and why we use personal data

We have a few reasons to use and store your personal data:

• To process and provide accurate pay illustrations upon your request.
• We require your personal details in order to legally verify your identity before we can employ you.
• To accurately pay owed monies to you and to process deductions including tax and National Insurance on your behalf.
• To let you know about offers and pertinent information that may apply to your contracting situation.
• To create and recommend future initiatives and products that may be of interest to you.
• To provide you with relevant and appropriate marketing communications.
• To invite you to partake in customer surveys and questionnaires.

We need to use your personal data in these ways to provide a thorough service to you, and to keep you up to speed with new initiatives and products that may be of benefit. We also need to keep our business practices relevant and competitive, your feedback is a necessity in doing just that. Ultimately, we want to create a more personalized experience to you as a customer.

Sharing personal data with your agency or end client

In certain circumstances, the sharing of your personal data will be required due to contractual obligations with your agency or end client. This is necessary for us to continue providing our service to you. This type of arrangement may involve sharing a payslip with your recruitment agency, end client or their auditors when requested.  When we share personal data with these companies we do so in a secure manner, require them to keep it safe, and ask that they do not use your personal data for their own marketing purposes. We will also keep you informed of these requests.

Where your agency or end client engages with us through our Pre Registration Programme, our contractual obligations require that your payslips are shared with them on a weekly basis for auditing purposes. You will be notified at signup where this service is in effect. Payslips are shared via a secure agency portal for auditing purposes only.

Sharing personal data with other service providers

Along with your agency or end client we also work with external companies that provide the following services:

• Contractor, consultancy, advice and guidance.
• Outsourced illustration services and marketing.
• Limited company formation, self-assessment , accountancy and payroll provision.

Any of these companies will only receive personal data if there is justifiable reason for them to have the information, and only following acceptance of a conditional contract with Charteris Management.

1. For example, should your employed situation require attention from an accountancy perspective we may share your details securely with an agreed limited company accountancy platform. You’ll remain informed throughout.

The only other reason we may share your information with an outside organization would be if the law or a public authority says we must share your personal data.

How we protect personal data

We have computer safeguards such as firewalls and data encryption to protect your information. We also operate from a secure office building protected by alarms and covered by constant CCTV surveillance.

The transmission of any personal data is done so in an encrypted manner using a Secure Sockets Layer (SSL).

Though we adhere to as many technical and organisational measures possible to safeguard your personal data, we unfortunately cannot guarantee the security of any personal data that you transfer over the internet to us.

The personal data that we collect from you may be transferred to, and stored at, a destination deemed ‘adequate’ for transference. At no point will it be shared or stored outside of those geographical limits. We will put in place appropriate protection to make sure your personal data remains adequately protected and is treated in line with this policy.

Marketing and market research

This section explains the choices you have when it comes to receiving marketing communications and taking part in market research.

You have the choice to opt-in to any marketing communication that may be relevant to your situation. When you register your interest in our services we’ll ask if you would like to be a part of our future marketing, if you agree at the time – please note you can change your marketing preferences anytime by emailing us a request directly to:

emails@charterismanagement.com.

We’re also constantly seeking refinement within our services and products; therefore, we may choose to contact you for market research purposes. Again, you can choose to withdraw your contact details from this aspect of our business development if you wish, by emailing us emails@charterismanagement.com.  

Retention of your information

It is not CM’s intention to keep your personal information on file for longer than is absolutely necessary from a recommended legal reporting perspective. If you are or have been an employee of Charteris Management Limited, we a required to retain your information for a period of 6 years following conclusion of your employment. If you have not been engaged in an employed context but have enquired about our services previously, unless requested otherwise we will retain your information for up to 24 months for marketing and surveying purposes. Should you wish to have your details removed from our records prior to the end date of these timeframes please let us know. If from a legal perspective we are able to redact your information we shall adhere to the request.

Your rights

Under the Data Protection Act 1998, you have the right to see the personal data we hold about you. This is called a Subject Access Request.

If you would like a copy of the personal data we hold about you, please email us.

To contact our data controller directly please make an enquiry to the attention of F. Crawford – CM Data Controller at contractorcare@charterismanagement.com.

You are able to exercise your “Right to be forgotten”, requesting this service will result in the removal of all correspondence and data points that we hold on you as a company, including the request itself. Entitle your email Subject Access Request and send to: contractorcare@charterismanagement.com.

The law allows us to charge a ’reasonable fee’ for the administrative costs of complying with a request if it is manifestly unfounded or excessive, or if an individual requests further copies of their data. Should this be the case, our policy is a fee of £10.

We want to make sure that the personal data we hold about you is accurate and up to date. If any of the details are incorrect, please let us know and we will amend them.

If you have any questions about how we collect, store and use personal data please contact us, we’re here to help!

Telephone: 0161 826 6420

email: contractorcare@charterismanagement.com

Or contact us directly through your portal or our website.