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Privacy Statement

  • William Stanley Ltd is registered as a Data Controller with the ICO under company registration number 06302973 and ICO registration number Z9962685

  • William Stanley Ltd, trading as William Stanley Consult, specialises in the provision of executive search, talent and retention services, and leadership coaching services

  • Our data practices align with the Data Protection Act 1998 (DPA) and the EU General Data Protection Regulation (GDPR)

  • We are committed to the privacy and the legal processing of data that we acquire and hold, and regard data confidentiality and security as an upmost priority

  • This document sets out the conditions under which we process data and information, referring to the acquiring, clearing, storing, use, transferring and otherwise of data and information

  • We do not sell your data, and will only disclose or share your data with third parties to comply with the law, or on a need to know basis and with your specific consent, where it is necessary in order for us to provide our services (please see details below regarding disclosing and sharing of data)

  • We offer you choice, control and transparency regarding your data

  • We seek to balance your wish to provide us with data in order that we can aid you through our services, with diligence and prudence about how your data is used, processed, stored and shared

  • We process data fairly, lawfully and through a transparent process

  • We collect data directly from you, through third parties, through web based research, or through research based on hard copy publications

  • We collect data to ensure we can provide our services to clients and candidates, and to engage prospective clients and candidates about the prospect of us providing our services to them

 

 

Disclosing & Sharing Data

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  • Disclosing and sharing ‘Candidate’ or ‘Prospective Candidate’ data

    • With your specific permission, we may disclose and share your data with ‘Client’ or ‘Prospective Client’ organisations; we may also share your data with third party organisations that aid us in the delivery of our services

 

  • Disclosing and sharing ‘Client’ or ‘Prospective Client’ data

    • With your specific permission, we may disclose and share your data with ‘Candidates’ or ‘Prospective Candidates’; we may also share your data with third party organisations that aid us in the delivery of our services

 

 

Types of Data Acquired & Processed

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  • We process both objective and subjective data

 

  • In relation to ‘Candidates’ or ‘Prospective Candidates’ we may process the following types of data (this list is not exhaustive);

    • Name

    • Current job title and previous job titles

    • Telephone numbers

    • Email and poastal addresses

    • Autobiographical work history

    • Subjective opinions and objective facts from third parties

 

  • Information relating to;

    • Aspirations and needs

    • Preferences and wishes

    • Work beliefs and values

    • Self-efficacy for change

    • Existing salary and reward levels, and future requirements of such

    • Work and personal life balance requirements

    • Knowledge and skills

    • Behavioural dispositions and tendencies

    • Education and qualifications

    • Career achievements to date

    • Post client assessment/interview feedback

    • Information to confirm your eligibility to work in the UK

    • Referees

    • Psychometric and intelligence profiling data

 

  • In relation to ‘Clients’ or ‘Prospective Clients’ we may process the following types of data (this list is not exhaustive);

    • Name

    • Current job title and previous job titles

    • Telephone numbers

    • Email and postal addresses

    • Subjective opinions and objective facts from third parties

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  • Information relating to;

    • Sectoral context and the field of work in which the client is operating

    • An organisations –challenges and objectives

    • Organisational behaviour, culture, thinking and values

    • Organisational plans and structure

    • Organisational history

    • Business risks

    • Financial/investment status and plans

    • Staff reward and remuneration

    • Staff development to date, staff development policies and plans moving forward

    • Performance indicators and measures

    • Staff member names and profiles

    • Hiring process information

    • Details of third parties involved

    • Post assessment/interview feedback, with particular focus on candidates participating in the hiring process

    • Specific information pertaining to a given appointment;

      • Accountabilities

      • Duties

      • Responsibilities

      • Performance expectations

      • Behavioural standards

      • Role objectives

      • Knowledge, skills, behavioural and education/qualification person requirements

      • Psychometric and intelligence profiling data

 

 

How we use the data we collect

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  • We collect and use data to initiate contact, engage, know and understand at an in-depth level ‘clients’, ‘prospective clients’, ‘candidates’ and ‘prospective candidates’, in order that we can form an accurate picture of needs and preferences

  • We collect and use data to enhance insight and to ensure informed judgements and interpretations underpin the services provided to ‘clients’ and ‘candidates’, and the engagement with ‘prospective clients’ and ‘prospective candidates’

  • We process supplier data to ensure things run smoothly for them and us, and so we can communicate effectively with our suppliers; we may also store supplier bank details in order that payments can be made

 

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Lawful basis upon which we process data

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  • Unless stated otherwise, we will process data based on our ‘Legitimate Interests’

  • Certain phases, points and constituent parts within our engagement and services mean we process data based on ‘Consent’, ‘Contract’ or ‘Legal Obligation’; we will explicitly inform you of this when this is the case

  • Our ‘Legitimate Interests’ are ensuring the commercial survival and prosperity of William Stanley Ltd, in order that it can deliver its objectives of strengthening external organisations through strengthening the leadership of those external organisations, and increasing career choice for individuals, thereby helping to enhance the careers of and promote the well-being of senior professionals

 

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How we categorise data and how long we retain it for

 

  • Different categories of data explained and retention periods applied;

    • ‘Client‘ and ‘Previous Client’ categories – An organisation presently commissioning, or has in the past commissioned the services of William Stanley Consult – data held for six years following the conclusion of the process commissioned

    • ‘Candidate’ and ‘Previous Candidate’ categories – An individual presently participating in, or has in the past participated in, a hiring process overseen by William Stanley Consult – data about the individual specific to the hiring process, held for six years, following the conclusion of the hiring process

    • ‘Prospective Client’ category – An organisation that William Stanley Consult is engaging with, or has engaged with, with the intention of wanting that organisation to become a ‘Client’ of William Stanley Consult; a ‘Previous Client’ will also become a ‘Prospective Client’, upon William Stanley Consult reengaging with the organisation, with the intention of wanting the organisation to become a ‘Client’ again – data held for three years following the last verbal contact, recorded in writing, between the ‘Prospective Client’ and William Stanley Consult

    • ‘Prospective Candidate’ category – An individual that William Stanley Consult is engaging with, or has engaged with, with the intention of wanting that individual to become a ‘Candidate’ of William Stanley Consult; a ‘Previous Candidate’ will also become a ‘Prospective Candidate’, upon William Stanley Consult reengaging with the individual, with the intention of wanting them to become a ‘Candidate’ again - – data held for three years following the last verbal contact, recorded in writing, between the ‘Prospective Candidate’ and William Stanley Consult

    • Summary of retention periods;

      • ‘Client’ and ‘Previous Client’ – Six to Years

      • ‘Candidate’ and ‘Previous Candidate’ – Six Years

      • ‘Prospective Client’ – Three Years

      • ‘Prospective Candidate’ – Three Years

 

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More detailed explanation of the durations over which we retain data;

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  • ‘Client’ and ‘Previous Client’ data

    • All data regarding specific information about a specific ‘Client’ or ‘Previous Client’ pertaining to a specific hiring process, commissioned for a specific appointment, will be retained for no more than six years from the specific hiring process concluding

    • All other data pertaining to the ‘Client’ or ‘Previous Client’ acquired either before commencement or after the conclusion of the commissioning and specific hiring process in question, will be treated as ‘Prospective Client’ data, and treated in accordance with that categorisation of data (please see below).

 

  • ‘Prospective Client’ data

    • All ‘Prospective Client’ data will continue to be retained on an indefinite basis, where there has been verbal interaction within the last three years, between the ‘Prospective Client’ and William Stanley Consult, which was logged in writing by William Stanley Consult, and where full disclosure of the data held about the ‘Prospective Client’ was sent to the ‘Prospective Client’ by William Stanley Consult at the time; upon the passing of three years without verbal interaction between the ‘Prospective Client’ and William Stanley Consult, all such data will be deleted

 

  • ‘Candidate’ and ‘Previous Candidate’ data’

    • All data regarding specific information about a specific ‘Candidate’ or ‘Previous Candidate’ pertaining to a specific hiring process, for a specific appointment, will be retained for no more than six years from the specific hiring process concluding; upon the passing of six years, all such data will be deleted.  All other data pertaining to the ‘Candidate’ or ‘Previous Candidate’ acquired before the commencement of, or after the conclusion of the specific hiring process in question, will be treated as ‘Prospective Candidate’ data, and treated in accordance with that categorisation of data.

 

  • ‘Prospective Candidate’ data

    • All ‘Prospective Candidate’ data will continue to be retained on an indefinite basis, where there has been verbal interaction within the last three years, between the ‘Prospective Candidate’ and William Stanley Consult, which was logged in writing by William Stanley Consult, and where full disclosure of the data held about the ‘Prospective Candidate’ was sent to the ‘Prospective Candidate’ by William Stanley Consult at the time; upon the passing of three years without verbal interaction between the ‘Prospective Candidate’ and William Stanley Consult, all such data will be deleted

 

  • None of the above affects your data rights under the Data Protection Act 1998 (DPA) and the EU General Data Protection Regulation (GDPR)

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Your Data Rights

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  • The GDPR affords you the rights set out below regarding your data

  • You can make a request regarding one or more of these rights, by contacting us verbally or in writing

  • We have one month to respond to your request

  • In order to respond to your request the GDPR states we will need to be satisfied of your identity, and we may have to carry out identity checks to meet this requirement

  • We have the right to extend our response time by a further two months, if we judge your request to be complex or excessive, or if we have difficulties identifying you

  • If we believe your request to be excessive or manifestly unfounded, we have the right to refuse your request or charge you an administration fee

  • If we cannot identify you we have the right to refuse your request

 

 

Your data rights under GDPR are as follows – please seek your own legal counsel if you require further or more in-depth advice about your data rights;

 

  • To request a copy of your data

    • You have the right to request a copy of your data and an explanation from us regarding the purpose(s) for its processing by us

 

  • To request your data is rectified

    • You have the right to request that your data is amended if you believe it to be inaccurate or incomplete

    • We are obligated to reconsider its accuracy, and/or categorise it as opinion or fact, along with advising any third-parties that we have previously shared the data with of the rectification

 

  • To request erasure, and the right to be forgotten

    • You have a right to have your data deleted, provided we are not holding your data on the basis of a ‘Legitimate Interest’ that overrides your right to erasure and to be forgotten

 

  • To request the restriction of processing in certain circumstances

    • You have the right to have the processing of your data restricted, if you believe your data has been unlawfully processed, you are contesting its accuracy, or you have a legal need to have the processing restricted

    • We are obligated to advise any third-parties that we have previously shared the data with of the restricted processing

 

  • To request your data is ported

    • You have the right to copy or move your data from one place to another

    • This right only applies when the lawful basis for processing your data is ‘Consent’ or ‘Contract’

    • You are entitled to receive a copy of your data, and to have it securely transferred by us

 

  • To object to processing in certain circumstances

    • You have a right to object to the processing of your data

    • In some circumstances, data retention in the form of data minimisation and suppression will be required, to ensure your request to cease future data processing can be fulfilled

    • This right may not apply if our ‘Legitimate Interest’ is compelling enough to override your right to object, or when the processing is necessary for the defence or exercise of a legal claim

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Data Security

We employ measures to ensure data is protected from unauthorised access or use, misuse, alteration, or loss.  Confidential written information and IT equipment is held in a locked and secured setting, and offices are only accessible with entry codes and key locks.  Regular document shredding takes place.  IT software is regularly updated, real-timed scanned, firewalled, and has anti-spam, anti-virus and web-advisor software.  Data is encrypted and password protected, and documents designated as sensitive are given an extra layer of password protection.  Emails have storage and transmission that is encrypted, and computer access is restricted to designated password users only.

 

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Use of Website Cookies

A ‘Cookie’ is a piece of information transferred and saved to your device’s hard drive.  Cookies ensure the security and stability of websites, enable websites to work properly (functionality), and some are essential for the use of sites.   Cookies can also be used to analyse patterns of use by visitors; by tracking how people engage with and use a site, a site owner can change and modify the site for the future, in order that it becomes more user friendly and that it offers a better experience for the user.  Cookies are used by most websites and are not harmful.  Most browsers allow you to alter what types of cookies you accept personally, however, the acceptance of certain cookies is necessary for the use of sites.  Some cookies are temporary and get deleted when you close your browser, some are permanent and remain stored on your hard drive.  Please visit https://www.aboutcookies.org/ if you would like know more about cookies.

 

Our site deploys the following cookies;

svSession (Permanent, Creates acitivies and BI)

hs (Session, Security)

incap_ses_${Proxy-ID}_${Site-ID} (Session, Security)

incap_visid_${Proxy-ID}_${Site-ID} (Session, Security)

nlbi_{ID} (Persistent, Security)

XSRF-TOKEN (Persistent, Security)

smSession (Two Weeks, Identifies Logged In Site Members)

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Data Breaches

We will take any data breach or suspected data breach very seriously.  On becoming aware of a data breach or a suspected data breach we will advise the data subject and the Information Commissioner at the earliest possible opportunity, and in any case within 72 hours.

 

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How To Contact Us

 

William Stanley Consult (London)

Kemp House, 160, City Road

London

EC1V 2NX
Tel: 0207 971 1466, Email: admin@williamstanleyconsult.com

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​William Stanley Consult (Birmingham)

The Savoy Centre, Northfield Road

Dudley

West Midlands

DY2 9ES

Tel: 01384 660320, Email: admin@williamstanleyconsult.com

 

 

Right of complaint to the ICO

If you have a concern about the way we are handling or have handled your personal information, you have complained to us and you have not been satisfied with our efforts to address your concern, you have a right of complaint to the Information Commissioner’s Office (ICO).   

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