Privacy Policy (Screening)

Last updated: September 2024 

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1. Introduction

Chexperts Ltd (Chexperts) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information.

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Chexperts Ltd is a company registered in England and Wales under company registration number 15617945 whose registered address is located at 2nd Floor College House, 17 King Edwards Road, Ruislip, London, United Kingdom, HA4 7AE.

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Chexperts Ltd is registered with the UK Information Commissioner’s Office (Registration Number: ZB722879.) in compliance with the UK General Data Protection Regulation (UK GDPR).

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For the vast majority of processing activities Chexperts is a data processor. This means that we process personal information on behalf of and in accordance with the instructions of our clients, the data controller.

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2. Information We Collect

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2.1 Personal Data
We may collect and process the following personal data about you:

• Name

• Address

• Date of birth

• Gender

• Nationality

• Contact details (email address, phone number)

• Copies of identity and proof of address documentation

• Employment & Education history

• Criminal records (where applicable and permitted by law)

• Financial information (where applicable and permitted by law)

• References and other information provided by third parties

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2.2 Sensitive Personal Data
In certain circumstances, we may collect sensitive personal data, such as:

• Criminal convictions and offences

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3. How We Collect Your Information

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3.1 From our clients
Our clients will provide your contact details to initiate your checks.

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3.2 Directly from You
We collect information directly from you when you provide it to us, for example, when you fill out forms or communicate with us.

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3.3 From Third Parties
We may receive information about you from third parties, such as previous employers, educational institutions, reference providers or credit reference agencies.

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4. How We Use Your Information

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We use the information we collect about you in order to perform background checks on you. This is based on the clients requirements. This is done to validate the information provided is accurate as part of you pre-employment checks.

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We will only use your personal information:

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• To provide and manage the services in line with the instructions of our client

• To verify the information you have provided

• To conduct background checks as requested by our clients

• To comply with legal and regulatory requirements

• To communicate with you about your background checks

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Where a financial check has been requested some your information will be shared with TransUnion International UK Limited, which is a credit reference agency providing services such as credit risk and affordability checking, fraud prevention, anti-money laundering, identity verification and tracing.

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TransUnion will use your personal information to provide services to us and its other clients. We use their services in order to prevent criminal activity such as fraud and money laundering. More information about TransUnion and the ways in which it uses and shares personal information can be found in its privacy notice at https://www.transunion.co.uk/legal-information/bureau-privacy-notice.

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5. Legal Basis for Processing

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We process your personal data based on the following legal grounds:

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• Consent: Where you have provided consent for us to process your data.

• Contractual Necessity: Where processing is necessary for the performance of a contract with you.

• Legal Obligation: Where we are required to comply with a legal obligation.

• Legitimate Interests: Where processing is necessary for our legitimate interests, provided these interests are not overridden by your rights and interests.

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6. Data Sharing and Disclosure

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We may share your personal data with the following parties:

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• Our clients who have requested the background check

• Third-party service providers who perform services on our behalf (sub-processors)

• Legal and regulatory authorities, as required by law

• Other parties with your consent or where required to protect our rights or the rights of others

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We require third parties to respect the security of your data and to treat it in accordance with the law. We may transfer your personal information outside the EU where it is required to perform the checks requested by our client.

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If we do, you can expect a similar degree of protection in respect of your personal information.

 

7. Data Retention

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We will retain your personal data only for as long as necessary to fulfil the purposes for which it was collected and to comply with legal, regulatory, or internal policy requirements.

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8. Data Security

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We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, loss, destruction, or damage.

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9. Your Rights

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You have the following rights regarding your personal data:

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• Access: The right to access and receive a copy of your personal data.

• Rectification: The right to correct any inaccurate or incomplete personal data.

• Erasure: The right to request the deletion of your personal data.

• Restriction: The right to request the restriction of processing of your personal data.

• Objection: The right to object to the processing of your personal data.

• Data Portability: The right to request the transfer of your personal data to another party.

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To exercise these rights, please contact us using the contact details provided below.

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10. Changes to This Privacy Policy

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We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on our website and, where appropriate, by other means.

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11. Contact Us

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If you have any questions about this Privacy Policy or our data practices, please contact us at:

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Chexperts Ltd
2nd Floor College House, 17 King Edwards Road, Ruislip, London, United Kingdom, HA4 7AE
dpo@chexperts.co.uk

0203 307 4380

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12. Complaints

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If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection issues.

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Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: www.ico.org.uk