Individuals associated with our corporate clients

20/04/18

Collection of personal data

Our policy is to collect only the personal data necessary for specified purposes and we ask our clients to only share personal data where it is strictly needed for those purposes.
Where we need to process personal data to provide professional services, we ask our clients to provide the necessary information to the data subjects regarding its use. Our clients may use relevant sections of this privacy statement or refer data subjects to this privacy statement if they consider it appropriate to do so.
Generally, we collect personal data from our clients or from third parties acting on the instructions of the relevant client.
The personal data may include name, employer name, contact title, phone, email and other business contact details.

Use of personal data

We use personal data for the following purposes:

  • Providing professional services

We provide a diverse range of professional services (click here for information on our services). Some of our services require us to process personal data in order to provide advice and deliverables. For example, we will review payroll data as part of an audit and we often need to use personal data to provide global mobility and pensions services.

  • Administering, managing and developing our businesses and services

We process personal data in order to run our business, including:

  • managing our relationship with clients;
  • developing our businesses and services (such as identifying client needs and improvements in service delivery);
  • maintaining and using IT systems;
  • hosting or facilitating the hosting of events; and
  • administering and managing our website and systems and applications.
  • Security, quality and risk management activities

We have security measures in place to protect our and our clients’ information (including personal data), which involve detecting, investigating and resolving security threats. Personal data may be processed as part of the security monitoring that we undertake; for example, automated scans to identify harmful emails. We monitor the services provided to clients for quality purposes, which may involve processing personal data stored on the relevant client file. We have policies and procedures in place to monitor the quality of our services and manage risks in relation to client engagements. We collect and hold personal data as part of our client engagement and acceptance procedures.

  • Complying with any requirement of law, regulation or a professional body of which we are a member

As with any provider of professional services, we are subject to legal, regulatory and professional obligations. We need to keep certain records to demonstrate that our services are provided in compliance with those obligations and those records may contain personal data.

Legal basis for processing

In case we are subject to a legal obligation, by which processing of personal data is required, such as the fulfilment of tax obligations or evidencing or documenting professional services provided, the processing of personal data of the individuals associated with our corporate clients is based on the legal obligation (lawful basis).
We may also process the personal data of individuals associated with our corporate clients based on our legitimate business interests (such as providing services to data subject’s employer) or the consent, if the data subject has been requested to express one.

Data retention

We retain the personal data processed by us for as long as is considered necessary for the purpose for which it was collected (including as required by applicable law or regulation).
In the absence of specific legal, regulatory or contractual requirements, our baseline retention period for records and other documentary evidence created in the provision of services does not exceed 10 years.