Privacy Notice

How We Use Your Information

Please read this notice to understand how and why we use the personal information you provide to us. When you apply for a job with Intellect Management Services, we ask for your personal details to manage your account effectively. We also collect your personal information when you contact us. Rest assured, we are committed to keeping all the information you provide secure, private, and confidential.

This leaflet explains the reasons behind collecting your personal details and how we handle them. It also outlines the legal basis for collecting and using your information and highlights your rights under current data protection legislation.

What Information Do We Collect?

We require your full name (title, forename(s), and surname), date of birth, postal address, phone number, email address, and nominated bank account details. Your bank details are necessary for payment processing.

We collect this personal information to provide you with the requested services. Some of this information is also required to fulfill our legal obligation to verify your identity, address, and any necessary background checks as mandated by law. Failure to provide this information may prevent us from offering our services.

Use of Our Website, Emails, Apps, and Social Media

Our website and the emails we send may utilize cookies and other tracking technologies to gather information. While you can choose to decline cookies when visiting our website, please note that certain features such as online application forms require cookies to function properly.

When using our website or apps, we collect information such as your browser, date, time, and IP address (used to identify your device on the internet). We may engage with social media platforms like Twitter and Facebook to communicate with you and understand public perceptions of our products and services.

Providing Details on Behalf of Someone Else

If you provide details about another individual, such as when applying for a joint account, it is essential to obtain their consent.

How We Use Your Information

How do we utilize your information?

• Facilitate employment opportunities and deliver the necessary services
• Process your personal information for employment suitability and keep you informed about our services
• Fulfill our legal obligations by verifying your identity and address
• Prevent or detect fraud or other unlawful activities
• Develop, test, and improve our products, systems, and services
• Invite you to participate in market research and surveys
• Conduct anonymous statistical analysis (individuals cannot be identified)
• Create customer profiles to enhance existing products, develop new ones, and tailor marketing messages (unless you opt out)
• Organize competitions, events, and promotional activities
• Monitor or record calls for training, quality assurance, and consent records

Sharing Your Information

We engage selected organizations to assist in delivering our services. We may share your personal information with:

• Service providers who process data on our behalf, such as account administration, investment management, printing and sending statements, and job/training-related communication. We only share necessary information for these services.
• Government bodies, law enforcement agencies, courts, or other third parties when complying with legal obligations or lawful disclosure requests.
• If requested, we can share your information with other parties, such as a financial adviser.

Data Retention and International Transfers

We retain your personal information as long as we have a legitimate or lawful need to do so. For example, some records are kept for audit purposes for up to seven years after an account closure.

In some cases, we may transfer your information outside of Europe for transaction or correspondence processing. These countries may have data protection laws that differ from those in Europe, providing lesser protection. However, we ensure your information is processed in compliance with European data protection law.

Keeping You Informed

We provide information about your accounts and send regular statements. When necessary, we may contact you through various means, including calls, emails, letters, text messages, or our online service. In the event of a data breach that poses a high risk to your rights and freedoms, we will promptly notify you.

To receive our communications effectively, please notify us of any changes to your name, address, phone number, email address, or nominated bank account. Keeping your details up to date helps protect your account(s) and ensures information reaches the intended recipient.

Legal Background and Your Rights

The following summarizes the lawful basis for collecting and using your information and outlines your rights under current data protection legislation.

Lawful Basis:

• Contract: We collect and use your personal information to provide the recruitment and training opportunities you wish to access. Without this information, we cannot offer our services.
• Legal Obligation: We may need your personal information to fulfill our legal obligations, such as identity checks, address verification, and compliance with disclosure and barring services.
• Legitimate Interests: We have a legitimate interest in promoting our services. Hence, we may use your personal details to send marketing information about our services that we believe may interest you. We may also invite you to participate in research or surveys to improve our products and services. You can opt out of marketing and research invitations at any time.
• Consent: We only rely on consent as a lawful basis in limited circumstances, such as when you request us to share your account information with an authorized third party or your financial adviser/nominated representative. You can withdraw your consent at any time.
• Public Task: Information may be shared with government bodies to enable them to fulfill their legal obligations, such as HM Revenue & Customs requiring information on gross interest earned during a tax year.

Your Rights:

You have various data protection rights regarding the information we hold about you. Please contact us to exercise any of these rights. Note that some rights depend on the lawful basis for processing your information.

• Right of Access: You can request a copy of the information we hold about you by making a 'Data Subject Access Request.'
• Right to Data Portability: If we process your information by automated means for contractual purposes or with your consent, you can ask us to provide the information in a structured, machine-readable format (e.g., CSV file).
• Right to Rectification: If the information we hold about you is incorrect, outdated, or incomplete, please let us know, and we will rectify it.
• Right to Restrict Processing: If you believe the information we hold about you is inaccurate, you can request that we do not process it until any errors are corrected or its accuracy is verified.
• Right to Erasure: You can ask us to delete your personal information when it is no longer needed, you withdraw your consent, you object to processing (with no lawful basis), or we have a legal obligation to delete it.
• Right to Object: You can object to the processing of your personal information when we have a legitimate or public interest in doing so.
• Right not to be Subject to Automated Decision-Making: While some of our processes involve automation, we do not make significant or legally binding decisions without human involvement. For instance, electronic identity checks may occur, but if unsuccessful, we will request documentary evidence.
• Right to Lodge a Complaint: If you have concerns about our use of your information, please contact us first, and we will strive to address them. If you remain unsatisfied, you can escalate the complaint to the Information Commissioner's Office (ICO) – contact details can be found at ico.org.uk.

Changes to Information Use

We may update this privacy notice periodically. The latest version can be found at privacy-notice. Significant changes in how we use your information will be communicated in advance.