1. Who We Are

Servis Personnel Ltd (“Servis Personnel”, “we”, “us”) is a provider of personal care, supported living and recruitment services registered in England and Wales under company number 10113585, with its registered office at Sherwood House, 7 Gregory Boulevard, Nottingham, NG7 6LB. We are the data controller for personal data collected through our website, www.servispersonnel.com, and we are registered with the Information Commissioner’s Office (ICO) under registration number ZB384164.

This policy explains what personal data we collect when you visit or use our website, why we collect it, how long we keep it, who we share it with, and the rights available to you under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to personal data collected through the website only. Separate privacy information is provided to the people we serve and to our staff and candidates.

2. The Personal Data We Collect

We collect personal data through the website in the following ways:

• Enquiry and contact forms – your name, email address, telephone number and the content of your message
• Referral enquiries – where you contact us about care or support for yourself or another person, the information you choose to provide, which may include health and care information (special category data)
• Recruitment enquiries – where you contact us about working for Servis Personnel, the information you provide about yourself
• Technical data – your IP address, browser type and version, device information and pages visited, collected through cookies and similar technologies where you have consented

You are not required to provide personal data to browse our website. If you choose not to provide personal data through our forms, we may be unable to respond to your enquiry.

3. How and Why We Use Your Data

We use personal data collected through the website to:

• Respond to your enquiries and provide information about our services – relying on our legitimate interests (Article 6(1)(f)) and, where your enquiry relates to entering into an agreement with us, steps taken at your request prior to entering into a contract (Article 6(1)(b))
• Assess and progress referrals for care and support – relying on Article 6(1)(b) or 6(1)(f) and, for health and care information, Article 9(2)(h) (provision of health or social care), supported by Schedule 1 of the Data Protection Act 2018
• Respond to recruitment enquiries – relying on Article 6(1)(b); if you proceed to an application, our Staff and Candidate Privacy Notice applies
• Operate, secure and improve our website – relying on our legitimate interests and, for non-essential cookies, your consent (Article 6(1)(a))

We do not use personal data collected through the website for automated decision-making or profiling, and we do not sell personal data to any third party.

4. Cookies

Cookies are small files stored on your device that hold a modest amount of data. Our website uses a cookie banner to ask for your consent before any non-essential cookies are set. Strictly necessary cookies, which are essential to provide the service you have requested, do not require consent and are always active.

Non-essential cookies, including any analytics or marketing cookies, are set only if you give a clear, positive consent through the banner. We do not use pre-ticked boxes or default “on” settings, and non-essential cookies are not set before consent is given. You can change or withdraw your cookie choices at any time using the revisit consent button available on every page of the website. Details of the individual cookies used, their purpose and their lifetime are set out in the cookie banner.

Further information about cookies is available from the ICO at https://ico.org.uk/for-organisations/direct-marketing-and-privacy-and-electronic-communications/guide-to-pecr/cookies-and-similar-technologies/.

5. Who We Share Your Data With

We share personal data collected through the website only where necessary:

• With our website hosting and development provider, who processes data on our behalf under a written contract containing UK GDPR-compliant data processing terms
• With local authorities, the NHS and commissioners, where you have made a referral enquiry and this is necessary to arrange care or support
• With third-party service providers (virtual/remote or premises-based) who support our administrative functions under written contracts containing UK GDPR-compliant data processing terms
• Where we are required to do so by law, or to establish, exercise or defend legal claims

6. International Transfers

Personal data collected through the website is stored and processed in the United Kingdom wherever possible. Where a service provider processes personal data outside the United Kingdom, we ensure appropriate safeguards are in place, such as a UK adequacy decision or the International Data Transfer Agreement (IDTA), so that your data receives an equivalent standard of protection.

7. How Long We Keep Your Data

We keep personal data collected through the website only for as long as it is needed. The following retention periods apply:

Data collected via the website	Retention period
General enquiries (contact forms, email and telephone enquiries generated from the website)	12 months from the conclusion of the enquiry, then securely deleted
Referral enquiries that proceed to an assessment or a package of care	Transferred to the care record of the person we serve and retained in line with our records management and retention arrangements for care records
Referral enquiries that do not proceed	12 months from the conclusion of the enquiry, then securely deleted
Recruitment enquiries and applications	Retained in line with the retention schedule in the Staff and Candidate Privacy Notice (SP-DP01)
Cookie data	For the lifetime of each cookie, as set out in the cookie banner; consent choices can be changed at any time using the revisit consent button on the website

 

Where information is subject to an actual or anticipated complaint, legal claim or regulatory matter, it will be retained until that matter is concluded.

8. How We Protect Your Data

We have appropriate technical and organisational measures in place to prevent personal data from being accidentally lost, used, altered, disclosed or accessed in an unauthorised way. Access to enquiry information is limited to those who need it to respond to you, and anyone processing data on our behalf does so under our written instructions and a duty of confidentiality.

9. Your Rights

Under the UK GDPR you have the right to:

• Be informed about how your personal data is used – which this policy provides
• Request access to the personal data we hold about you
• Request correction of inaccurate or incomplete personal data
• Request erasure of your personal data in certain circumstances
• Object to processing, or request that processing is restricted, in certain circumstances
• Request the transfer of your personal data to another party, where applicable
• Withdraw consent at any time, where consent is the basis on which we are processing your data, including cookie consent

There is normally no fee for exercising these rights, and we will respond within one calendar month. We may need to verify your identity before acting on a request.

10. Contact and Complaints

If you have any questions about this policy, or wish to exercise any of your rights, please contact us: by email at GDPR@servispersonnel.com; by telephone on 0115 671 3555; or in writing to Servis Personnel Ltd, Sherwood House, 7 Gregory Boulevard, Nottingham, NG7 6LB.

If you have a concern about how your personal data has been handled, please contact us in the first instance so that we can put things right. You also have the right to complain at any time to the Information Commissioner’s Office, the UK supervisory authority for data protection: www.ico.org.uk, or by telephone on 0303 123 1113.

11. Changes to This Policy

We keep this policy under review and will update it when our processing activities or the law change. The current version will always be published on our website, together with the date on which it was last updated.