Introduction
We are Something More Near Ltd (“SMN”), registered in England & Wales 09969386, and our registered address is 30 Upper High Street, Thame, Oxfordshire, OX9 3EZ
We are committed to safeguarding the privacy of everyone we come into contact with in relation to our business activities, and this policy sets out how we will treat your personal information in the course of our business activities.
This Privacy Notice was last updated on 27th November 2023.
(1) The type of personal information we collect
We currently collect and process the following information:
Work Partnerships (including clients, collaborators and participants):
- Full Name
- Job Title
- Company
- Email
- Business address
- Business phone number
- Any other information that you choose to send to us (e.g. photographs, accessibility needs)
HR / Recruitment:
- Full name
- Email address
- Employment history
- Telephone
- Any other details in your CV or application that you choose to disclose (this may include sensitive personal information e.g. ethnic origin)
- Any other information that you choose to send to us
(2) How and why do we collect it
Most of the personal information we process is provided to us directly through one of the following channels:
- Email
- Telephone
- Post
- Website contact form
- Online survey forms
- Online employment application portals
This is usually for one of the following reasons:
- Work Partnerships: To have direct contact with you in relation to work we are undertaking together, or to discuss prospective work.
- HR / Recruitment: To have direct contact with you around current or potential job opportunities.
- Other: For any other reason why someone chooses to reach out to Something More Near Ltd outside the reasons listed above.
We also receive personal information indirectly, from the following sources in the following scenarios:
- Your company or employer’s website
- Other publicly accessible online platforms (such as LinkedIn)
This is for one of the following reasons:
- Work Partnerships: For the purpose of direct contact with the intent to undertake a potential project or opportunity together.
- HR / Recruitment: To have direct contact with you around current or potential job opportunities.
(3) How do we use it?
We use the information that you have given us in order to:
- Provide details on our services.
- Request your services or participation.
- Process and consider your job application.
- Provide details on future job vacancies.
(4) Legal Basis
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
- Consent. We only use your personal information for a purpose specified and consented to at the time of providing us with that information. You are able to remove your consent at any time. You can do this by contacting hello@somethingmorenear.com.
- Contract. We only use this information as is necessary for entering into an agreement, or for the steps before entering into an agreement.
- Legitimate interests. We only use this information to discuss legitimate work opportunities with both existing and prospective clients, partners and employees.
(5) How do we protect your personal information
We take appropriate measures to ensure that your personal information disclosed to us is kept secure, accurate and up to date and kept only for so long as is necessary for the purposes for which it is used. Your information is securely stored on our password-protected database.
We do not pass your information on to third parties.
(6) Data Retention
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Our standard data retention period is three years from the last date on which we are in actual contact with you i.e. where we actually speak with you or exchange correspondence. After this time, we will usually delete your personal data from our records.
Where we are required to keep any information (i) for auditing or compliance purposes (ii) to comply with our contractual obligations to third parties or (iii) in respect of any potential or actual legal proceedings, we shall keep your data for as long as is strictly necessary for these purposes, which is typically for seven years in respect of audit data which we may be required to produce for HMRC and/or to prove compliance with our contractual and legal obligations.
(7) Your data protection rights
You have several individual rights in relation to your personal data that we collect, which we are committed to respecting. In particular:
- Your right of access:You have the right to ask us for copies of your personal information.
- Your right to rectification:You have the right to request any inaccuracies in your personal information be corrected.
- Your right to erasure: You have the right to ask us to erase your personal information in certain circumstances.
Additionally, where we process your personal data based on your consent, you have the right to withdraw consent at any time.
You can find out more about your rights at the Information Commissioner’s Office’s (ICO) website.
Please contact us at hello@somethingmorenear.com if you wish to make a request.
(8) Policy amendments
We may update this privacy policy from time-to-time by posting a new version on our website. You should check this page occasionally to ensure you are happy with any changes.
(9) Contacting us about this notice
If you have any questions about this privacy notice, you can contact Something More Near Ltd by email: hello@somethingmorenear.com.
If you are unhappy with how we have used your data, you can also contact the Information Commissioner's Office in the United Kingdom.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk