Complete Background Screening Limited (“CBS”), is registered with the UK Information Commissioner’s Office (Registration Number: Z9046920) in compliance with the Data Protection Act 1998 (“the Act”). CBS is committed to excellence and protection of the privacy of individuals.
CBS collects and processes individuals’ personal information, including sensitive personal information, as part of performing its business. These include, among others, clients, suppliers and individuals on whom we are asked to conduct background checks.
CBS has a dedicated privacy team that monitors compliance with data protection and privacy rules. We enter into data processor agreements with our clients which identifies the importance of strict data protection and accountability standards.
CBS continually updates and trains staff with regards to the importance of protecting personal information. Each representative has been thoroughly screened and has signed a confidentiality agreement. We have signed contractual agreements with third party service providers that may process information during the course of the background screening process. CBS only chooses service providers who prioritise the protection of personal information and who pass the strict organisational and technical security standards that we set.
HOW WILL WE USE THE INFORMATION ABOUT YOU?
CBS has developed consent forms that clearly identify the purpose for which personal information is collected. The purpose of collecting personal information is to complete components of a background check during the hiring process. When conducting a background check, CBS only collects personal information that is necessary to complete the service(s). Clear written disclosure of the reason for that request in writing is provided to each individual on whom we conduct background checks.
CBS does not complete any services without the written consent of the individual concerned. Compliance with our consent forms is continually monitored by our privacy team. Background information subsequently collected is only disclosed to parties as specified on the consent form, and where required by law.
LIMITING USE AND DISCLOSURE
CBS does not use personal information for reasons other than those specified on the consent forms that individuals sign during the background screening process, or where otherwise required by law.
We do not sell or otherwise release personal information to third parties for marketing purposes.
CBS only provides background information about individuals for approved clients who have been deemed corporations in good standing. We do not release personal information to individuals other than those who are clearly designated by our clients.
ACCESS TO YOUR PERSONAL INFORMATION
Upon request, an individual will be informed of the existence, use and disclosure of his or her personal information and shall be given access to that information, except where it is not permitted by law. There may be a small charge for this service.
Please note that should CBS receive a request relating to a background check conducted on behalf of a client, CBS, as a data processor, will notify the client (the data controller) and seek direction on how to handle the request.
Where an individual has given an employment reference, this information will only be released to the subject of that reference where we believe that this information would not cause a significant risk of harm to the referee or to other members of the public. When considering the release of an employment reference, CBS will take into account the wishes of the referee.
INTERNATIONAL DATA TRANSFERS
CBS operates from the UK although our services can be required to request or share data internationally for the purpose of employment referencing. Our international presence may therefore mean that we could transfer your data to other countries including countries outside of the European Economic Area (EEA). These countries may not have laws regulating the use and transfer of personal data; however, in all circumstances, CBS will take steps to ensure that your personal information receives at least the same level of protection as within the EEA. This includes ensuring that it is kept secure, only used and released in accordance with our instructions and for the purposes we have indicated to you at the time of collection of the data, or where required by law.
HOW LONG WILL WE KEEP YOUR INFORMATION?
CBS does not keep personal information for any longer than is necessary. Background screening data will be retained for a maximum of two years. This is to allow for the resolution of any disputes and complaints. During the retention period, we ensure that all background screening data benefits from our advanced security measures. Once the retention period has elapsed, we will ensure that personal information is immediately destroyed in a secure manner; we will not retain an electronic or hard copy of personal information.
HOW DO WE KEEP YOUR INFORMATION SECURE?
We take the security of your personal information very seriously. We have advanced security measures in place to secure and protect your personal information, such as multiple layers of firewalls to ensure your personal information is kept as secure as possible, specialist devices to detect and prevent intrusion attempts, and encryption systems to ensure data is scrambled while being transmitted between systems. We have located our data servers within a securely managed infrastructure in the UK which accredited to ISO 27001. Our secure online delivery system is password protected and ensures that unauthorized individuals are not given access to personal information.
We employ equally rigorous physical security policies to prevent physical access to the data centre. Any personal information in hard copy form is kept securely in lockable, non-portable storage systems that are accessible only to named individuals.
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