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Privacy Policy

We, SOULV.HR, take the protection of your personal data very seriously and strictly adhere to the rules laid out by data protection laws and the General Data Protection Regulation (GDPR-EU and GDPR-UK).

This privacy notice gives you information on how we collect and process your personal data through your use of this site and any data you may provide if you contact us regarding our products and services.

We have appointed a data protection officer (DPO) who is responsible for monitoring and providing guidance with our GDPR status. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the DPO using the contact information in section 15 of this privacy notice.

Why we Collect your Personal Information

We collect your personal data for one of the following purposes:

  • To manage communications between you and us
  • Where we need to perform the contract we have entered into with you
  • To provide you with information you have requested or which we feel may be of interest to you
  • To ensure the safe operation of our website and to monitor the performance of our website
  • For marketing and advertising purposes

Lawful Basis of Processing Information

  • We only collect and use personal information about you when the law allows us to. Most commonly, we use it where:
  • The data subject (you) has given consent to the processing activity taking place
  • If the processing is necessary for the performance of a contract
  • If the processing is necessary for compliance with a legal obligation to which the controller is subject
  • If the processing is necessary for the purpose of the legitimate interest pursued by us or our partners

Where legitimate interest is identified as a lawful basis, we will undertake a legitimate interest assessment which is a three-part test covering:

  • The purpose test to identify the legitimate interest
  • Necessity test to consider if the processing is necessary for the purpose identified
  • Balancing test considering the individual’s interests, rights or freedoms and whether these override the legitimate interests identified.

What Information we Collect and Where from

We collect personal information from you, for example, if you register to our website, request product information, call us or use any of our services. The categories of personal information that we may collect, store and use about you include:

Special Category Data 

  • Name, address, telephone number, email.
  • IP address
  • Date of birth

Third Party Collection of Personal Data 

We may also collect your data through Third Parties such as professional conference attendee lists.

How Long we Keep Information for

We pride ourselves on ensuring that your personal data is only retained for the period that we need it for, or in accordance with laws, regulations and professional obligations that we are subject to. All personal information collected has a defined retention period, which is in-line with our retention policy. If you would like to find out how long your information is being retained, please see “Additional information” section of this policy.

Security of Personal Information

We take the responsibility for protecting your privacy very seriously and we will ensure your data is secured in accordance with our obligations under the Data Protection laws. We have in place technical and organisational measures to ensure personal information is secured and to prevent your personal data from being accessed in an unauthorised way, altered or disclosed. We have in place a robust access control policy which limits access to your personal data to those employees, contractors and other third parties who only have a business need to know. The processing of your personal data will only take place subject to our instruction.

We have policies and procedures to handle any potential data security breaches and data subjects, third parties and any applicable regulators will be notified where we are legally required to do so.

Your Individual Rights

In this Section, we have summarised the rights that you have under General Data Protection Regulation. Some of the rights are complex, and not all the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.

Your principal rights under General Data Protection Regulation and when you can exercise them are as follows:

  • Right to object can be exercised when:
    • Processing relies on legitimate interest
    • Processing is for scientific or historical research
    • Processing includes automated decision making and profiling
    • Processing is for direct marketing purposes
  • Right of access:

    • You or any third party acting on your behalf with your authority may request a copy of the personal data we
      hold about you without charge.

    • We will ask to verify your identity or request evidence from the third party that they are acting on
      your behalf before releasing any personal data we hold about you.

  • Right to be informed:
    We are required, to provide clear and transparent information to you about how we process your personal data.
    This privacy notice addresses this right.
  • Right of rectification:
    If you believe the personal data we hold about you is incorrect or incomplete you have the right to correct this and you may exercise this right along with the right to restrict processing until these corrections are made.
  • Right to erasure:
    If there is no legal basis or legitimate reason for processing your personal data, you may request that we erase it.

  • Right to restrict processing:
    You may ask us to restrict the processing of your personal data. This means we will still hold it but not process it.

    This is a conditional right which may only be exercised when:

    • Processing is unlawful
    • We no longer need the personal data, but it is required for a legal process
    • You have exercised your right to object to processing and require processing to be halted while a decision on the request to object is made.
    • If you are exercising your right to rectification.
  • Right to data portability

    You can request that your personal data is transferred to another controller or processor in a machine-readable format if:

    • Processing is based on consent
    • Processing is by automated means (i.e. not paper based)
    • Processing is necessary for the fulfilment of a contractual obligation
If you have any question about these rights, please see “Additional information” section of this policy.

Consent

Where you have given consent for processing, or explicit consent in relation to the processing of special category data, you have the right to withdraw this consent at any time, but this will not affect the lawfulness of processing based on consent before its withdrawal.

Failure to Provide Personal Information

Where we need to collect personal data by law or in order to process your instructions or perform a contract we have with you and you fail to provide that data when requested, we may not be able to carry out your instructions or perform the contract we have or are trying to enter into with you. In this case, we may have to cancel our engagement or contract you have with us, but we will notify you if this is the case at the time.

Cookies

Our website uses cookies. Please see our Cookie Policy below for full details of the cookies used.

Automated Decision Making

Your personal data is not used in any automated decision making (a decision made solely by automated means without any human involvement) or profiling (automated processing of personal data to evaluate certain conditions about an individual).

Transfers to Third Parties

SOULV.HR may disclose your personal data, listed in section 4 to some third parties to help us deliver our services/products. All third parties are contractually bound to protect the personal data we provide to them. We may use several or all of the following categories of recipients:

  • Business partners, suppliers, contractors for the performance of any contract we enter into with them or you
  • Companies within our group where necessary for administrative purposes and to provide services to you
  • Third parties that support us to provide products and services e.g. IT support, cloud-based software services, providers of telecommunications equipment)
  • Marketing services providers
  • Payment service providers
  • Recruitment service providers
  • Professional advisors e.g. lawyers, auditors
  • Web analytics and search engine provider to ensure the continued improvement and optimisation of our website

Transfers Outside of the EEA

In this section, we provide information about the circumstances in which your personal data may be transferred and stored in countries outside the European Economic Area (EEA).

We may share personal information to third parties outside of the European Economic Area (EEA). Any personal information transferred will only be processed on our instruction and we ensure that information security at the highest standard would be used to protect any personal information as required by the Data Protection laws.

Where personal data is transferred outside of the EEA to a country without an adequacy decision, we will ensure appropriate safeguards are in place prior to the transfer. These could include:

  • Standard Contractual Clauses

For more information about transfers and safeguarding measures, please contact us using the information in the “Additional information” section of this policy.

Additional Information

Your trust is important to us. That is why we are always available to talk with you at any time and answer any questions concerning how your data is processed. If you have any questions that could not be answered by this privacy policy or if you wish to receive more in-depth information about any topic within it, please contact our DPO and Compliance Team via email on cheraine@Soulv.co.uk.

Policy Review and Amendments

We keep this Policy under regular review. 

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

Cookie Policy

The purpose of this section of the policy is to explain to users of this website (www.soulv.co.uk) how cookies are used on the site, the options for controlling the use of cookies and what cookies are used.

Scope

This policy applies to the cookies used on this website (www.soulv.co.uk) and marketing emails.

Definitions

The following terms are used throughout this policy and are defined as follows:

Cookies: small files that are placed on your computer by the websites that you visit. They are used in order to make websites work, to provide features, or to work more efficiently, as well as to provide information to the owner of the site such as pages visited, number of visitors etc. Some cookies also enable the display of relevant advertising when you move from site to site.

We/us/our: refers to Soulv.hr Ltd, the owner of this website registered at Tidal Basin Road, E16 1UP with company registration number 13344628.

Personal data: any information which can directly or indirectly identify a living person.

First Party Cookie: a cookie that is controlled by us

Third Party Cookie: a cookie provided by a third party e.g. Google Analytics for which we have no control over

Session: if a cookie does not contain an expiration date, it is considered a session cookie. Session cookies are stored in memory and never written to disk. When the browser closes, the cookie is permanently lost from this point on.

Persistent: these cookies stay in one of your browser’s subfolders until you delete them manually or your browser deletes them based on the duration period contained within the persistent cookie’s file

Cookie Types

We use the following types of cookie on our website:

  • Essential Cookies
    These cookies are necessary for the website to function and cannot be switched. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences, logging in or filling in forms. You can set your browser to block or alert you about these cookies, but some parts of the site will not then work. These cookies do not store any personally identifiable information

  • Performance Cookies
    These cookies allow us to count visits and traffic sources, so we can measure and improve the performance of our site. They help us know which pages are the most and least popular and see how visitors move around the site. All information these cookies collect is aggregated and therefore anonymous. They are also used to alert us if you encounter any problems such as unexpected errors so that we can fix them as quickly as possible.

    You can control whether you want to accept the use of these cookies via the cookie consent options on the website.

  • Functional Cookies
    These cookies enable the website to provide enhanced functionality and personalisation. They may be set by us or by third party providers whose services we have added to our pages. If you do not allow these cookies then some or all of these services may not function properly.

    You can control whether you want to accept the use of these cookies via the cookie consent options on the website

Further Information

If you would like any further information about the use of cookies on this website, please contact us at cheraine@soulv.co.uk. Please also see our privacy policy.

Changes To This Policy

We may make changes to this policy from time to time and the latest version of the policy will always be displayed on our website. You should check this policy from time to time to see any updates. 

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