Privacy Policy

About Us

We are what is known as the ‘controller’ of the personal information which we gather and use. When we say ‘we’ or ‘us’ in this Privacy Notice, we mean Ginkgo Projects. 

Direct Marketing

Including periodic e-newsletters, updates about events, information about opportunities. 
 
WHAT INFORMATION WE ASK FOR 
Name, address, e-mail address, phone number (including mobile phone and contact preferences). 
 
HOW AND WHY WE USE YOUR INFORMATION 
We collect this personal information when we have your consent to send such marketing. 
 
Where you have given us consent to send you marketing emails, we will use your personal information to sign you up to receive direct marketing emails from us. We will use your title and country of residence to ensure that the marketing emails you receive are relevant to your personal circumstances (for example, we often send marketing emails which are relevant only to people based in the UK). 

APPLICANT FOR A JOB OR OPPORTUNITY

WHEN INFORMATION IS COLLECTED 

If you apply to work with Ginkgo Projects, we will collect personal information from your application form. We may also then collect information indirectly when we contact your referees or view social media as part of this process. 

We may disclose personal information to a third party, for example where we want to take up a reference or obtain a check from the Disclosure and Barring Service, and where appropriate we will let you know first. 

WHAT INFORMATION WE ASK FOR 

Name, address and further contact details, and emergency contact details if you are successful with your application. 

HOW AND WHY WE USE YOUR INFORMATION 

We collect this personal information because it is in our legitimate interests to allow us to process your application. 

The reasons we collect this information include, but are not limited to: 

• in order to process your application and to monitor recruitment statistics; 

• for the purposes of administering our contract with you; and 

• to contact you regarding the progress of your application. 

We also collect this information to take steps to enter into a contract with you. We will use your personal information for the following: 

• where you have agreed to receive marketing emails from us, we need to use your name and email address.  

Our Legal Basis For Using Your Personal Information

• We only use your personal information where that is permitted by the laws that protect your privacy rights. We only use personal information where: 

• we have your consent (if consent is needed), for example your consent to send you marketing emails;we need to use the information to perform a contract with you (for example, where you have ordered services from us); and/or 

• it is fair to use the personal information either in our interests or someone else’s interests, where there is no disadvantage to you – this can include where it is in our interests to contact you about products or services, market to you, or collaborate with others to improve our services. 

• Where we have your consent, you have the right to withdraw it. 

• If you fail to provide us with the necessary personal information, we may be unable to provide some or all of our services to you. 

We will not collect or use any personal information of this kind. 

WHO DO WE SHARE YOUR INFORMATION WITH? 

• We will share personal information with relevant third parties where: 

• you have given us your express consent to do so (see paragraph 9.2 below for more information); 

• we need to do so for the purposes of making any services which you have ordered available to you; where it is fair and reasonable for us to do so in the circumstances. 

We will only share your personal information with third parties to the extent needed for those purposes. 

• We will share your personal information with our partners for marketing purposes where you have given us permission to do so. We will never share your information with a third party for marketing purposes without your express consent. 

• Who we share your personal information with depends on the services which you have purchased or ordered on our website. 

• We will also share your personal information with our sub-contractors where it is necessary to do so: 

• IT Suppliers: Information may be stored and processed on systems provided and supported by our third party IT suppliers (our provider of cloud hosting services, the provider of our complaint management system and/or the provider of our health and safety management systems). 

• Payment processors: For the purposes of processing any payment which you make to us. 

• Marketing: we use third party software applications (Squarespace) to issue marketing communications. Some marketing activities may be outsourced to third party organisations who assist us with our campaigns or communications. Where you consent to receive marketing your information may be shared with them for this purpose. 

We may need to transfer your information outside the UK to service providers, agents, subcontractors and regulatory authorities in countries where data protection laws may not provide the same level of protection as those in the European Economic Area (EEA), such as the USA. 

We may need to transfer your personal information to territories that are outside the EEA. We will only transfer your personal information outside the EEA where either: 

• the transfer is to a country which the EU Commission has decided ensures an adequate level of protection for your personal information, or 

• we have put in place our own measures to ensure adequate security as required by data protection law. These measures include ensuring that your personal information is kept safe by carrying out strict security checks on our overseas partners and suppliers, backed by strong contractual undertakings approved by the relevant regulators such as the EU style model clauses. Some US providers may also be certified under the EU-US Privacy Shield which confirms they have appropriate measures in place to ensure the protection of your data. 

• How long we keep your personal information for. 

Retention of your Personal Information

• We will process your personal information for as long as is necessary for the purposes set out in this privacy policy. Thereafter, we will keep your personal information for as long as is necessary to respond to any questions, complaints or claims made by you or on your behalf, to show that we have treated you fairly or to keep records required by law.  The data retention period will vary according to the nature of the purpose under which the information is held.  

• We will not retain your personal information for longer than necessary for the purposes set out in this policy and when we dispose of it we will destroy paper and electronic copies in a secure way. 

• Keeping you up to date  

• Where you have given us consent to receive marketing, we may use the contact details which you have provided to us to communicate relevant news and information about our services to you by email, social media, and notifications on our website. 

• You can withdraw consent at any time by clicking the “unsubscribe” link in any marketing email which you receive. 

• Your Online Activities 

 Our website uses cookies to distinguish you from other users of our site. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. You can read more about how we use cookies on our website in our Cookie Policy. Please click here for further information about the cookies which we use and how details on how to disable them. 

YOUR RIGHTS AND ACCESS TO YOUR INFORMATION 

We want you to remain in control of your personal data and understand your legal rights, which are to: 

• require us to correct any mistakes in your information which we hold; 

• require the erasure of personal information concerning you in certain situations; 

• receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations; 

• object at any time to processing of personal information concerning you for direct marketing; 

• object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you; 

• object in certain other situations to our continued processing of your personal information; and 

• otherwise restrict our processing of your personal information in certain circumstances. 

Please let us know of any changes to the personal information you give to us. 

If you would like further information on your rights or wish to exercise them, please contact us.

You can unsubscribe from communications at any time by clicking on the link at the bottom of any e-mail newsletter.

QUESTIONS AND COMPLAINTS 

Questions, comments and requests regarding this privacy notice are welcomed and should be addressed to tom@ginkgoprojects.co.uk.

If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Office (ICO) which regulates and enforces data protection law in the UK. Details of how to do this can be found at http://www.ico.org.uk. 

CHANGES TO OUR PRIVACY NOTICE 

Any changes we make to our privacy notice in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy notice. 

DO YOU NEED EXTRA HELP? 

If you would like this notice in another format (for example audio or large print) please contact us (see ‘How to contact us’ above).

This Policy was last updated on 15 May 2023.