Your data.
Handled clearly.

1. Who we are

Tann Westlake Limited is the controller of personal information described in this policy. We are registered in England and Wales under company number 04383319.

Our registered office is Smalls Hill Farm, Smalls Hill Road, Leigh, Surrey, RH2 8QB. Our principal place of business is 2 Sussex Business Village, Lake Lane, Walberton, West Sussex, PO22 0AL.

2. Information we collect

We may collect information that you choose to give us when you contact us, ask for a quotation, work with us, apply for a role or communicate with our team. This may include:

• your name, job title, organisation and contact details;
• the contents of enquiries, briefs and correspondence;
• information needed to provide services or prepare a proposal;
• recruitment information, such as a CV and employment history; and
• technical information made available by your browser or our hosting provider, such as an IP address, device type, requested pages and security logs.

The enquiry forms on this version of the website open your own email application. The website does not currently store the information entered into those forms.

3. How and why we use it

Enquiries and proposals

We use enquiry and correspondence information to respond, understand what you need and take steps towards a possible contract. Our lawful bases are legitimate interests and, where appropriate, steps taken at your request before entering a contract.

Client services

We use client and project information to deliver agreed services, manage our relationship, invoice, keep appropriate records and meet legal obligations. Our lawful bases are contract, legal obligation and legitimate interests.

Recruitment

We use application information to assess candidates, arrange interviews and make recruitment decisions. Our lawful bases are legitimate interests, steps before a possible employment contract and legal obligation.

Website operation and security

We may process limited technical data to deliver the website, prevent abuse, diagnose faults and protect our systems. Our lawful basis is legitimate interests. If we introduce non-essential analytics or advertising technologies, we will request consent before using them.

Marketing

We may contact business contacts about relevant services where permitted by law and where our legitimate interests are not overridden by their rights. Consent will be used where required. You can ask us to stop direct marketing at any time.

4. Who we share it with

We only share personal information where it is reasonably necessary. Recipients may include:

• trusted hosting, email, IT, analytics and business software providers acting for us;
• professional advisers, insurers and auditors;
• subcontractors involved in delivering an agreed service; and
• regulators, courts, law enforcement or other parties where disclosure is required by law or needed to protect legal rights.

Some suppliers may process information outside the United Kingdom. Where that happens, we use an appropriate legal safeguard, such as UK adequacy regulations or approved contractual protections.

We do not sell personal information.

5. How long we keep information

We keep personal information only for as long as it is needed for the purpose for which it was collected, including legal, accounting and reporting requirements.

General website enquiries are normally retained for between 30 days and two years, depending on whether they develop into a working relationship. Client and financial records may need to be kept for longer to meet contractual, tax and legal obligations. Unsuccessful recruitment records are normally deleted when they are no longer reasonably required.

6. Security

We use proportionate technical and organisational measures designed to protect personal information against loss, misuse, unauthorised access, alteration and disclosure. No online service can guarantee absolute security, but we review access and suppliers and limit information to what is reasonably needed.

7. Your rights

Depending on the circumstances, UK data protection law gives you rights to:

• ask for a copy of your personal information;
• correct inaccurate or incomplete information;
• ask for information to be deleted or its use restricted;
• object to processing based on legitimate interests or direct marketing;
• receive certain information in a portable format; and
• withdraw consent where consent is the lawful basis.

You also have the right to complain to the Information Commissioner’s Office. We would appreciate the opportunity to address your concern first. Visit ico.org.uk/make-a-complaint for further information.

8. Contact and changes

To exercise a right or ask a privacy question, email hello@tannwestlake.com or write to Tann Westlake Limited, 2 Sussex Business Village, Lake Lane, Walberton, West Sussex, PO22 0AL.

We may update this policy when our services, suppliers or legal obligations change. The date at the top of this page shows when it was last revised.