Privacy Policy
Our Approach to Privacy
At Certus Services Ltd, we’re committed to safeguarding the privacy and personal data of individuals we interact with. We handle all personal information in accordance with this policy, unless otherwise notified.
This privacy policy outlines how we collect, store, and use personal information from individuals who engage with us as:
Clients who receive our services or have an ongoing business relationship with us.
Associates who have shared their details with us and may work through us in a consultancy capacity.
In this document, we’ll refer to all such individuals as “you” or “your”.
This policy may be updated periodically. The current version will always be available on our website or LinkedIn page. Where significant changes are made, we’ll publish a notice in advance on those platforms.
Who We Are
Certus Services Ltd is a UK-based IT Management Consultancy operating under the Certus Services name.
Registered Address:
C/O DIGI Accountancy
Sun House, 2-4 Little Peter Street
Manchester, M15 4PS
The Types of Information We Collect
We collect and store personal data in both physical and digital formats. This includes:
Contact details such as your name, email address, and phone number.
Details about your role and organisation.
CVs and other documents shared by associates.
Information submitted through the Certus Services Associates Form, where specific consent has been given.
If you’re engaged for a contract or consultancy role, we are legally required to collect:
Identification documents and right-to-work verification.
Information regarding any unspent criminal convictions or proceedings.
Details relating to your company (if applicable), including registration and VAT status, bank details, insurance documentation, National Insurance number, and Unique Taxpayer Reference.
For clients, we maintain records of your business requirements and any correspondence, to better support your needs.
We do not ordinarily collect special category data (e.g. health, religious beliefs, ethnicity). Where such data is voluntarily provided for a specific need (e.g. accessibility requirements), it will be processed only with your explicit consent.
Where We Source Your Data
We may collect your personal information from the following (non-exhaustive) sources:
Directly from you (via our forms, email, or CV submissions)
Professional recommendations or referrals
Online job platforms
Marketing and industry databases
Publicly available sources
Social networks (e.g. LinkedIn)
Website interactions via cookies
Cookies help us understand your use of our site to improve your experience and gather analytics data. You can manage cookie settings via your browser.
Where requested, we’ll provide information about how we obtained your data at the time of first contact.
How We Use Your Information
For Clients:
We use your information to stay in touch, provide updates, and share relevant service or resourcing information in line with our legitimate business interests.
For Associates:
Your initial data helps us determine suitable opportunities based on skills, availability, and location. Once offered a role, the additional data collected ensures contractual, financial, and legal requirements are met with both you and our client.
We do not engage in any automated decision-making or profiling using your data.
Sharing Your Information
We do not share client data unless you’ve agreed to it – for example, by providing a testimonial and approving its publication (with your chosen level of anonymity).
For associates, personal data is shared with clients only after you’ve granted us explicit permission. However, anonymised CVs may be shared as representative profiles to demonstrate our capability. Aggregated and anonymised information may also be used in the same way.
If you progress to an assignment, and with your written consent, your details may be passed to a third-party screening agency acting on our behalf to conduct background checks, including credit and criminal record checks. Outcomes of these checks may be shared with the client.
We will never sell, trade, or pass your personal data to any unrelated third party.
How We Keep Your Data Safe
We treat the security of your personal data as a priority. Measures are in place to prevent unauthorised access, misuse, or loss, both internally and externally.
We rely on established software vendors who commit to GDPR compliance and data protection best practices. Access is tightly controlled and limited to those who need it to fulfil their duties. This may include contractors or agents working on our behalf, who are equally bound to adhere to our privacy policy and data handling procedures.
How Long We Retain Your Data
Your personal data is kept only as long as necessary. Retention periods are as follows:
Client data – 7 years after the business relationship ends.
Associates who have completed assignments – 7 years post-engagement, to satisfy reporting obligations.
Associates not engaged – 12 months from the last contact, e.g. after a non-response to a data update request.
After these periods, data will be securely deleted. If you request deletion earlier, and we’re not legally required to retain your information, we will comply and confirm which records have been erased or retained.
Keeping Your Data Accurate
Client information is checked as part of regular account reviews.
For associates, we periodically reach out to confirm the accuracy of your details — particularly availability status and preferences. We also verify data when discussing potential engagements.
You can help us by letting us know about any changes to your circumstances.
Your Rights and Choices
You have a number of rights under UK data protection law:
Right to be informed about how we use your data (this policy provides that).
Right of access to request a copy of your personal data.
Right to rectification if your data is incorrect or incomplete.
Right to erasure when data is no longer required.
Right to withdraw consent at any time, either fully or for specific types of processing such as marketing.
Right to restrict processing if there’s a dispute about accuracy or use.
Right to object to data processing based on legitimate interest or direct marketing.
If You Withdraw Consent
If you withdraw consent — either by contacting us directly or using an unsubscribe link — we will retain only the minimal information needed (e.g. name, email, company) to ensure you are not contacted again in future.
How to Contact Us
For any questions, data access requests, or privacy concerns, you can contact:
Email: dataprivacy@certus-services.com
Post: Certus Services Ltd, C/O DIGI Accountancy,
Sun House, 2-4 Little Peter Street,
Manchester, M15 4PS