This Privacy Notice was last updated, May 24th 2018. Please check back for changes as we update this Privacy Notice from time to time. This Privacy Notice sets out how we use and protect any information we collect through our website and other means. Your use of the Website means that you agree to our Privacy Notice.
If you have any questions about MSL's collection of your data please contact the Publicis Chief Data Privacy Officer on firstname.lastname@example.org.
This privacy notice tells you what to expect when MSL collects personal information. It applies to information we collect about:
- Visitors to our website
- Former clients
Information we collect:
- MSL collects personally identifiable information from adults who provide consent or voluntarily share that information with us. This information may include name, job title, company, business email address, business telephone number and business address.
Why we collect information:
- The main purposes of collecting Personal Data is to use contact information to fulfil your requests and to correspond with you, but only if you decide to share contact information with us. For example we will use your e-mail address to add you to our e-mail newsletter.
- Additionally, we use contact information for contacting individuals who voluntarily register on our mailing list, receive regular news about events, company news, industry news, insight and thought leadership relevant to their role and industry.
How we secure your personal information:
To protect the information against unauthorized access and use, we take reasonable security measures, such as limiting access to specified personnel, and by storing data on servers designed to be secure. We use a variety of methods, such as firewalls, intrusion detection software and manual security procedures, to secure your data against loss or damage and to help protect the accuracy and security of personal data and to prevent unauthorized access or improper use. If you think that the website or any personal data is not secure or that there has been unauthorized access to the website or your personal data, please contact us immediately.
Collection and Use of Contact Information.
There are a few instances where we may collect your name and contact details (such as e-mail address, telephone number and postal address). But, we never collect this information without lawful grounds for doing so and never use it in online advertising placement. Examples where we might hold your name and contact details include:
- Responding to requests: we keep a record of information, including email address and other contact information, solely for responding to a user’s request. For example:
- If you click on the “contact us” link on www.mslgroup.co.uk and submit a question or comment via the email@example.com address, we will collect your name, company, job title, business e-mail address and business phone number in order to send you a reply.
- If you provide an MSL employee with your business card in person with a view to continuing the conversation we will store your data on our database in order that we can respond to your request. If you voluntarily ask to be added to our newsletter list, we will collect your e-mail address to send you our email newsletter.
- Clients: If you are a client, your data will be processed on our database and you will automatically be enrolled to receive information relevant to you and your organisation (though you will be given the opportunity to opt-out). We use this personal data for the purposes of maintaining existing business relationships and keeping you up to date on our service offerings. If at any point you would like to opt out of receiving these tailored communications please unsubscribe here. You can also opt out by using the unsubscribe button in every marketing email we send you.
- Upstream: MSL subscribe to Upstream, an opt in data collection service. If you provide your personal data to Upstream we may access it to send you tailored communications relevant to your job role and organisation. Should you ever wish to unsubscribe and opt out of these communications, you can do so here.
- Information in the public domain: We may also reach out to you on social media platforms using their integrated messaging services, but always respecting the particular rules of the platform.
How to manage information we have about you and your MSL subscriptions.
If at any time you decide you’d like us to remove you from our marketing e-mails or newsletters, or to unsubscribe from our database, or if you’d like to change or correct any contact information, you can contact us at firstname.lastname@example.org . You must include your name, e-mail address, and clear instructions regarding changes you are requesting. You may also unsubscribe from e-mail newsletters by clicking on the “unsubscribe” link found at the bottom of the e-mail or by following this link.
Where we process your personal data on the basis of your consent, you can withdraw or revoke your consent at any time. Where we process your data based on our legitimate business interests (for example to respond to a query, or update you on new services and business news where you have expressed an interest) you can ask us to restrict our processing activity or object to it.
Does MSL share any information with other vendors or partners? We have engaged processors that help with data storage and contacts. These are Salesforce, Dotmailer and Eventbrite. Any processing of the Personal Data by these parties is in accordance with our instructions. You can find out more about how they protect your Personal Data at https://www.salesforce.com/gdpr/overview/ (for Salesforce) and https://www.dotmailer.com/about-us/trust-center/gdpr-resources/ (for Dotmailer) and https://www.eventbrite.co.uk/support/articles/en_US/Troubleshooting/eventbrite-privacy-policy?lg=en_GB (for Eventbrite) . We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter.
If the services of third parties (generally within MSL’s corporate group) are needed for technical maintenance or administration, personal data may be accessed by these parties only to the extent that is required to ensure a smooth and secure technical handling of relevant systems and in compliance with applicable law, including with respect to data confidentiality, privacy and security.
Additionally, we must disclose information when we believe we’re legally obligated to, or in order to investigate, prevent, or take action regarding prohibited activities, such as incidents of hacking, misuse, or other prohibited activities.
Viewing, Editing, Updating or Deletion of your Personal Data?
Please contact Claire Hutchings on email@example.com if you want to see any Personal Data stored about you in our records. We will honour your legal right to view your Personal Data in accordance with applicable privacy law. If you think that any of your personal data collected is incorrect, confusing or incomplete, please contact Claire Hutchings on firstname.lastname@example.org. You may also ask us to erase, restrict or port your personal data and you may tell us if you object to our use of your personal data.
Personal Data will be stored by us in accordance with our applicable data retention requirements and corporate policies and kept no longer than necessary for the purposes for which it was collected.
We ensure all data transfers comply with applicable legal requirements (for example under intercompany agreements with appropriate contractual protections). Should you wish to know more about how data is protected please contact email@example.com.
All personal data held within Dotmailer and Salesforce systems is only transferred on appropriate servers within the EEA. You can find out more about the Salesforce eu13 server here: https://help.salesforce.com/articleView?id=000257307&language=en_US&type=1 and Dotmailer here: https://www.dotmailer.com/about-us/trust-center/
Maintaining the privacy of our users’ information is very important to us which means we take care and pay special attention to our security measures to protect this information from data breaches. We follow industry standards to protect against the unauthorized access to, retention of, and disclosure of information. This includes physical, electronic, and management activities to protect information integrity, access, and use. But please do keep in mind that no transmission over the internet is 100% secure, so we cannot guarantee absolute security. Because of this, we ask that our users are aware of who they share their information with, and what information they share.
Visitors to our websites
When someone visits www.mslgroup.co.uk, we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
We use a third party provider, Dotmailer, to deliver our regular news, insights, thought leadership and event invitations. For more information, please see Dotmailer’s privacy notice.
PUBLICIS COMMUNICATIONS CANDIDATE PRIVACY NOTICE
- What is the purpose of this document?
Publicis Communications (which includes Leo Burnett, Fallon Saatchi & Saatchi, Publicis London, Poke, Arc, August, Salter Baxter, Turner Duckworth, Prodigous, MSL) is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you. You are being sent a copy of this privacy notice because you have or are applying for work with us (whether as an employee, worker or contractor). It makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation ((EU) 2016/679) (GDPR).
- Data protection principles
We will comply with the applicable data protection law and principles, such as the GDPR, which means that your data will be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
- Relevant to the purposes we have told you about and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary for the purposes we have told you about.
- Kept securely.
- The kind of information we hold about you
In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:
- The information you have provided to us in your curriculum vitae and covering letter.
- The information you have provided on our application form, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, qualifications.
- Any information you provide to us during an interview.
We may also collect, store and use the following "special categories" of more sensitive personal information:
- Information about your health, including any medical condition, health and sickness records.
- Information about criminal convictions and offences.
- How is your personal information collected?
We collect personal information about candidates from the following sources:
- You, the candidate.
- Recruitment agencies that you, the candidate, have provided your data to, which have introduced you to us.
- Publicly accessible sources such as Linkedin
- Publicis employee referral schemes
- Your named referees from whom we collect the following categories of data: job title, dates of employment.
- Third party background check provider, if applicable.
- How we will use information about you
We will use the personal information we collect about you to:
- Assess your skills, qualifications, and suitability for the role (or work).
- Carry out background and reference checks, where applicable.
- Communicate with you about the recruitment process.
- Communicate with hiring / interviewing managers during the process
- Keep records related to our hiring processes.
- Comply with legal or regulatory requirements.
- Contact you about future roles, if appropriate.
It is in our legitimate interests to decide whether to appoint you to the role (or work) since it would be beneficial to our business to appoint someone to that role (or to carry out that work) or other appropriate roles (or work) that you would be suitable to be considered for during the 12 months after communicating with you about the specific role (or work) that you’ve applied for.
We also need to process your personal information to decide whether to enter into a contract (or the provision of services or employment) with you.
Having received your CV and covering letter or your application form we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role (or work). If we decide to offer you the role (or work), we will look to obtain references.
- If you fail to provide personal information
If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully.
- How we use particularly sensitive personal information
“Special Categories” of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information.
We will use your particularly sensitive personal information as employer only in the following ways:
- We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during the interview process.
- We will use information about criminical convictions and offences as set out below.
- Information about criminal convictions
We do not envisage that we will process information about criminal convictions.
However, there may be specific roles where we we will collect information about your criminal convictions history if we would like to offer you the role (or work) (conditional on checks and any other conditions, such as references being satisfactory). If we are required to carry out a criminal records check we will let you know. We may need to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role. In particular if the specific role (or work) requires a high degree of trust and integrity and so we would like to ask you to seek a basic disclosure of your criminal records history.
We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.
- Automated decision-making
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
- Data sharing
Why might you share my personal information with third parties?
We will only share your personal information with the following third parties for the purposes of processing your application: recruiters, hiring managers, interviewers, HR and staffing teams, other agencies within Publicis Communications, our candidate database provider and background check provider. All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
We may transfer your personal information outside of the EU. In the event that your data is transferred outside of the EU we will ensure that your personal information receives an adequate level of protection by having a valid transfer mechanism in place so that your personal information is treated by such third parties in a way that is consistent with and which respects the EU and UK laws on data protection.
- Data security
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
- Data retention
How long will you use my information for?
We will retain your personal information for a period of 12 months months after we have communicated to you our decision about whether to appoint you to the role (or work). We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. We also retain your data for this period because another opportunity may arise during this period which you may be suitable for. After this period, we will securely destroy your personal information in accordance with our data retention policy. If we wish to maintain your personal information on file for longer than 12 months, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.
Where a successful candidate is sponsored for visa purposes by us and your CV was considered as part of the recruitment process for this role, we keep your CV and recruitment details (as set out above) for a period of 6 years from the appointment of the successful candidate or at least a year after the successful candidate’s employment with us terminates (whichever is the later). We retain your personal information for this period in the event that the Home Office carry out an immigration audit.
- Rights of access, correction, erasure, and restriction
Your duty to inform us of changes
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during the recruitment process and during the retention period:
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
- Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
- Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please request that via an email to firstname.lastname@example.org.
If you have any questions about this privacy notice or how we handle your personal information, please contact us via email at email@example.com. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.