An overview of our policies are listed below. Simply click the arrows to view more.
General Data Protection Regulation (GDPR) Data Clarity Ltd Overview
On the 25th May 2018 the new EU General Data Protection Regulation (GDPR) comes into force (including in the UK regardless of its decision to leave the EU) and will impact every organisation which holds or processes personal data. It will introduce new responsibilities, including the need to demonstrate compliance, more stringent enforcement and substantially increased penalties than the current Data Protection Act (DPA) which it will supersede.
The key changes to be aware of from a GDPR perspective in relation to call and recording data that passes through
Privacy by design
The right to be forgotten
The ability to track where data originated
The ability to track whether a customer has provided consent for storage of that data – assumed consent is no longer acceptable
The ability to store data for no longer than required
Data Clarity Ltd is committed to high standards of information security, privacy and transparency. We place a high priority on protecting and managing data in accordance with accepted standards. The company will comply with applicable GDPR regulations when they take effect in 2018, including as a data processor, while also working closely with our customers and partners to meet contractual obligations for our procedures, products and services. Our team of experienced business specialists will also help to support customers in meeting their obligations through the provision of expert services and value-adding solutions.
The company has two main areas of focus in preparing for GDPR overseen by an internal cross-functional team:
Product programmes to support compliance for users of our software applications including solutions to streamline the process and drive greater efficiency
Provision of services and solutions which help customers to understand and prepare for GDPR, develop compliance plans and build a stronger platform for the future by taking control of their data
It is important to recognise that compliance is a shared responsibility and all organisations will need to adapt business processes and data management practices. This policy only applies to our site. If you leave our site via a link or otherwise, you will be subject to the policy of that website provider. We have no control over that policy or the terms of the website and you should check their policy before continuing to access the site.
Data Clarity Ltd ensures compliance will implement additional or augmented company-wide controls to meet GDPR requirements.
Data Clarity Ltd.’s Data Protection Officer will inform, advise and monitor compliance. The company will implement tools as appropriate that support the process, provide necessary security and ongoing delivery of objectives
In many areas the hosted services provided by Data Clarity Ltd already conform. As data processor, the company is undertaking risk assessments to include more detailed consideration of the data types we hold, and a data protection impact analysis of personal information stored and processed
Information we may collect from you
We may collect and process the following data about you:
Information that you provide by filling in forms on any of our sites www.dataclarity.uk.com (our site) and www.clarity365.co.uk. This includes information provided at the time of registering to use our site, subscribing to our service or requesting further services. We may also ask you for information when you report a problem with our site.
If you contact us, we may keep a record of that correspondence.
We may also ask you to complete surveys that we use for research purposes, although you do not have to respond to them.
Details of your visits to our site including, but not limited to, traffic data, location data, weblogs, operating system, browser usage and other communication data, whether this is required for our own billing purposes or otherwise and the resources that you access.
Data Clarity Ltd software solutions
Data Clarity Ltd.’s broad range of software solutions are used to provide efficient and high-quality services. As such the company is committed to providing technology solutions to support customers’ GDPR obligations, whether through standard features or added value solutions or toolkits.
IP addresses and cookies
We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users' browsing actions and patterns and does not identify any individual and we will not collect personal information in this way.
We may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer's hard drive. They help us to improve our site and to deliver a better and more personalised service. They enable us:
To estimate our audience size and usage pattern.
To store information about your preferences, and so allow us to customise our site according to your individual interests.
To speed up your searches.
To recognise you when you return to our site.
Uses made of the information
We use information held about you in the following ways:
To ensure that content from our site is presented in the most effective manner for you and for your computer.
To provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes.
To carry out our obligations arising from any contracts entered into between you and us.
To allow you to participate in interactive features of our service, when you choose to do so.
To notify you about changes to our service.
We may also use your data, or permit selected third parties to use your data, to provide you with information about goods and services which may be of interest to you and we or they may contact you about these by post, email or telephone.
If you do not want us to use your data in this way, or to pass your details on to third parties for marketing purposes, please tick the relevant box situated on the form on which we collect your[SP1] [SP2] data.
Disclosure of your information
We may disclose your personal information to third parties:
In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
Helping customers adapt to change
The volume of data handled by organisations is growing and is captured, processed and stored on an increasing number of devices and networks. Requirements such as data protection impact assessments, active mitigation of risks and evidence of risk management measures will require organisations to develop a more disciplined approach to customer data, especially those with personal data spread across many locations and/or systems with varying levels of personal data quality and ownership.
Data Clarity Ltd.’s team of experienced personnel can support customers in their journey to compliance and beyond, supported by our dedicated digital division. Data Clarity Ltd brings deep expertise in information and data management as part of a complete capability to deliver a new generation of digital services from concept to implementation. Services offered include:
Software tools, to help measure and track GDPR compliance across an organisation
Technology platforms to drive improved customer interaction and consent management while ensuring better compliance as part of broader digital transformation.
You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us at Data Clarity LTD of 9 Pride Point Drive, Pride Park, Derby. DE24 8BX or email firstname.lastname@example.org[SP3]
Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
Access to information
The Act gives you the right to access information held about you free of charge. However, requests for copies, or requests are unfounded or excessive maybe charged a reasonable fee for administration.
We are aware you, our users, access the internet in different ways and may have different requirements. Our aim is to make it as quick and easy as possible to access information across our websites (dataclarity.uk.com, clarity365.co.uk, help.clarity365.co.uk & claritycms.uk.com). We have developed our websites to be clear and simple, for everybody to use. If you come across an area within one of our sites that is difficult to use please tell us about it so we can improve our accessibility. Please email us any comments you have about your user experience.
Font Sizes / resizing text
Our websites have been designed to allow you to resize the page text if you want to. This can be done by zooming in and out of the page (Press ‘Ctrl’ ‘+’ or ‘Ctrl’ ‘-‘). If you would prefer to view this site with larger text then change the text size within your browser settings. Instructions for the most popular browsers can be found below:
Go to Google Chrome and click the top right corner to open the menu:
- Click ‘Settings’
- Click ‘Show advanced settings’
- Scroll down to ‘Web content’
- Select the ‘Font size’ and ‘Page zoom’ you require
Go to the ‘Settings’ situated in the top right corner of Microsoft Edge. Scroll down to ‘Reading’ and choose your reading view style and font size from the drop down options.
Microsoft Internet Explorer
Go to the menu by clicking on the cog wheel. Select ‘Zoom’ and choose the option which suits you best.
Go to Mozilla Firefox and click the top right corner. Click the ‘-‘ to zoom out or the ‘+’ to zoom in. To change the font click ‘Options’ and choose ‘Content’.
If your browser is not listed please refer to the browser developer's website.
Screen resolution and other issues
Our websites have been designed to be viewed in 1024 x 768 screen resolution. To change the screen resolution on Internet Explorer on your computer, open ‘Display’ properties and click on the ‘Settings’ option. Draw the sliding ‘Desktop Area’ scale to 1024 x 768 or higher.
You can download the relevant browser or upgrade the version of your browser by clicking on the appropriate link below:
This site has some flash content, targeted at Flash Player 8 and above. Text alternatives have been provided in the event that Flash Player has not been installed on your computer. Alternatively you can visit the Adobe site and download the latest version of flash player.
Some of the content available on our website is in PDF format. If you don’t have a PDF reader installed on your computer you can visit the Adobe site and download a free PDF reader. Otherwise you can request a copy of the relevant report by contacting Data Clarity.
You will need Internet Explorer 11.0 (as a minimum) to view our websites and/or to operate our software Clarity365. We do not support any browser versions below this. To download the latest version of Internet Explorer for your PC, please click here.
Terms and Conditions
Last Updated: 19th March 2018
a) Some words and phrases used in these conditions have special meanings. These meanings are set out below.
"Application information" means information you get from potential job applicants or current employees, and that you give to us so that we can perform the services.
"Charges" means The fees you pay for the services. These are our published standard rates (unless otherwise agreed by us in writing).
"Commencement date" means the date on which we accept you as an account holder.
"Company group members" means your subsidiaries, holding company or the other subsidiaries of your holding company (or all of these).
"Information" means the results, reports and the information that we give you, including any information that does not directly relate to the services.
"MVF" means any minimum value figure contained in the pricing schedule for your use of the services over any term.
"Pricing schedule" means the schedule attached to these conditions, or any other schedule agreed by you and us, which contains details of your use of our services and refers to these conditions.
"Services" means the candidate verification services we provide to you.
"We" means Data Clarity Limited (registered number 07481466).Our registered office is at 9 Pride Point Drive, Pride Park, Derby, DE24 8BX.
"Website" means the website at www.clarity365.co.uk or another website through which we deliver the services.
"You" means the person, firm or company which we accept as an account holder for the services.
b) The headings used in these conditions are for convenience only and do not affect these conditions.
2. Duration and Application
a) These conditions will come into effect on the commencement date and continue in force for one year (the 'initial period'). They will continue after that until we or you end them.
b) We may change the initial period if you agree and any change will be recorded in the pricing schedule.
3. The Services
a) We will provide the services and information in line with these conditions. You must use the services and information in line with these conditions.
b) We can stop providing the services at any time if the information we need to provide the services is unavailable. In these circumstances we will refund any advance payments you have made in proportion to the period of time that is left after we stop providing the services.
4. Paying Charges
a) We may offer a free trial which will allow You to assess if the Services are fit for purpose.
b) You will pay the charges for the services within 30 days of the date on which you receive our invoice or by direct debit to our chosen bank account (as set out in the application form), unless the pricing schedule says otherwise.
c) If you do not pay the charges on time, we can write to you and tell you that we will charge you interest on the amount you owe. This will not affect any other action available to us. We will charge interest at 2% a year above the Barclays Bank plc base rate from the date on which you receive our written notice until the date on which we are paid (whether before or after any court judgement).
d) All amounts payable to us do not include Value Added Tax (VAT) or any other charge which will be charged at the rate that applies at that time.
e) You acknowledge that if you agree to pay an MVF over a particular term, we will set the level of charges according to the MVF. If you do not pay the MVF within the relevant term, we can invoice you for the difference between the actual charges payable during that term and the MVF.
f) If there is no MVF, or the relevant term has ended and no new MVF has been set, you will pay for the services you use in line with the standard charges set out on the website.
g) No refund will be given for the cancellation or termination of a subscription.
5. Support and Administration Charges
a) Support is provided to System Administrators only and covers general set-up questions and business-critical issues with the system.
b) Should an issue occur, it should be emailed to email@example.com along with the details of the issue and an accompanying screenshot wherever possible to ensure our support team can answer requests as efficiently and effectively as possible.
c) Support hours are Monday to Friday 9:00-5:30 pm. This does not include weekends and bank holidays. To upgrade your support package please contact your Account Manager for more information.
d) Clarity365 users have full access to the Help Site help.clarity365.co.uk with their subscription. Users can self-learn at their own pace. Training packages are offered at an additional cost.
f) Requests for changes to data or the deletion of data will incur a £30 administration charge per item changed. This will be billed via invoice which must be paid in line with the payment terms listed in 4.b.
6. Copyright and Confidentiality
a) All of the intellectual property rights (including copyright) in the information belong to us or our licensors. You will not own any of the intellectual property or have any rights to own the intellectual property. You may only make copies of the information that you reasonably need for the purposes set out below.
b) You may only use the services for the purposes of your business. Unless required by law, you must:
- keep the information strictly confidential;
- not publish the information;
- not give the information to anyone else;
- only give the information to your officers or employees (or both) who need to know or use it (you must make sure that your officers and employees meet these confidentiality conditions); and
- not copy, distribute or commercially exploit the information unless these conditions allow you to.
c) You must not use, or allow others to use, the services or information (or both) to provide authentication, fraud prevention or any other information-based services to anyone else. This restriction does not prevent you from sharing the information with your company group members but you must make sure that they follow the confidentiality, security and liability conditions.
If you act as an agent for someone else (the principal) to:
consider the suitability of individuals for employment with the principal, or you can make the information available to the principal but only for these purposes. You must also get each person's permission to give any information relating to them to the principal.
a) You must follow any rules and guidelines that apply to the way in which we provide the services. We will make sure that the information is secure.
b) Each user will be given an individual identification, which we call 'User ID'. Only the person to whom it is issued may use the User ID. The User ID cannot be transferred to or used by other users.
c) We refer to account numbers, identification codes and passwords (including the User ID) used to access the services as 'Client ID'.
d) You are responsible for making sure that you keep your Client ID secure. We will not be responsible for any losses arising from anyone using your Client ID, whether authorised by you or not. We can give you a new Client ID at any time. Any new Client ID will apply 24 hours after we give you the new Client ID.
e) You also agree that you will:
maintain appropriate technical and organisational security measures and procedures to prevent your Client ID being accidentally given to or used by unauthorised people;
tell us as soon as you become aware that anyone has found out or used your Client ID without your permission, or if any equipment you use to access the services is stolen; and
be responsible for all charges connected to the Client ID, whether or not you agree to these charges.
f) We may cancel or suspend your use of the Client ID if:
you break any of your obligations under these conditions; or
we are told about, or become aware of, any unauthorised or improper use of your Client ID (either by you or by someone else), or that any equipment you use to access the services has been stolen.
a) You agree that you will not make any of your business decisions based just on the information.
b) You acknowledge that the information is based on information other people give to us and that we cannot control the accuracy of this information, which may also contain advice or opinions.
c) We use all reasonable skill and care to provide the services. However, you agree that it is reasonable for us to limit our liability. In particular, we:
do not guarantee how accurate the information is, or how valid any advice or opinion we give is; and
are not responsible for any loss which you suffer as a result of a claim made by someone who we have information, advice or an opinion about.
d) We are not liable to you for any of the following as a result of our negligence or us breaking the contract or other liability or obligation.
- Indirect loss
- Loss of profit
- Loss of business or business use
e) Our total liability to you in any one year (starting on the commencement date) for all claims for negligence, breaking the contract, or other liability or obligation is limited to £500 or the charges invoiced to you in that year, whichever is greater.
f) As far as we are allowed by law, we do not give any representations, guarantees or conditions that:
the services or the information (or both) are fit for a particular purpose;
the services or the information (or both) will not affect anyone else's intellectual property; or
the services or information (or both) will meet your requirements
g) Nothing in these conditions excludes our liability for death or personal injury arising out of our negligence.
h) You will protect us, and keep us fully protected, against any claims or actions made or brought against us as a result of:
- you making the information inaccurate or incomplete (whether by something you do or something you don't do); or
- you using the services.
- This protection will include all losses, damages, costs and other expenses (including any payments we make to settle any claims or actions on the advice of our lawyers) that we have to pay, and you promise to pay us for any loss, damage, cost or other expense. This protection will not apply if we are at fault.
9. General Confidentiality
a) We will both make sure that our officers, employees and agents do not pass any confidential information about the other to anyone else. This will not affect any of the other parts of these conditions.
b) 'Confidential information' means:
any information about our trade secrets, customers, business dealings or transactions; and
any information relating to the methods or techniques we use to provide the services. These include any tapes, documents or other materials.
c) These conditions do not apply to any confidential information which:
a court, tribunal or governmental authority orders us to reveal;
- is already public knowledge, other than where either you or we break these confidentiality conditions;
- the person who was told already knew (shown in written records); or
- was independently received from someone else, without that person breaking any confidentiality obligations they have to either you or us.
d) We can use the information you give us in relation to the services for any other purpose to which you agree.
10. Application Information
You grant us a royalty-free, non-transferable, continuous licence to use the application information. We can use the application information to improve the databases we use to provide the services and any other databases, including those we use to provide similar services and other risk and fraud-prevention services to others.
11. Co-Operation and Help
At your own cost, you must co-operate with us and give us the information and help we need to perform our obligations in relation to the services.
12. Ending the Contract
a) At the end of the initial period, either of us may end your entitlement to receive the services by giving the other at least three months' notice, in writing.
b) Ending the contract will not affect:
- any other rights either you or we gained before the contract ended;
- any part of these conditions that apply even when the contract ended.
c) As soon as the contract ends, you must give us back all copies of our confidential information.
13. Following the Law
a) Both of us agree that, in relation to providing and using the services (as appropriate), we will both follow all relevant legislation and regulations. These include:
- the Data Protection Act 1998 (including the Data Protection principles);
- all amendments to the Data Protection Act 1998; and
- any regulations or requirements made by any governmental authority or equivalent body.
b) You agree to hold all the necessary registrations and licences. Whenever you want to use the services, you must get permission from the relevant person. You must use the wording set out on the website to get this permission.
c) If you fail to get this permission, you must not use the services on behalf of the relevant person.
d) You also agree to follow the code of conduct relating to the services that has been approved by the Office of the Information Commissioner. This will not affect your obligations to follow any statutory requirement.
14. Events Beyond Our Control
a) If either of us cannot carry out our obligations because of events beyond our control, whoever cannot perform their obligations will tell the other. Their obligations will be suspended, and they must do all they can to put the situation right as soon as possible.
b) Events beyond our control include the following acts or circumstances which neither of us can prevent.
- Acts of God.
- Strikes, lockouts or other industrial disturbances.
- Wars, blockades, riots, epidemics, landslides, lightning, earthquakes, fires, storms, civil disturbances and terrorism.
- Governmental regulations and directions.
- Any failure of hardware, software, telecommunications services or equipment which we use to provide the services, which is due to the fault of someone else.
- Any other cause that is not within our or your reasonable control.
15. Giving You Information
We will give you the information in line with our published standard timescales. We may publish new standard time scales from time to time. The time scales are only a guide and we do not have to keep to them if you raise a query that we cannot reasonably sort out within the timescales.
16. Transferring Rights
The rights granted by these conditions are personal. Neither of us can transfer or grant any of these rights to anyone else without the permission, in writing, of the other. This permission must not be unreasonably withheld or delayed.
17. Deciding Whether to Enforce Rights
If either of us fails to exercise any right or solution available under these conditions, any failure or delay will not prevent either of us from relying on those rights or solutions in the future.
18. Entire Agreement
a) These conditions are the whole agreement between both of us. They take the place of all previous negotiations, understandings and representations. These conditions may only be changed in writing and must be signed by both of our authorised representatives (except if either of us agreed to these conditions as a result of the other side's fraudulent misrepresentation).
19. Removing Conditions
If a court finds any part of these conditions to be invalid, it will be deleted and the rest of these conditions will stay in full force.
These conditions will be governed by English law. We both agree that the courts of England will have the power to settle any disagreement that may arise out of, under, or in connection with these conditions.
a) All notices must be in writing and sent by recorded-delivery post, fax or e-mail. If we write to you, we will use the address, fax number or e-mail address that you give in your application to receive the services. You can write to us at the address shown on the website if this is from the address of our registered office
b) All notices are considered to have been received:
- two working days after being posted if posted to the correct address;
- one hour after being sent if sent by fax to the correct fax number;
- one hour after the person it is addressed to starts work if sent by fax outside their normal working hours; and
- when a receipt notice is received if sent by e-mail to the correct e-mail address.
- If you or we send a notice by fax, the original fax must be put in the post on the same day that the fax is sent.
22. Third-Party Rights
Only you and we have legal rights under these conditions. Under the Contract (Rights of Third Parties) Act 1999, no-one else will be able to enforce any part of these conditions.
Cookies & Tracking Technology Policy
This policy describes:
- What cookies are
- Analytics on our services
- Managing cookies and opting out and
- How to contact us
“A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website.” (ICO, 2016)
Cookies are used by many websites and do a number of things, e.g. remembering your preferences, recording what you have put in your shopping basket, and counting the number of people looking at a website.
The rules on cookies are covered by the Privacy and Electronic Communications Regulations. The Regulations also cover similar technologies for storing information, e.g. Flash cookies. On your further visits to that website, the information stored in the cookie is sent back to the website. This allows the website to recognise you and tailor its content to your needs.
We may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer's hard drive. They help us to improve our site and to tailor our content and deliver a better and more personalised service.
Cookies enable us :
- To estimate our audience size and usage pattern.
- To speed up search queries.
- To store information about your preferences, to customise our sites according to your individual interests.
- To recognise you when you return to our sites.
Analytics on our services
On our websites we use Google Analytics, and other similar services, to collect statistical information about how our sites are used. Google Analytics uses information such as your IP address, browser type and unique identifiers stored in (first party) cookies on your device to record how you interact with our website.
These analytical services help us to know how many users we have, which parts of our sites are most popular, what browsers are used (so we can maximise compatibility), the country or region where our users are located, and the demographics and interests of our users.Managing cookies and opting out
You can control your cookies within your browser controls which are usually found in the settings of your browser. Please consult your browser settings to allow, block or delete cookies:
- Internet Explorer cookies information
- Chrome cookies information
- Firefox cookies information
- Safari cookies information
Agreeing to Cookie Use
Many web browsers allow fine-grained control of which sites to accept or deny cookie setting from. You could use these settings to limit cookie setting from Data Clarity sites or to delete Data Clarity-set cookies completely. Please note that if you do delete all your cookies, you will not be able to use some features of Data Clarity websites.
We protect your data as if it’s our own, here in the United Kingdom.
We operate DES265 encryption across the system. All personal detail files are encrypted in the database. Each account requires a unique password and specified letters from a security answer chosen by the individual to gain access. All data that we host and store is held at Node 4, a UK based, independent ISO 27001 accredited data centre.
Our solutions are hosted in a purpose built facility here in the UK. As you may expect, we take great pride in our infrastructure. Our facility has, redundant cooling systems, multiple internet connections by different providers. The state of the art servers are protected with Uninterruptable Power Supplies (UPS) and generator back up supply in case the electricity fails. Naturally 24x7 security and CCTV are in place too. All of our systems are over engineered, to minimise any risks. The servers and the environments are monitored electronically and supported 24x7 x 365 by our on-call engineers.
Access to the servers is via strong complex passwords, and the ability to log-in is restricted to the absolute minimum. Access to the servers is restricted to a minimum number of authorise personnel, this requires authorisation by the CEO in writing. All access to our environments is logged. Occasionally we contract in specialist skills for specific tasks. Any 3rd party access undergoes the same level of authorisation and their work is monitored and shadowed by Data Clarity employees. Internet connections are protected by quality physical firewalls monitored by a leading network security provider.
We apply 256bit SSL data encryption therefore when you connect through your internet browser the internet traffic between you and us is protected by www.globalsign.com. Our software is built on Microsoft Technologies which means that the security of your data is underwritten by Microsoft enterprise technology. We always implement Microsoft security patches in a timely manner. We double encrypt all of your personal data, including the images, therefore even our own server engineers cannot see your private data.