Contents
This policy explains how Bejo Ltd uses personal information when you visit bejo.is, contact us, work with us or apply to join us.
In short. We collect what you give us so we can reply, work with you or consider your application. We never sell it. You can ask to see, correct or delete it, and you can complain to the UK regulator.
Who are we and how can you contact us?
We are Bejo Ltd, and we decide how and why your information is used. That makes us the "controller" under UK data protection law.
| Detail | Value |
|---|---|
| Company name | Bejo Ltd |
| Registered in | England and Wales |
| Company number | 13287665 |
| Registered office | 80 Strand, London WC2R 0DT |
| Email (privacy contact and general enquiries) | bookings@bejo.uk |
| Phone | +44 (0)20 8144 1966 |
| Post | Privacy, Bejo Ltd, 80 Strand, London WC2R 0DT |
| ICO registration number | ZB234668 |
We have not appointed a data protection officer. Send any privacy question to the privacy contact above.
What information do we collect?
We collect only what we need, and most of it comes straight from you.
When you use our contact forms
Our contact form asks for:
- your reason for contacting us
- your first and last name
- your email address
- your company name (optional)
- your message
You must give your reason for contacting us, your name, email address and message, as we cannot reply without them. The company name is optional.
When you apply for a job with us
If you apply for a role, we collect what you send us. This usually includes your CV, cover letter, contact details, work history, qualifications and portfolio. We may also add interview notes and references.
Sensitive information in applications
Some information is especially sensitive. This includes health, ethnicity, religion, sexual orientation and criminal records.
Do not include this in your CV unless we ask. We may ask about health to make reasonable adjustments for interviews. We use that only to support you, under our employment law duties.
If we ask equal opportunities questions, answering is voluntary. We use the answers only for anonymous monitoring.
You do not have to give us information when you apply. If you do not, we may not be able to consider your application.
When you are a business contact
If you work for a client, supplier, partner or prospect, we hold your work details. These include your name, job title, employer, work email, work phone and our notes of contact with you.
When you browse our site
Our site collects some technical information automatically. This includes your IP address, browser type, device, pages visited and how you arrived. Some of this is collected through cookies and similar technology. Our Cookie Policy explains this in full.
Information we get from other people
Sometimes we get your work details from someone other than you. Our sources are:
- LinkedIn and other professional networking sites
- introductions and referrals from clients, partners and colleagues
- business cards and attendee lists from events and conferences
- your employer's public website and public company registers
- recruitment agencies, if you apply through one
We tell you about this within one month of getting your details, or at our first contact with you if sooner. This policy is part of that notice.
Why do we use your information, and on what legal basis?
We use your information only when the law allows it, and we name the specific reason for each use.
| Purpose | Information used | Legal basis |
|---|---|---|
| Replying to your enquiry | Contact form details and message | Legitimate interests: responding to people who ask about our services |
| Preparing a proposal you ask for | Contact and business details | Steps you ask us to take before entering a contract |
| Delivering work for our clients | Business contact details, project communications | Contract with our client, and legitimate interests: managing client projects with the people involved |
| Managing suppliers and partners | Business contact details, invoices | Contract, and legitimate interests: running our supplier and partner relationships |
| Finding new clients among organisations | Work details from LinkedIn, referrals and events | Legitimate interests: developing new business with organisations that may need our services |
| Sending you news about our services | Name, work email, employer | Legitimate interests: promoting our services to businesses, subject to the marketing rules below |
| Assessing job applications | CV, interview notes, references | Steps before a possible employment contract, and legitimate interests: choosing the right people to hire |
| Keeping our site secure and working | IP address, technical data | Legitimate interests: protecting our site and visitors from misuse and faults |
| Understanding how visitors arrive at our site | WooCommerce order attribution cookies (first-party, set by our site) | Legitimate interests: understanding how visitors find our site. Our Cookie Policy explains how these cookies work today |
| Keeping business and tax records | Invoices, contracts, payment details | Legal obligation |
| Dealing with legal claims | Any relevant records | Legitimate interests: establishing, exercising or defending legal claims |
Where we rely on legitimate interests, we have weighed our interests against your rights. You can ask us for details of that assessment.
Where we rely on consent, you can withdraw it at any time. This does not affect anything we did before you withdrew.
Do we make automated decisions about you?
No. We do not make decisions about you using only automated means. We do not profile you in a way that has legal or similarly significant effects.
Marketing emails
If we send you marketing emails, we do so only in line with the Privacy and Electronic Communications Regulations (PECR).
- Employees of companies and other corporate bodies. We may email you at work about services relevant to your role. You can opt out at any time.
- Individuals, sole traders and some partnerships. We email you only if you have agreed, or if you are an existing client. For clients, we only send news about similar services, and you can opt out in every email.
Every marketing email includes a simple way to unsubscribe. You can also email our privacy contact. We keep a short record of your opt-out so we do not contact you again.
We do not send newsletters through bejo.is.
Who do we share your information with?
We share your information only with service providers who help us run our business, and we never sell it.
We use service providers in these categories:
- website hosting and infrastructure
- email and office software
- mapping and web fonts shown on our site
- other business software we may use, such as customer relationship management, recruitment, accounting and payroll tools
- professional advisers, such as our accountants and lawyers
Where a provider handles your information for us as our processor, it may use it only on our instructions. Google provides the fonts and map on our site under its own terms, and its own privacy policy also applies.
| Provider | What they do for us | Where they are based |
|---|---|---|
| DigitalOcean, LLC | Server infrastructure hosting our website | United States company |
| Business email | United States and other countries | |
| Google (Google Fonts) | Supplies the fonts shown on our site, which shares your IP address with Google | United States and other countries |
| Google (Google Maps) | Shows the office map on our contact page, which shares your IP address with Google | United States and other countries |
We may also share information:
- with other Bejo studios or companies, where needed to handle your enquiry
- with the police, regulators or courts, where the law requires it
- with a buyer or investor, if our business is sold or restructured, under strict confidentiality
Do we send your information outside the UK?
Some of our providers store or access information outside the UK, and we protect it when they do.
We only transfer your information outside the UK when one of these applies:
- the UK government has confirmed the country protects personal information properly (UK adequacy regulations)
- the recipient is a US organisation certified under the UK Extension to the EU-US Data Privacy Framework
- we have signed the UK International Data Transfer Agreement (IDTA) with the recipient
- we have signed the EU Standard Contractual Clauses together with the UK Addendum
You can ask our privacy contact for a copy of the safeguards we use.
How long do we keep your information?
We keep your information only as long as we need it, then delete it securely.
| Information | How long we keep it |
|---|---|
| Contact form enquiries that do not lead to work | As long as we need to deal with your enquiry and any follow-up, then deleted |
| Business contact details of prospects | As long as we have a genuine business reason to stay in touch, then deleted |
| Client and supplier contracts, invoices and project records | As long as tax law, company law and the time limits for legal claims require |
| Job applications that are unsuccessful | As long as we need to complete the recruitment process and deal with any questions about it |
| Job applications kept for future roles, with your consent | Only while you agree, and you can ask us to delete them at any time |
| Successful applications | Moved to your staff records and kept while you work with us |
| Marketing opt-out records | As long as needed to respect your choice |
| Website server logs | For a limited period, for security and fault-finding |
| Cookies | See our Cookie Policy |
What are your rights?
You have rights over your information, and using them is free in most cases.
You have the right to:
- access a copy of your information
- correct information that is wrong or incomplete
- delete your information in some cases
- restrict how we use it in some cases
- move information you gave us to another organisation, where we rely on consent or contract
- object to our use of it where we rely on legitimate interests
- stop marketing at any time, with no reason needed
- withdraw consent where we rely on it
How can you use your rights?
Email or write to our privacy contact above. We may ask you to confirm your identity first.
We will reply within one month. If your request is complex, or you send several, we may need two more months. If so, we will tell you why within the first month.
How can you complain?
Please tell us first, so we can try to put it right.
Email our privacy contact with your complaint. We will acknowledge it within 30 days and reply in full without undue delay.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator.
- Website: ico.org.uk/make-a-complaint
- Helpline: 0303 123 1113
How do we keep your information safe?
We use appropriate technical and organisational measures to protect your information.
Our site uses an encrypted connection (HTTPS). We limit access to information to people who need it. Our processors must keep it secure under contract.
No website is completely secure. If a breach puts you at high risk, we will tell you without undue delay.
Is our site for children?
Our site and services are for businesses and adults. We do not knowingly collect information from anyone under 18.
What about links to other sites?
Our site links to other websites. Their owners set their own privacy policies, and we are not responsible for them.
Will this policy change?
We update this policy when our practices or the law change.
We will show the new date at the top. If a change affects you significantly, we will tell you directly where we can.