Privacy Policy

1. Who we are

This policy explains how Filter Digital Ltd (“Filter”, “we”, “us” or “our”) collects and uses personal data when you visit our website, contact us, apply for a job with us or work with us as a client or supplier.

Filter Digital Ltd is the controller of your personal data. We are a company registered in England and Wales under company number 10238317, with our registered office at Argent House, 5 Goldington Road, Bedford, MK40 3JY. We are registered with the Information Commissioner’s Office (ICO) under registration number ZA201615.

If you have any questions about this policy or how we use your data, contact our Data Privacy Manager at privacy@filteragency.com or write to us at the address above.

2. The personal data we collect

Depending on how you interact with us, we may collect:

• Identity and contact data: your name, job title, company, email address and phone number.
• Enquiry data: the content of messages you send us and any files you attach.
• Recruitment data: your CV, cover letter, LinkedIn or portfolio link, employment history, qualifications and any notes from interviews.
• Marketing data: whether you’ve asked to receive our newsletter and how you interact with our emails.
• Technical and usage data: your IP address, browser and device type, and how you use our website, collected through cookies where you’ve agreed to them.
• Business relationship data: details needed to manage a contract with you or your organisation, such as billing contacts and correspondence.

We don’t ask for special category data (such as health information) through our website. Please don’t include it in a message or application unless it’s needed, for example to tell us about adjustments you’d like for an interview.

3. How we collect it

• Directly from you, when you complete a form on our website, email us, apply for a role or speak to us.
• Automatically, through cookies and similar technologies when you use our website. See our cookie policy for details.
• From third parties, such as recruiters you’ve asked to put you forward, LinkedIn, or your employer where they’re our client or supplier.

4. How we use it and our legal basis

We only use your personal data where the law allows us to. The table below summarises what we do and why.

Where we rely on legitimate interests, we have considered your rights and made sure our interests don’t override them. We do not use your personal data for automated decision-making that has a legal or similarly significant effect on you.

5. Who we share it with

We don’t sell your personal data. We share it only where needed with:

• Service providers who act on our instructions, including our website host (WP Engine), email and productivity provider (Google Workspace), analytics provider (Google Analytics) and email marketing provider (Mailchimp).
• Professional advisers such as our lawyers, accountants and insurers.
• HM Revenue & Customs, regulators and other authorities where the law requires it.
• A buyer or successor if we sell or merge part of our business, who would use your data in the same way as set out in this policy.

We require all service providers to keep your data secure and use it only for the purposes we’ve agreed.

6. International transfers

Some of our service providers store or access data outside the UK, for example in the European Economic Area or the United States. When this happens, we make sure your data is protected by at least one of the following:

• the destination has been found to have adequate data protection by the UK Government;
• the recipient is certified under the UK Extension to the EU-US Data Privacy Framework; or
• we use the ICO’s International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

Contact us if you’d like more information.

7. How long we keep it

• Enquiries that don’t lead to a contract: up to 2 years from our last contact.
• Client and supplier records: 6 years after the end of the contract, to meet legal and tax obligations.
• Unsuccessful job applications: 6 months after the role is filled, or 12 months if you agree to us keeping your details for future roles.
• Marketing: until you unsubscribe, after which we keep a record of your email address so we don’t contact you again.
• Website analytics: up to 14 months.

8. Keeping your data secure

We have appropriate technical and organisational measures in place to protect your personal data from being lost, used or accessed without authorisation. Access is limited to people who need it for their work, and they are bound by a duty of confidentiality. If we become aware of a personal data breach, we will notify you and the ICO where we’re legally required to.

9. Your rights

Under UK data protection law, you have the right to:

• ask for a copy of the personal data we hold about you
• ask us to correct data that’s inaccurate or incomplete
• ask us to delete your data in certain circumstances
• ask us to restrict how we use your data
• object to us using your data where we rely on legitimate interests, and to direct marketing at any time
• ask us to transfer your data to you or another organisation
• withdraw your consent at any time, where we rely on it

To exercise any of these rights, email privacy@filteragency.com. There’s usually no fee. We may need to confirm your identity first, and we’ll respond within one month, or tell you if we need longer because your request is complex.

10. Complaints

If you’re unhappy with how we’ve handled your data, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

11. Children

Our website and services are not aimed at children, and we don’t knowingly collect data about anyone under 16.

12. Links to other websites

Our website links to other sites, such as LinkedIn. We’re not responsible for how they handle your data, so please read their privacy policies.

13. Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last changed.