Quarenta Group Ltd is committed to protecting personal data and respecting the privacy rights of individuals whose information we process.

This Data Protection Policy sets out the principles and standards we follow when handling personal data and reflects our commitment to complying with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. About Quarenta Group Ltd

Company Name: Quarenta Group Ltd
Company Number: 17323472
Registered in: England & Wales
Registered Office: 101 Lockhurst Lane, Coventry, West Midlands, CV6 5SF
VAT Number: 
Email: info@quarenta.co.uk

Quarenta Group Ltd operates as a multi-brand service group. Depending on the circumstances, individual brands within the group may have their own responsibilities for personal data and may provide additional privacy information where appropriate.

2. Purpose of This Policy

The purpose of this policy is to establish the principles Quarenta Group Ltd follows when collecting, using, storing, sharing and protecting personal data.

We aim to ensure that personal data is:

• processed lawfully, fairly and transparently;
• collected for clear and legitimate purposes;
• limited to information that is necessary;
• accurate and kept up to date where required;
• retained only for as long as necessary;
• appropriately protected against unauthorised or unlawful processing; and
• handled in accordance with individuals’ legal rights.

3. Scope

This policy applies to personal data processed by Quarenta Group Ltd in connection with its business activities.

This may include personal information relating to:

• website visitors;
• clients and prospective clients;
• suppliers and contractors;
• business partners;
• job applicants;
• employees and workers, where applicable;
• professional contacts; and
• other individuals who communicate or interact with Quarenta Group Ltd.

Additional privacy notices or internal policies may apply to particular categories of individuals or processing activities.

4. What Is Personal Data?

Personal data is information relating to an identified or identifiable living individual.

This can include information such as:

• names;
• email addresses;
• telephone numbers;
• postal addresses;
• identification information;
• employment information;
• online identifiers;
• IP addresses; and
• other information that can identify an individual directly or indirectly.

Some categories of personal information are subject to additional legal protections.

Where Quarenta Group Ltd processes such information, we will ensure that an appropriate legal basis and any additional conditions required by law are satisfied.

5. Data Protection Principles

Quarenta Group Ltd seeks to process personal data in accordance with the fundamental principles established by UK data protection legislation.

Lawfulness, Fairness and Transparency

Personal data must be processed lawfully, fairly and transparently.

We aim to tell individuals how and why their information is being used through appropriate privacy notices and other communications.

Purpose Limitation

Personal information should be collected for specified, explicit and legitimate purposes.

We will not use personal information for an incompatible purpose unless doing so is permitted by law.

Data Minimisation

We aim to collect and process only the personal information that is adequate, relevant and reasonably necessary for the intended purpose.

Accuracy

Reasonable steps should be taken to ensure that personal information is accurate and, where necessary, kept up to date.

Information identified as inaccurate should be corrected or deleted as appropriate.

Storage Limitation

Personal information should not be retained for longer than reasonably necessary for the purposes for which it was collected, subject to applicable legal, regulatory and legitimate business requirements.

Integrity and Confidentiality

Appropriate technical and organisational measures should be used to protect personal information against unauthorised or unlawful processing and against accidental loss, destruction or damage.

Accountability

Quarenta Group Ltd is responsible for demonstrating appropriate compliance with applicable data protection requirements.

We seek to maintain appropriate processes, controls and documentation to support this responsibility.

6. Lawful Basis for Processing

Quarenta Group Ltd will only process personal information where there is an appropriate lawful basis.

Depending on the circumstances, this may include:

Consent — where an individual has provided valid consent for a particular processing activity.

Contract — where processing is necessary to perform a contract or take steps at an individual’s request before entering into a contract.

Legal Obligation — where processing is necessary for compliance with a legal requirement.

Legitimate Interests — where processing is necessary for legitimate business interests and those interests are not overridden by the rights and freedoms of the individual.

Other lawful bases may apply where permitted by UK data protection legislation.

Where consent is relied upon, individuals must be able to withdraw that consent as required by law.

7. Collection of Personal Data

We may collect personal information through various channels, including:

• website contact forms;
• email correspondence;
• telephone communications;
• business enquiries;
• contractual relationships;
• supplier and partner relationships;
• recruitment applications;
• direct professional communications; and
• website technologies where applicable.

Individuals should only be asked to provide information that is reasonably necessary for the relevant purpose.

8. Use of Personal Data

Personal information may be used for legitimate business purposes including:

• responding to enquiries;
• providing and managing services;
• communicating with clients and business contacts;
• administering supplier and partner relationships;
• considering employment applications;
• maintaining appropriate business records;
• managing website operations;
• protecting systems and information;
• meeting legal and regulatory obligations; and
• establishing, exercising or defending legal rights.

Where personal information is to be used for a materially different purpose, we will consider whether additional information or another lawful basis is required.

9. Data Security

Quarenta Group Ltd recognises the importance of protecting personal information against loss, misuse, unauthorised access, alteration or disclosure.

Appropriate technical and organisational safeguards should be maintained according to the nature and sensitivity of the information being processed.

Measures may include, where appropriate:

• access controls;
• password protection and authentication;
• secure systems and hosting;
• appropriate software and system updates;
• controlled access to confidential information;
• secure storage;
• backups;
• staff awareness and appropriate procedures; and
• processes for responding to suspected security incidents.

Access to personal information should be limited to individuals who reasonably require it for legitimate business purposes.

10. Data Sharing and Processors

Quarenta Group Ltd may use trusted third-party service providers to support its operations.

These may include organisations providing:

• IT services;
• website hosting;
• email services;
• cloud infrastructure;
• professional services;
• administrative support; and
• other operational services.

Where a third party processes personal data on our behalf, appropriate arrangements should be put in place as required by applicable data protection legislation.

We do not sell personal data.

Information may also be disclosed where required by law, regulation, court order or a competent authority.

11. International Data Transfers

Where personal information is transferred outside the United Kingdom, Quarenta Group Ltd will consider whether appropriate safeguards are required under UK data protection law.

Where required, such transfers will be made using an appropriate legal mechanism, which may include applicable adequacy regulations, recognised contractual safeguards or another permitted transfer mechanism.

12. Data Retention

Personal information will be retained only for as long as reasonably necessary for the purpose for which it was collected and to satisfy applicable legal, regulatory, accounting or reporting requirements.

Retention periods may vary depending on:

• the type of information;
• the purpose for which it is processed;
• the nature of the relationship;
• applicable legal requirements; and
• whether the information may be required in connection with a dispute or legal claim.

When personal information is no longer required, it should be securely deleted, anonymised or otherwise appropriately disposed of.

13. Individual Data Protection Rights

Depending on the circumstances, individuals may have rights under UK data protection legislation concerning their personal information.

Right of Access

Individuals may have the right to request access to personal information held about them and obtain information about how it is processed.

Right to Rectification

Individuals may request correction of inaccurate personal information and completion of incomplete information.

Right to Erasure

In certain circumstances, individuals may request deletion of their personal information.

This right is not absolute and does not necessarily apply where information must be retained for legal or other permitted reasons.

Right to Restrict Processing

Individuals may have the right to request that processing of their personal information is restricted in certain circumstances.

Right to Data Portability

Where applicable, individuals may request certain personal information in a structured, commonly used and machine-readable format and may have the right to request its transfer to another controller.

Right to Object

Individuals may have the right to object to certain processing, including processing based on legitimate interests, depending on the circumstances.

Right to Withdraw Consent

Where processing is based on consent, individuals may withdraw their consent at any time.

Withdrawal of consent does not affect processing that was lawful before consent was withdrawn.

14. Requests Relating to Personal Data

Individuals wishing to exercise their data protection rights should contact:

Email: info@quarenta.co.uk

Postal address:
Quarenta Group Ltd
101 Lockhurst Lane
Coventry
West Midlands
CV6 5SF
United Kingdom

We may need to verify the identity of the person making a request before releasing, changing or deleting personal information.

Requests will be handled in accordance with the timescales and requirements established by applicable data protection legislation.

15. Personal Data Breaches

A personal data breach can include accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to personal information.

Quarenta Group Ltd will take suspected personal data breaches seriously.

Where a breach occurs, we will assess the circumstances and take appropriate action, which may include:

• containing and investigating the incident;
• reducing potential harm;
• documenting the breach;
• reviewing security measures;
• notifying relevant individuals where legally required; and
• reporting the breach to the appropriate supervisory authority where required by law.

16. Data Protection by Design and Default

Where appropriate, Quarenta Group Ltd will consider data protection and privacy requirements when introducing new systems, processes, technologies or business activities involving personal information.

We aim to collect only the personal information necessary for the intended purpose and to provide appropriate protection throughout the information lifecycle.

Where processing is likely to result in a high risk to individuals’ rights and freedoms, an appropriate data protection impact assessment should be considered and carried out where required.

17. Third-Party Services

Where Quarenta Group Ltd uses external organisations to process personal data on its behalf, we will take reasonable steps to select appropriate service providers and establish suitable data protection arrangements.

Third parties acting as independent data controllers are responsible for complying with their own data protection obligations.

18. Cookies and Website Data

Our website may use cookies and similar technologies for essential functionality and, where applicable, analytics and preferences.

Non-essential technologies requiring consent should not be activated unless the appropriate consent has been obtained.

Further information is available in our Cookie Policy and Privacy Policy.

19. Staff Responsibilities

Individuals working for or on behalf of Quarenta Group Ltd who have access to personal information are expected to handle that information responsibly and in accordance with applicable policies, procedures and legal requirements.

Personal information should only be accessed or used where there is a legitimate reason to do so.

Any suspected loss, unauthorised disclosure, misuse or security breach involving personal data should be reported promptly through the appropriate internal process.

20. Complaints

If you have concerns about the way Quarenta Group Ltd handles your personal information, please contact us so that we have an opportunity to investigate the matter.

You also have the right to raise a complaint with the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.

Information Commissioner’s Office

21. Policy Review and Updates

Quarenta Group Ltd may review and update this Data Protection Policy periodically to reflect changes in:

• applicable legislation and regulatory guidance;
• our organisation and operations;
• technologies and systems;
• data processing activities; and
• internal procedures.

The latest version will be published on this website with an updated revision date where appropriate.

22. Contact Us

For questions about this Data Protection Policy or the processing of personal information by Quarenta Group Ltd, please contact:

Quarenta Group Ltd
101 Lockhurst Lane
Coventry
West Midlands
CV6 5SF
United Kingdom

Email: info@quarenta.co.uk