1. Introduction
At Arwana (“we,” “our,” or “us”), we are committed to protecting your personal information and ensuring transparency in how we collect, use, and safeguard data. This Privacy Policy explains the types of information we gather, how we use it, and the rights you have in relation to your personal data. By using our website or services, you agree to the practices outlined in this policy.
2. Information Collection and Use
We collect personal information that you voluntarily provide when interacting with our website or when engaging with our services. This may include your name, email address, phone number, company details, job title, and any information submitted through forms or scheduled calls.
We may also collect business contact information from publicly available sources, professional directories, or third-party data providers where we have a legitimate basis to do so in connection with our services.
For candidates and talent, we may additionally collect professional information such as resumes, work history, identification documents, skills assessments, and communication records to support our recruitment and staffing process.
3. How We Use Your Information
The information we collect is used to deliver our offshore staffing services. This includes matching talent with client needs, conducting screenings and assessments, managing communication between parties, processing payments, and providing customer support.
We may also use your information to contact you about our services where we believe there is a relevant and proportionate reason to do so, including where your role or business profile suggests a potential fit with what we offer. This may include outreach to business contacts identified through professional sources, carried out on the basis of legitimate interests.
We also use your information to analyse website activity, improve user experience, and strengthen the quality of our services. We do not sell or rent your personal data to third parties for any purpose.
Where we send you marketing or service-related communications, we do so on one of the following bases: your prior consent, the soft opt-in exemption for existing clients and contacts, or our legitimate interests where we have identified a reasonable and proportionate basis to believe our services may be relevant to you.
In all cases, you have the right to opt out at any time by contacting us at hello@arwana.co.uk, using the unsubscribe link in any email we send or simply responding to the email. We will honour all opt-out requests promptly.
4. Legal Basis for Processing
We process personal data under the following legal bases:
- Consent – where you have provided explicit permission for us to process your information, including certain marketing communications and optional communications preferences.
- Legitimate Interests – where processing is necessary for our legitimate business interests, provided those interests do not override your fundamental rights and freedoms. This includes analysing website usage, improving our services, standard business operations, and contacting relevant business professionals where there is a reasonable and proportionate basis to believe our services may be of interest to them.
- Contractual Necessity – where processing is required to fulfil a contract with you or to take specific steps at your request before entering into a contract.
- Legal Obligation – where processing is necessary to comply with applicable laws, regulations, or legal requirements.
6. Data Storage and Security
Your personal information is stored securely using encrypted systems and protected with industry-standard security measures. We implement access controls, encrypted storage, regular security reviews, and role-based permissions to prevent unauthorised access or misuse. Only authorised team members with a legitimate business purpose are granted access to your data.
7. Your Rights
Under applicable data protection laws, including the UK GDPR, you have the following rights regarding your personal information:
- Right of Access: The right to request a copy of the personal information we hold about you.
- Right to Correction: The right to request that we update or correct any inaccurate or incomplete data.
- Right to Deletion: The right to request that we erase your personal data (“the right to be forgotten”) under certain conditions.
- Right to Object to Processing: The right to object to us processing your data based on legitimate interests or direct marketing.
- Right to Data Portability: The right to request that we transfer your data to another organisation, or directly to you.
- Right to Withdraw Consent: Where we rely on your consent to process data, you have the right to withdraw that consent at any time.
We will respond to any request within one calendar month of receipt. In complex cases we may extend this by a further two months, in which case we will notify you within the first month and explain the reason for the delay.
9. Data Retention
We retain your personal information only for as long as necessary to fulfil the purposes outlined in this Privacy Policy. Client and candidate data may be stored for up to five years to support future hiring needs, comply with legal obligations, resolve disputes, and enforce agreements. You may request earlier removal of your information at any time.
10. Third-Party Links
Our website may contain links to external websites. Arwana is not responsible for the content or privacy practices of third-party sites, and we encourage you to review their privacy policies before engaging with them.
11. Updates to This Policy
We reserve the right to modify this Privacy Policy at any time. Where changes are material, we will notify you by email or through a prominent notice on our website prior to the changes taking effect. Continued use of our services after notification constitutes acceptance of the updated policy.
12. Contact & Complaints
For any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal information, please contact us at hello@arwana.co.uk.
If you have received a communication from us and would prefer not to hear from us again, you can opt out at any time by replying directly to that communication or emailing hello@arwana.co.uk. We will action all opt-out requests promptly.