Privacy notice

How we use your information

This privacy notice tells you what to expect when Leap FXG collects personal information.

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Visitors to our websites

When someone visits leapfxg.com we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do reserve the right to change this provider at any time but the information collected is likely to remain the same.

 

We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We may use your IP address for marketing activities. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

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Contact forms

If you make an enquiry to us through our website contact form, we will ask for personal information to ensure that we can come back to you. This is usually your name, email address and phone number – but we might also ask for more detailed information such as organisation and job title.

 

This information is stored on an encrypted database, held centrally in the UK. Only those that have a need for your personal information will have access, such as sales teams or third parties completing sales on our behalf. You will only be contacted about products and services from Leap FXG Limited and any parent or subsidiaries of us. Your information is not passed on to third parties and you have the right to be removed from any of our databases at any time. Your personal information will be held by us for a reasonable period of time.

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Search engine

Our website search and decision notice search is powered by Wix. Search queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by either Leap FXG Limited or any third party.

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Emails

We use a third party provider to deliver our email campaigns. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our emails. All of our email campaigns have a clear unsubscribe button so that you can remove yourself from our subscriber lists at any time.

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Wix

We use a third party service, Wix, to publish our website. Our site is hosted at Wix.com. We use a standard Wix service to collect anonymous information about users' activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it.

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Security and performance

Leap FXG Limited uses the standard services from Wix to help maintain the security and performance of the website. To deliver this service it processes the IP addresses of visitors to the website.

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Cookies

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. The below explains the cookies we use and why: 

• Cookie preferences:  This is used to remember a user’s choice about cookies. Where users have previously indicated a preference, that user’s preference will be stored in this cookie.

• Universal Analytics (Google): These cookies are used to collect information about how visitors use our website. We use the information to compile reports and to help us improve the website. The cookies collect information in an anonymous form, including the number of visitors to the website and where visitors have come to the website from and the pages they visited. Read Google's overview of privacy and safeguarding data

 

How do I change my cookie settings?

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.

To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.

 

People who contact us via social media

We manage our social media interactions directly.

If you send us a private or direct message via social media the message will be stored on the platform it was sent on. It will not be shared with any other organisations unless that is what you have directed us to do in your message.

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People who email us

We may keep your email address and copies of the email you have sent to us indefinitely. This will include any personal information that may be included on an email signature too. Should there ever be the need, for example to provide evidence, your personal information may be shared with third parties or the government.

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People who make a complaint to us

When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint. We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do compile and publish statistics showing information like the number of complaints we receive, but not in a form which identifies anyone.

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We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.

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We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.

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Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.

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Job applicants, current and former Leap FXG Limited employees

What will we do with the information you provide to us?

All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.

 

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

 

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for. 

 

What information do we ask for, and why?

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary. The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t. 

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Application stage

We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.

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You will also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way which can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.

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Shortlisting

Our hiring managers shortlist applications for interview. They will be provided with your name or contact details and with your equal opportunities information if you have provided it.

 

Assessments

We might ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by Leap FXG Limited.

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If you are unsuccessful following assessment for the position you have applied for, we may ask if you would like your details to be retained in our talent pool for a period of twelve months. If you say yes, we would proactively contact you should any further suitable vacancies arise. 

 

Conditional offer

If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability. 

You will therefore be required to provide: 

• Proof of your identity – you will be asked to attend our office with original documents, we will take copies.

• Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies.

• You will be asked to complete a criminal records declaration to declare any unspent convictions.

• We may provide your email address to the Government Recruitment Service who will contact you to complete an application for a Basic Criminal Record check via the Disclosure and Barring Service, or Access NI, which will verify your declaration of unspent convictions.

• We will contact your referees, using the details you provide in your application, directly to obtain references

• We will also ask you to complete a questionnaire about your health. This is to establish your fitness to work.

 

If we make a final offer, we will also ask you for the following:

• Bank details – to process salary payments

• Emergency contact details – so we know who to contact in case you have an emergency at work

• Membership of a Civil Service Pension scheme – so we can send you a questionnaire to determine whether you are eligible to re-join your previous scheme.

 

Post start date  

Some roles require a higher level of security clearance – this will be clear on the advert. If this is the case, then you will be asked to submit information via the National Security Vetting process to HMRC. HMRC will be the data controller for this information.

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HMRC will tell us whether your application is successful or not. If it is unsuccessful, Leap FXG Limited will not be told the reason(s) why but we might need to review your suitability for the role or how you perform your duties.

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Our Code of Conduct requires all staff to declare if they have any potential conflicts of interest, or if they are active within a political party. If you complete a declaration, the information will be held on your personnel file.

 

Use of data processors 

Data processors are third parties who provide elements of our recruitment service for us. We may put contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct. 

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How long is the information retained for?

If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks and references.

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If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 12 months from the closure of the campaign. Information generated throughout the assessment process, for example interview notes, is retained by us for 12 months following the closure of the campaign. Equal opportunities information is retained for 12 months following the closure of the campaign whether you are successful or not.

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How we make decisions about recruitment?

Final recruitment decisions are made by hiring managers and members of our recruitment team. All of the information gathered during the application process is taken into account. You are able to ask about decisions made about your application by speaking to your contact within our recruitment team or by emailing us.

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Your rights

Under the Data Protection Act 1998, you have rights as an individual which you can exercise in relation to the information we hold about you.

You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/

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Complaints or queries

Leap FXG Limited tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

 

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Leap FXG's collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.

 

If you want to make a complaint about the way we have processed your personal information, you can contact us on the details provided below.

Access to personal information

Leap FXG Limited tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:

• Give you a description of it;

• Tell you why we are holding it;

• Tell you who it could be disclosed to; and

• Let you have a copy of the information.

To make a request to Leap FXG Limited for any personal information we may hold you will need to put the request in writing to the address provided below; making sure that you include your email address so that we can send you copies of the information.

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If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone. If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the Information Governance department.

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Disclosure of personal information

In many circumstances we will not disclose personal data without consent. However when we investigate a complaint, for example, we may need to share personal information with any organisation(s) concerned and potentially with any other relevant bodies.

Links to other websites

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This privacy notice covers Leap Consultancies Limited. It does not cover the links within this site linking to any other third-party websites.

 

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 18 April 2018.

 

How to contact us

If you want to request information about our privacy policy you can email us at info@leapfxg.com or write to us at:

LEAP FXG Limited

86-90 Paul Street

London

EC2A 4NE