Privacy Policy

This notice applies across all websites that we own and operate and all services we provide.

When we say ‘personal data’ we mean identifiable information about you, like your name, email, address, telephone number, bank account details, support queries and so on. If you can’t be personally identified (for example, when personal data has been aggregated and anonymised) then this notice doesn’t apply.

Check out our terms of use for more information on how we treat your other data.

We may need to update this notice from time to time. Where a change is significant, we’ll make sure we let you know – usually by sending you an email. You can read the whole notice below.

When we refer to ‘we’ (or ‘our’ or ‘us’), that means Finity Management Limited (trading as ‘Finity’) and any of its wholly owned subsidiaries or brands. Our headquarters are in the United Kingdom (UK), but we have a workforce operating from other parts of the world.

We provide recruitment back office solutions. If you want to find out more about what we do, see the ‘About us’ section of our website.

For European Union (EU) data protection purposes, when we act as a controller in relation to your personal data, Finity Management Limited (company number 15557668) are the representative in the EU.

At Finity, we pride ourselves on operating with transparency, integrity and security. Our approach to data protection is built around three key principles, which sit at the heart of our approach to your personal data.

More information is available in the subsequent sections, but this means we will be open and honest about how we process your data, working with you to keep accurate records and ensuring we take the appropriate steps to safeguard your personal data.

When your data gets shared, this may be distributed to, and processed in, countries other than the country in which you reside. For example, payment processing by a third-party software provider.

Please know that where personal data needs to be distributed to a third-party outside of your country of residence, we have in place safeguards (e.g. encryption) to ensure this data remains protected.

If you are in the European Economic Area (EEA), for the avoidance of doubt, the above means that from time-to-time, data may be distributed to a country outside of the EEA. However, measures have been taken to identify – in advance of any such distribution of your data – to ensure that those non-EEA countries have sufficient protection in place. Where third parties are involved, appropriate additional steps have been taken to preserve the integrity of your personal data, i.e., by entering into the European Commission’s Standard Contractual Clauses with these companies. If you have any queries or require any clarifications, please do reach out to the Finity team using the details listed on the ‘Contact’ page of the website (see final section of this document).

Security is one of our Board’s top priorities, especially with individual’s personal data. At Finity, we are dedicated to protecting your personal data and have appropriate technical and internal measures in place to make sure that happens. This includes Finity being ISO27001 certified since 2023.

All information you provide to us via email, or our website is stored on our secure servers. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share a password with anyone. When you enter sensitive information (such as bank account information) on our order forms, we process this through a secure third-party platform. We follow generally accepted standards to protect the personal data submitted to us, both during transmission and once we receive it. No method of transmission over the Internet, or method of electronic storage, is 100% secure, however. Therefore, we cannot guarantee its absolute security.

Some payments made to us are processed by GoCardless, which conforms to the highest level of security – please see here for more details. GoCardless has been audited by a PCI-certified auditor and is certified to PCI Service Provider Level 1. This is the most stringent level of certification available in the payments industry.

We use recognised and accredited third parties to perform regular penetration tests of our platform and internal networks across our offices. Any output is reviewed and prioritised with high importance.

Third party security

Like many businesses, we use certain third‑parties to support the services we provide to our users. We constantly review the security and suitability of any third parties as part of our ongoing processes. 

Staff training

Our employees are required to undertake cybersecurity awareness training and also acknowledge that they will be compliant with internal security processes across hardware and software. These are reviewed and updated regularly.

By law we must keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for three years after they cease being customers. Otherwise, we will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for more than six years in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

Details of retention periods for different aspects of your personal data are available in our retention policy which you can request from us by contacting us at the details below.

In some circumstances you can ask us to delete your data: see your legal rights below for further information.

At Finity, we believe that your personal data ultimately belongs to you, and that you have certain rights relating to it. When it comes to marketing communications, you can ask us not to send you these at any time – just follow the opt-out link included in all marketing communications from us, or send us a request to info@finity.co.uk to unsubscribe.

You have further rights under data protection laws in relation to your personal data (though please note that your rights may be limited under certain circumstances). For example, you may have the right to:

• Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
• Request erasure of your personal data. This enables you to ask us to delete personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons, which will be notified to you, if applicable, at the time of your request.
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
  • If you want us to establish the data’s accuracy.
  • Where our use of the data is unlawful, but you do not want us to erase it.
  • Where you need us to hold the data even if we no longer require it, as you need it to establish, exercise or defend legal claims.
  • You have objected to our use of your data, but we need to verify whether we have overriding legitimate grounds to use it.
• Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use, or where we used the information to perform a contract with you.
• Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us using the details provided in this notice.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Third party privacy notices will apply in respect of integrated services which collect data, namely:

• HubSpot: https://legal.hubspot.com/privacy-policy
• Vimeo: https://vimeo.com/privacy
• Cloudflare: https://www.cloudflare.com/en-gb/privacypolicy
• Hotjar: https://www.hotjar.com/legal/policies/privacy
• Google Analytics / AdSense: https://policies.google.com/privacy

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements or their handling of your data. When you leave our website, we encourage you to read the privacy notice of the websites you visit.

We are always happy to hear from you.

If you would like to know what personal data we may hold about you, or should you have any general enquiries, feedback or would like to discuss our website and/or services in more detail, then do reach out to the Finity team.

Our preferred communication method is via email. This helps us ensure your message is always assigned to the right people. You can reach us on info@finity.co.uk.

You also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk) (and to the EDPS supervisory for European complaints).

We would, however, appreciate the chance to deal with your concerns before you approach the ICO (or EDPS), so please contact us in the first instance.