Pierian is committed to respecting your privacy and upholding data protection regulations. This Policy explains how we handle your personal information when you use our websites, apps, and other online services, including our main website (www.pierian.co), its subdomains, and any related online and offline offerings. Pierian's Commitment to Preventing Modern Slavery and Human Trafficking Our contact details Company Name: Pierian Limited Address: Registered office address & Correspondence Address during Lockdown: Old Brewery House, 189 Stanmore Hill, Stanmore, England, HA7 3HA Phone Number: 0044 7766 253 979 E-mail: hello@pierian.co The type of personal information we collect We currently collect and process the following information: Personal identifiers, contacts and characteristics (for example, name and contact details) Employment Eligibility documents that may include passport, copies of visas and work permits, and any other documents deemed essential such as educational degrees Next of kin name and address details for emergency How we get the personal information and why we have it Most of the personal information we process is provided to us directly by you for one of the following reasons: Employment Providing consultancy of software services to Pierian Limited or its clients We also receive personal information indirectly, from the following sources in the following scenarios: Use of our software platforms such as google workspace may include information related to the usage of the platform where such information (e.g. IP Address) is required for the operation of such software We use the information that you have given us in order to: Payroll & HR Supplier Management Payments Software platform operations We may share this information with: HR managers Regulatory Authorities to comply with legal regulations Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are: (a) Your consent. You are able to remove your consent at any time. You can do this by contacting Ms Chakshu Saharan, CFO and Privacy Officer (chakshu@pierian.co or privacy@pierian.co) (b) We have a contractual obligation. (c) We have a legal obligation. (d) We have a vital interest. (e) We need it to perform a public task. (f) We have a legitimate interest. International transfers Sometimes, your personal information may need to travel beyond the region where you provided it. This could happen for several reasons, such as: Storing data securely: We might use trusted service providers in different locations to safely store your information. Providing requested services: Certain features or services you use might require your information to be processed elsewhere. Legal obligations: In rare cases, we might need to share your information with authorities abroad due to legal requirements. When your information needs to travel internationally, we prioritise its security and privacy. We implement: High standards: We adhere to the strictest data protection and privacy regulations like the EU/UK Standard Contractual Clauses. Protective measures: We take necessary steps to safeguard your information during transfers, like using secure encryption. How We Share Your Information We understand the importance of protecting your privacy. Here's how we may share your information under specific circumstances: Helping us run smoothly: Trusted partners: We work with service providers like payment processors, data storage companies, and security experts to deliver services and keep your information secure. Internal use: We share information within our company to fulfil your requests, improve our services, and analyse website usage. Legal requirements and safety: Authorities: We may disclose information as required by law or to protect your safety, ours, or others'. Legal disputes: If necessary, we may share information to enforce our terms of service or resolve legal issues. Business changes: Mergers and acquisitions: If our company changes ownership, your information may be transferred to the new owners, subject to legal restrictions. With your permission: Partnerships: With your consent, we may share information for joint collaborations or marketing activities. Transparency is key: We only share information for legitimate purposes and with appropriate safeguards. We strive to be transparent about our data practices. For further details: Please refer to our full privacy policy for more information about specific situations and safeguards. Remember: You have control over your information. You may have choices about what you share and how it's used. We value your trust and are committed to protecting your privacy. How we store your personal information Your information is securely stored in password protected Google Drive repositories accessed only by named staff authorised to process/act upon the information for tasks such as payroll, performance reviews, supplier payment etc. We keep payroll personal information for 24 months. We will then dispose of your information by archival for 3 months followed by deletion from cloud platforms. No local copies are kept. Your data protection rights Under data protection law, you have rights including: Your right of access - You have the right to ask us for copies of your personal information. Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances. Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances. Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances. Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances. You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please contact us at Ms Chakshu Saharan, CFO and Privacy Officer (chakshu@pierian.co or privacy@pierian.co if you wish to make a request. How to complain If you have any concerns about our use of your personal information, you can make a complaint to us at [Ms Chakshu Saharan, CFO and Privacy Officer (chakshu@pierian.co or privacy@pierian.co You can also complain to the ICO if you are unhappy with how we have used your data. The ICO’s address: Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Helpline number: 0303 123 1113 ICO website: https://www.ico.org.uk