Legal.
Actica Consulting Limited Privacy Notice
Version 3.4. Issued December 2025.
We take your privacy very seriously. Please read this privacy notice carefully as it contains important information on who we are and how and why we collect, store, use and share your personal information. It also explains your rights in relation to your personal information and how to contact us or supervisory authorities in the event you have a complaint.
We collect, use and are responsible for certain personal information about you. When we do so we are subject to the General Data Protection Regulation ((EU) 2016/679) (“GDPR”), which applies across the European Union (including in the UK at the moment), and the Data Protection Act 2018, together the “Data Protection Legislation”) under which we are responsible as ‘controller’ of that personal information for the purposes of those laws.
Here is how we, Actica Consulting Ltd., protect your personal data and respect your privacy. If you are a website user, job applicant, employee of Actica Consulting Ltd. or an Actica Group company (Ntegra Ltd., Gemba Advantage Ltd.), Actica Consulting subcontractor or client this policy is relevant to you.
Our responsibilities.
If you are in one of the categories above, we act as the ‘data controller’ of personal data about you when we process your information for the reasons mentioned below.
How to contact us about your data.
You can reach our Data Protection Officer (DPO) Joseph Bennett via [email protected].
Key terms.
| we, us, our | Actica Consulting Limited, a company registered in England and Wales under company number 03396854 with its registered office of 4 Stirling House, Stirling Road, Surrey Research Park, Guildford, Surrey, GU2 7RF. |
|---|---|
| you, your | website user, job applicant, Actica Consulting employee, Actica Consulting subcontractor, employee of an Actica Group company |
| personal information | any information relating to an identified or identifiable individual; |
| special category personal information | personal information revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership; genetic and biometric data; data concerning health, sex life or sexual orientation. |
Information we collect about you.
| Information we collect | Website user | Job applicant | Actica Consulting employee | Actica Consulting subcontractor | Clients | Actica Group employee |
|---|---|---|---|---|---|---|
| Information about how you use our services e.g. website, IT, communication and other systems. | ||||||
| Your responses to surveys, competitions and promotions. | ||||||
| Contact information Name, date of birth, address, email address, contact details, emergency contacts | ||||||
| Bank account details | ||||||
| Professional information Details of the company you work for, CV, employment history | ||||||
| Special Category information Disability, sexual orientation, gender reassignment, race, religion or belief, disability. | ||||||
| Criminal record history | ||||||
| Identification information Passport, National Insurance number, driving license, birth certificate, utility bills, bank and credit card statements, right to work documentation, address history, nationality/citizenship status | ||||||
| Through-work life information Travel history, travel affiliation details, medical history, sickness information, image, pension information, performance information, salary, bonus and benefit information, PAYE number, pregnancy and ma/paternity information | ||||||
| Images and videos of employees for use on our websites, and promotional and business documentation. |
How and why we use your data.
| What we collect | How we use the information | Legal basis |
|---|---|---|
| Information about how you use our services | This information is used to keep our website updated and relevant, and to develop our business and to inform our marketing strategy. We also conduct audits and quality checks on our internal IT systems to measure compliance with business and regulatory policies. | Legitimate interest |
| Your responses to surveys, competitions and promotions | This information is used to keep our website updated and relevant, and to develop our business and to inform our marketing strategy. Additionally, where surveys are sent to Actica Consulting or Actica Group employees, these may be used to support our contractual obligations, or regulatory/legal compliance | Legitimate interest, Consent |
| Contact information, Bank account details, Professional information | This information enables us to fulfil our contract with you or to take steps at your request before entering into a contract. | Contract |
| Special category information | We collect this information to support statistical analysis and report on. When reports are provided to third-parties, these are anonymised. We also collect this data to support you in your work-life and ensure we meet legal obligations on issues such as ma/paternity leave, and not discriminating against employees. | Consent |
| Criminal record history | This information is only processed if it is revealed during pre-employment checks. | Legitimate interest |
| Identification information | This information is used to conduct checks against you and verify your identity. We also conduct screening for financial sanctions, fraud checks, credit reference checks or embargoes. Other processing necessary to comply with professional, legal and regulatory obligations that apply to our business, for example under health and safety regulation or to provide your pension, also occurs. | Contract, Legal obligation |
| Through-work life information | This information is processed to allow us to fulfil our contract towards you. Additionally, some categories are processed to enable us in supporting you in your working life e.g. maternity information. | Contract |
| Images | This information is only processed with your consent, and to enable us to improve our services e.g. improve our website material. You are able to withdraw your consent at any time. | Consent |
Who we share your information with.
We share your data with:
Actica Group companies: Any employee of our Group, which at the date of this notice means Actica Consulting Ltd., Ntegra Ltd. and Gemba Advantage Ltd., our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.
A third-party service provider we may employ to help us in certain areas, such as website hosting, maintenance, and identity checking. In some cases, the third party may receive your information. However, at all times, we will control and be responsible for the use of your information. Examples of Service Providers who help us run our business:
Banking companies
Recruitment agencies
Insurance company
Brokers
Social Media sites e.g. LinkedIn
Technical companies supporting our business processes
Door entry systems, our computer networks and connections, CCTV and access control systems
Public bodies: We may share your data with government and law-enforcement agencies, courts and tribunals if we are required to by law or to make or defend legal claims to protect our rights or the rights of others, including you.
Screening checks: We may share your data with third parties to conduct criminal record screening/pre-employment checks and employment checks.
Bids and surveys: We use information collected on our employees to provide answers within bids (proposals to clients for work) and client surveys. This includes special category data, however any time sensitive category data is disclosed the responses we provide are anonymised.
Acquiring third party: If Actica Consulting Ltd. or substantially all of its assets are acquired by a third party, the personal data held by us will be one of the transferred assets.
Where your data is stored.
All your data is processed within the UK or EU. It is predominantly processed from our Head Office within the UK.
There are a few exceptions in place. Where data is processed outside the EU, we will ensure the transfer complies with data protection laws by only transferring to countries that have been deemed to provide an adequate level of protection for personal information by the European Commission. See https://commission.europa.eu/law/law-topic/data-protection/international-dimension-data-protection/adequacy-decisions_en
How long your data is kept for.
We only keep your data as long as is necessary. If your relationship with us ends, for any reason, we will store your data only as long as we need to meet our processing requirements, or regulatory requirements. Once these periods have passed, we will either delete or anonymize your personal data.
If you would like more information on our data retention periods, please email our DPO.
Your rights.
Under data protection laws you have rights over your data. You can exercise your rights by sending your request to our DPO.
You have the right to request additional information about:
The categories of data we process
The purposes of data processing
The categories of third parties to whom the data may be shared
The length of time the data will be stored (or the criteria used to determine this)
Your other rights relating to our use of your data
You have the right to:
| Access | You can request a copy of the data we hold about yourself |
|---|---|
| Rectification | You can ask us to correct any mistakes in the data we hold about you |
| To be forgotten | You can ask us to delete your data. This does not apply where we are processing your data under a contractual basis. |
| Restriction | You can ask us to restrict the processing of your data in certain circumstances. |
| Objection | You can ask us to stop processing your data where we are doing it for our legitimate interests, or by your consent. Where we are processing your data on a contractual basis, we will not be able to fulfil this contract if you withdraw your consent. |
| Data portability | We can provide you a copy of the data we hold about you in a digital format, if it has been collected through automated means. |
Where we use automated decision making.
We use automated decision making to reject job applications where the applicant has not been within the UK for 5 years or more. This is because the clients we work for require contractors to have been within the UK for 5 years or more. Applicants who do not meet this requirement will not be able to work on the contracts we hold.
How you can complain.
If you have any concerns, please let us know first so we can address them. If we are unable to resolve your concern, you can file a complaint with the Information Commissioner who may be contacted at https://ico.org.uk/concerns or by telephone: 0303 123 1113, or by post to the Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
Changes to this privacy notice.
This privacy notice was published in January 2021 and was last updated in December 2025.
We may change this privacy notice from time to time—when we do we will inform you via our website and, if appropriate, by email.
How to contact us.
Please contact us by post, email or telephone if you have any questions about this privacy notice or the information we hold about you.
Our contact details are shown below:
DPO: Joseph Bennett
Postal address:
Actica Consulting Ltd
4 Stirling House
Stirling road
Guildford
GU2 7RF
E-mail address: [email protected]
Phone number: 01483 484090