This Policy explains how we Process Personal Data. This Policy may be amended or updated from time to time, so please check it regularly for updates.
As a provider of Executive Search, Leadership and Board Services, Amrop’s business has always been based on trust, confidentiality and respect for privacy. More than just compliance, we go beyond the requirements of the law, running our business in accordance with the Values and Principles contained in our Code of Professional Practice.
At Amrop, we take your privacy seriously. We recognize that our role in protecting personal data is critical – on behalf of our clients, our candidates and all members of the Amrop Partnership. We are committed to ensuring that all personal data shared and processed within Amrop is protected, private and secure, thus also providing a framework for compliance with General Data Protection Regulation (EU) 2016/679 (GDPR) and other data protection legislation.
This Policy is issued by Amrop Partnership SCRL and each of the Controllers listed in Section (R) below (together, “Amrop”, “we”, “us” and “our”). This Policy is addressed to individuals outside our organisation with whom we interact, including candidates, participants in leadership consulting exercises, clients, visitors to our Sites, users of our Apps, other users of our services, personnel of our clients and our vendors, applicants for employment, and visitors to our premises (together, “you”). Defined terms used in this Policy are explained in Section (S) below.
This Policy may be amended or updated from time to time to reflect changes in our practices with respect to the Processing of Personal Data, or changes in applicable law. We encourage you to read this Policy carefully, and to regularly check this page to review any changes we might make in accordance with the terms of this Policy.
This Policy was last updated on October 24, 2021.
Collection of Personal Data
We collect or obtain Personal Data: when those data are provided to us (e.g., where you contact us); in the course of our relationship with you (e.g., if you purchase a service or provide a CV); when you make Personal Data public (e.g., if you make a public post about us on social media); when you download, install, or use any of our Apps; when you visit our Sites; when you register to use any of our Sites, Apps, or services; or when you interact with any third party content or advertising on a Site or in an App. We may also receive Personal Data about you from third parties (e.g., law enforcement authorities).
Collection of Personal Data: We collect or obtain Personal Data about you from the following sources:
Creation of Personal Data
We create Personal Data about you (e.g. records of your interactions with us).
We also create Personal Data about you in certain circumstances, such as records of your interactions with us, and details of your past interactions with us. We may also combine Personal Data from any of our Sites, Apps, or services, including where those data are collected from different devices.
Categories of Personal Data we Process
We Process: your personal details (e.g., your name); demographic data (e.g., your age); your contact details (e.g., your address); records of your consents; purchase details; payment details (e.g., your billing address); information about our Sites and Apps (e.g., the type of device you are using); details of your employer (where relevant); information about your interactions with our content or advertising; and any views or opinions you provide to us.
We Process the following categories of Personal Data about you:
Sensitive Personal Data
We do not seek to collect or otherwise Process Sensitive Personal Data. Where we need to Process Sensitive Personal Data for a legitimate purpose, we do so in accordance with applicable law.
We do not seek to collect or otherwise Process Sensitive Personal Data in the ordinary course of our business. Where it becomes necessary to Process your Sensitive Personal Data for any reason, we rely on one of the following legal bases:
If you provide Sensitive Personal Data to us, you must ensure that it is lawful for you to disclose such data to us, and you must ensure a valid legal basis applies to the Processing of those Sensitive Personal Data.
Purposes of Processing and legal bases for Processing
We Process Personal Data for the following purposes: providing our Sites, Apps, and services to you; operating our business; communicating with you; managing our IT systems; health and safety; financial management; conducting surveys; ensuring the security of our premises and systems; conducting investigations where necessary; compliance with applicable law; improving our Sites, Apps, and services; establishment, exercise and defence of legal claims; and recruitment and job applications.
The purposes for which we Process Personal Data, subject to applicable law, and the legal bases on which we perform such Processing, are as follows:
Executive Search / Board Search
Maintaining and operating a database of candidates; executive search, board search and assessment services; presenting your candidature to a client for a specific executive search or board search mandate; conducting tests (e.g., psychometric tests); leadership consulting services, including personal coaching; statistical analysis; career advisory services; and other services as you may request from time to time.
Leadership Assessment / Coaching
Arranging and providing leadership consulting exercises; conducting tests (e.g., psychometric tests); providing our clients with board and executive search and assessment services; leadership consulting services; statistical analysis; career advisory services; coaching services; and other services as you may request from time to time.
Recruitment and job applications
Recruitment activities; advertising of positions; interview activities; analysis of suitability for the relevant position; records of hiring decisions; offer details; and acceptance details.
Operating our Business
Operating and managing our Sites, our Apps, and our services; providing content to you; displaying advertising and other information to you; communicating and interacting with you via our Sites, our Apps, or our services; and notifying you of changes to any of our Sites, our Apps, or our services.
Communications and marketing
Communicating with you via any means (including via email, telephone, text message, social media, post or in person) to provide news items and other information in which you may be interested, subject always to obtaining your prior opt-in consent to the extent required under applicable law; personalising our Sites, products and services for you; maintaining and updating your contact information where appropriate; obtaining your prior, opt-in consent where required; enabling and recording your choice to opt-out or unsubscribe, where applicable.
Management of IT systems
Management and operation of our communications, IT and security systems; and audits (including security audits) and monitoring of such systems.
Sales; finance; corporate audit; and vendor management.
We disclose Personal Data to: legal and regulatory authorities; our external advisors; our Processors; any party as necessary in connection with legal proceedings; any party as necessary for investigating, detecting or preventing criminal offences; any purchaser of our business services; and any third party providers of advertising, plugins or content used on our Sites or our Apps.
We disclose Personal Data to other entities within the Amrop group, for legitimate business purposes and the operation of our Sites, Apps, or services to you, in accordance with applicable law. In addition, we disclose Personal Data to:
If we engage a third-party Processor to Process your Personal Data, the Processor will be subject to binding contractual obligations to: (i) only Process the Personal Data in accordance with our prior written instructions; and (ii) use measures to protect the confidentiality and security of the Personal Data; together with any additional requirements under applicable law.
We transfer Personal Data to recipients in other countries. Where we transfer Personal Data from the EEA to a recipient outside the EEA that is not in an Adequate Jurisdiction, we do so on the basis of Standard Contractual Clauses.
Because of the international nature of our business, we transfer Personal Data within the Amrop group, and to third parties as noted in Section (G) above, in connection with the purposes set out in this Policy. For this reason, we transfer Personal Data to other countries that may have different laws and data protection compliance requirements to those that apply in the country in which you are located.
If an exemption or derogation applies (e.g., where a transfer is necessary to establish, exercise or defend a legal claim) we may rely on that exemption or derogation, as appropriate. Where no exemption or derogation applies, and we transfer your Personal Data from the EEA to recipients located outside the EEA who are not in Adequate Jurisdictions, we do so on the basis of Standard Contractual Clauses. You are entitled to request a copy of our Standard Contractual Clauses using the contact details provided in Section (R) below.
Please note that when you transfer any Personal Data directly to any Amrop entity established outside the EEA, we are not responsible for that transfer of your Personal Data. We will nevertheless Process your Personal Data, from the point at which we receive those data, in accordance with the provisions of this Policy.
We implement appropriate technical and organisational security measures to protect your Personal Data. Please ensure that any Personal Data that you send to us are sent securely.
We have implemented appropriate technical and organisational security measures designed to protect your Personal Data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, unauthorised access, and other unlawful or unauthorised forms of Processing, in accordance with applicable law.
Because the internet is an open system, the transmission of information via the internet is not completely secure. Although we will implement all reasonable measures to protect your Personal Data, we cannot guarantee the security of your data transmitted to us using the internet – any such transmission is at your own risk and you are responsible for ensuring that any Personal Data that you send to us are sent securely.
We take every reasonable step to ensure that your Personal Data are kept accurate and up-to-date and are erased or rectified if we become aware of inaccuracies.
We take every reasonable step to ensure that:
From time to time we may ask you to confirm the accuracy of your Personal Data.
We take every reasonable step to limit the volume of your Personal Data that we Process to what is necessary.
We take every reasonable step to ensure that your Personal Data that we Process are limited to the Personal Data reasonably necessary in connection with the purposes set out in this Policy.
We take every reasonable step to ensure that your Personal Data are only retained for as long as they are needed in connection with a lawful purpose.
We take every reasonable step to ensure that your Personal Data are only Processed for the minimum period necessary for the purposes set out in this Policy. The criteria for determining the duration for which we will retain your Personal Data are as follows:
(1) we will retain Personal Data in a form that permits identification only for as long as:
(a) we maintain an ongoing relationship with you (e.g., where you have asked to have your details added to our database, or where you are a participant in leadership consulting exercises); or
(b) your Personal Data are necessary in connection with the lawful purposes set out in this Policy, for which we have a valid legal basis (e.g., where your Personal Data are included in a contract between us and your employer, and we have a legitimate interest in Processing those Personal Data for the purposes of operating our business and fulfilling our obligations under that contract; or where we have a legal obligation to retain your Personal Data),
(2) the duration of:
(a) any applicable limitation period under applicable law (i.e., any period during which any person could bring a legal claim against us in connection with your Personal Data, or to which your Personal Data are relevant); and
(b) an additional two (2) month period following the end of such applicable limitation period (so that, if a person brings a claim at the end of the limitation period, we are still afforded a reasonable amount of time in which to identify any Personal Data that are relevant to that claim),
(3) in addition, if any relevant legal claims are brought, we continue to Process Personal Data for such additional periods as are necessary in connection with that claim.
During the periods noted in paragraphs (2)(a) and (2)(b) above, we will restrict our Processing of your Personal Data to storage of, and maintaining the security of, those data, except to the extent that those data need to be reviewed in connection with any legal claim, or any obligation under applicable law.
Once the periods in paragraphs (1), (2) and (3) above, each to the extent applicable, have concluded, we will either:
Subject to applicable law, you may have a number of rights, including: the right not to provide your Personal Data to us; the right of access to your Personal Data; the right to request rectification of inaccuracies; the right to request the erasure, or restriction of Processing, of your Personal Data; the right to object to the Processing of your Personal Data; the right to have your Personal Data transferred to another Controller; the right to withdraw consent; and the right to lodge complaints with Data Protection Authorities. In some cases it will be necessary to provide evidence of your identity before we can give effect to these rights.
Subject to applicable law, you may have the following rights regarding the Processing of your Relevant Personal Data:
Subject to applicable law, you may also have the following additional rights regarding the Processing of your Relevant Personal Data:
This does not affect your statutory rights.
To exercise one or more of these rights, or to ask a question about these rights or any other provision of this Policy, or about our Processing of your Personal Data, please use the contact details provided in Section (R) below. Please note that:
We Process Personal Data to contact you with information regarding Sites, Apps, or services that may be of interest to you. You may unsubscribe for free at any time by contacting us.
We Process Personal Data to contact you via email, telephone, direct mail or other communication formats to provide you with information regarding Sites, Apps, or services that may be of interest to you. We also Process Personal Data for the purposes of displaying content tailored to your use of our Sites, Apps, or services. If we provide Sites, Apps, or services to you, we may send or display information to you regarding our Sites, Apps, or services, upcoming promotions and other information that may be of interest to you, including by using the contact details that you have provided to us, or any other appropriate means, subject always to obtaining your prior opt-in consent to the extent required under applicable law.
You may unsubscribe from our promotional email list at any time by simply clicking on the unsubscribe link included in promotional electronic communication we send or by requesting we unsubscribe you by contacting us. Please note that it may take up to 2 weeks to process your unsubscribe request during which time you may continue to receive communications from us. After you unsubscribe, we will not send you further promotional emails, but in some circumstances we will continue to contact you to the extent necessary for the purposes of any Sites, Apps, or services you have requested.
There are several Amrop entities that act as Controllers for the purposes of this Policy. For the purposes of this Policy, the relevant Controllers are Amrop Members Firms, with contact details available here. Alternatively, you may contact us using our online Contact Us form.