Public Privacy Notice v2.1 (24 Oct 23)
Arvato CRM Solutions (hereafter Arvato) is part of the Bertelsmann group of companies providing both private sector and public sector business services. This privacy notice explains how we use and secure your personal information when you apply for a role within our business, are contacted in respect of offering our products or services, or visit our website. Arvato acts as the Data Controller for all personal information you supply us with in relation to your job application, or for customer enquiries and associated future marketing activity. To contact us for a CRM or back office query, please visit https://arvato.co.uk/contact-us/
Arvato provide customer and professional services to the Public and Private Sector operating through Arvato Limited. The contact details of our Data Protection Officer (DPO) are below:
Email: DataProtectionOfficer@arvato.co.uk
Or by post to: Data Protection Officer, Arvato, Botanica – Ditton Park, Riding Court Rd, Datchet, SL3 9LL
Arvato is itself one of three sector specific businesses operating in the UK. If you have a query relating to the other UK businesses, either Arvato Supply Chain Management (SCM) (logistics and supply chain services) or Arvato Financial Services (financial payments and collections services) they are separate companies to Arvato and can be contacted via the following means:
Arvato SCM
Email: DPO@arvato-scs.com
Post: Data Protection Officer, Arvato Limited, 10a Faraday Avenue, Coleshill, Birmingham, B46 1AL
Arvato Financial Solutions
Email: Data.Protection@arvatofs.com
Post: Data Protection Officer, Arvato Financial Solutions Limited, 24 George Square, Glasgow, G2 1EG
Should an enquiry be incorrectly sent to Arvato when intended for another of the Arvato UK businesses, our team will endeavour to forward on the enquiry to the correct business, engaging with you directly where necessary for this purpose. Where you have made a complaint about another Arvato business, we will log your name, email address, a summary of the complaint and the fact that we have forwarded it to the correct business.
As we are part of the Bertelsmann group, a link to the Bertelsmann Group Privacy Notice can be found here.
Arvato processes personal information:
Wherever possible, we will only use your personal information with your explicit consent, or as part of our legitimate interests in providing you with further information on our services, which you will always have the opportunity to opt-out from.
We only share your contact details with, and use, a dedicated and secure contacts database suppliers to ensure that opt-in and opt-out requirements are correctly managed, and to enable email communications with you.
We will not share your information for marketing purposes with companies outside the Bertelsmann Group. No other data sharing will take place unless you misdirect a request to Arvato meant for another part of the Bertelsmann Group (for example, a complaint, or a response to a job opportunity intended for Arvato SCM or Arvato Financial Solutions), as required to prevent fraud, or if we are required to do so by law.
You have a right to withdraw any consent given to us at any time, and stop us from contacting you for job opportunities or marketing our products or services. If you wish to withdraw consent and unsubscribe please click here.
There is no circumstance where we use an automated decision-making process in respect of the personal information we hold about you.
We will only hold your information for as long as we require to retain it for a legitimate business purpose; for example, if you wish to be subscribed to our contacts database, and are happy to receive information about future job opportunities or products and services.
Your personal information will always be deleted if you unsubscribe, or withdraw any consent given to us to process your information, except from any suppression lists maintained for tracking the withdrawal to avoid future contact and for audit purposes.
All personal information we retain will be subject to this Privacy Notice and our internal retention policy. If you have a question about a specific CRM related retention period for your personal data, please email the following contact:
Email: DataProtectionOfficer@arvato.co.uk
Or by post to: Data Protection Officer, Arvato, Botanica – Ditton Park, Riding Court Rd, Datchet, SL3 9LL
You have the right to request a copy of the information we hold about you. If you would like a copy of some, or all, of your personal information, please email the following contact:
DataProtectionOfficer@arvato.co.uk
Or by post to: Data Protection Officer, Arvato, Botanica – Ditton Park, Riding Court Rd, Datchet, SL3 9LL
There will be no charge for this, unless the request is accepted as extremely complex or unreasonable. We may contact the other Arvato UK businesses to ensure that your request has been directed to the correct company to enable your request to be processed.
We want to make sure that your personal information is accurate and up to date, and you have a right to ask us to rectify and/or restrict processing of your data if you believe it to be inaccurate. If your personal information has changed, or you wish us to restrict the processing you can ask us to restrict, rectify or update your information via the following means:
Email: DataProtectionOfficer@arvato.co.uk
Or by post to: Data Protection Officer, Arvato, Botanica – Ditton Park, Riding Court Rd, Datchet, SL3 9LL
We ensure that your rights in respect of personal information are always maintained in line with current UK Data Protection Legislation.
You have the right to ask us to delete all of your personal information if you no longer wish for it to be retained, except where a right exists for us to retain it. Wherever you withdraw consent, we will always ensure that your personal information is removed from our contacts database.
You have the right to object to any continued processing of your personal information where we are doing this for legitimate interests, for example where we contact you after we have received or obtained a business card with your contact details or you have declared an interest in applying for a particular job opportunity or receiving a particular product or service.
In certain circumstances, you have right to ask us to provide you with your personal information in an easy machine readable form if you wanted to obtain this for your own use on your own personal computing device.
If you need to exercise any of these rights, please contact us via the following means:
Email: DataProtectionOfficer@arvato.co.uk
Or by post to: Data Protection Officer, Arvato, Botanica – Ditton Park, Riding Court Rd, Datchet, SL3 9LL
We will respond to your request as soon as possible, but in any event within one calendar month.
If you have any concerns about our handling of your personal information, please contact us at the above address. However, you also have a right to report any concerns you may have with the way we process your personal information by contacting the UK Information Commissioner’s Office (ICO) directly at this link https://ico.org.uk/concerns/.
Cookies are small text files that are temporarily placed on your computer when you visit a website and they are used. This makes it possible for the website to recognise your web browser automatically the next time you view. However, cookies contain no personal data, and only become personally identifiable when the cookie-generated information is merged and processed with other personal information.
When you visit our website (www.arvato.co.uk), we collect the following cookies:
| Cookies | |
| Type | Description |
| Privacy Overview | Our website uses cookies to allow the website to function, provide you with the best user experience and provide us with information to continually improve the platform. Cookie information is stored in your browser and performs functions such as recognising your device preferences when you return to our website, and helping our team to understand which sections of the website you find most interesting and useful. A general overview of how we process your data whilst maintaining your privacy is covered in our Privacy Notice. |
| Necessary Cookies | Necessary cookies help make a website usable by enabling basic functions like page navigation and access to secure areas of the website. The website cannot function properly without these cookies. The Arvato website uses the following necessary cookies: Cookiebot – stores the cookie consent state for 1 year. Google GRECAPTCHA – to distinguish between humans and bots; this expires after 180 days. LinkedIn – allows the visitor to log in via their LinkedIn application, and stores consent, Hubspot – cookies to distinguish between humans and bots. YouTube – used to detect if the visitor has accepted the marketing category in the cookie banner. |
| Preferences | Preference cookies enable a website to remember information that changes the way the website behaves or looks, like your preferred language or the region that you are in. The Arvato website uses the following preference cookies: LinkedIn – Used to determine when and where certain pop-ups on the website should be presented for the user and remember whether the user has closed these, to keep them from showing multiple times; maintaining language settings; and optimising user experience by load balancing traffic. |
| Statistics | Statistic cookies help website owners to understand how visitors interact with websites by collecting and reporting information anonymously. The Arvato website uses the following statistics cookies: Google – registers a unique ID and collects statistical data on the number of times a user visits the website. Hubspot – recognises a browser on reentry to the site, sets a unique ID for the session and identifies if the cookie data needs to be updated. LinkedIn – registers statistical data on users’ behaviour on the website, and used for synchronisation with third party analysis services. |
| Marketing | Marketing cookies are used to track visitors across websites. The intention is to display ads that are relevant and engaging for the individual user and thereby more valuable for publishers and third party advertiser. The Arvato website uses the following marketing cookies: Google – registers a unique ID for targeted ads, and uses AdWords to re-engage visitors who are likely to convert to customers based on the online behaviour. Hubspot – sends data to the marketing platform Hubspot about the visitor’s behaviour. LinkedIn – tracks the use of embedded services, collects data on user behaviours and interaction to optimise the website and made adverts more relevant, and ensures browsing security. YouTube – tracks user interaction with embedded content, registers a unique ID to keep statistics of what content a visitor has seen, stores the user’s player preference and is required for the functionality of YouTube video content. |
Depending on your settings, your Internet browser may automatically accept cookies. However, you may also change your browser settings at any time, with a taskbar available to enable and disable specific cookies.
While no service is completely secure, Arvato takes the appropriate technological and organisational measures to help to ensure that all confidential personal information is stored safely, and takes precautions on security to prevent loss, destruction, falsification, manipulation, and unauthorised access to information.
Information is stored both in the UK and European Economic Area (EEA)-hosted data centres, with transfers of data from the EEA to the UK covered by an appropriate transfer mechanism in line with current UK Government guidance as required.
We may change or update parts of this Privacy Notice in order to maintain our compliance with applicable law and regulation or following an update to our internal practices.
We will do this by updating the wording of the Privacy Notice, although, please be aware, you will not necessarily be directly notified of such a change. Therefore, please ensure that you regularly check this Privacy Notice so you are fully aware of any changes or updates.
