Privacy policy

Our privacy policy

1.  Our stance on personal data

Respecting the privacy rights of individuals that visit this Website is important to Wildfire (“we,” “us,” or “our”). This policy (Privacy Policy) sets out how we protect the confidentiality of the personal data received from you through this Website.

To better understand how we protect your privacy rights, we recommend that you read this Privacy Policy (including any information it refers to) before you using our Website.

2.   What counts as personal data

Personal data is any information about a living individual that can be used to identify them. It does not include personal data that has been anonymised. When we collect, use or store your personal data, this is called “processing” personal data.

Please see the section “How we use personal data” for more information about how Wildfire processes your personal data through this Website. 

3.   How to find out more from us

When we collect personal data directly from you through this Website, Wildfire will be responsible for the use of such personal data as a controller (as defined under UK data protection laws).

If you have any questions about this Privacy Policy or how we keep secure the personal data that we receive from this Website, please contact us using one of the following:

Email: info@wildfirepr.com

Post: Wildfire, The Albany Boathouse, Lower Ham Road, Kingston-upon-Thames, Surrey KT2 5BB

Please note that any requests by post may take longer to reach us. To ensure that your request reaches us, we recommend making your request by email.

We aim to respond to your personal data request (Subject Access Request) within one month of receiving it. However, more complex requests or multiple Subject Access Requests may take longer (we will keep you updated if this is the case).

The above does not affect your right to contact the Information Commissioner's Office (the UK regulator) about our use of your personal data on this Website (via www.ico.org.uk). However, we would appreciate the opportunity to resolve such concerns first – so feel free to contact us using the above details.

4.   What we do with your personal data

What we collect of your personal data

Through our Website, we collect the following types of personal data:

  • Personal Information: This information can be used to identify you, such as your name, email address, postal address, phone number, and other similar information.

  • Usage Data: Information about how you use our Website, including your internet protocol (IP) address, browser type, operating system, and browsing behaviour.

  • Cookies: We may use cookies and similar technologies to collect information about your online activity and preferences. You can manage your cookie preferences through the cookie banner on our Website. Please see the link [here] to our cookie policy (Cookie Policy).

How we use personal data

  • To get better: To analyse and improve our Website and services and provide our services. This could include research, troubleshooting, and statistical purposes.

  • To promote what we do: We may send you some promotional materials about our services, updates about us, and other communications that may interest you, if you have validly consented to this. You can choose to stop receiving marketing information from us by following the opt-out links on any marketing message we send to you or by contacting us.

  • To remain compliant: We may retain your personal data (where we are permitted) to comply with our legal obligations.

Use of cookies and automated technologies

A cookie is a tiny file made up of letters and numbers that is saved on your browser or your computer's hard drive (with your permission). It stores information that is sent to your computer to help improve your browsing experience. Please see our Cookie Policy for more information.

As you browse our Website, we will collect the following information:

  • IP address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access the website.

This means that certain information will be automatically collected about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies.

5.   Our legal obligations

Any personal data received through this Website from an individual based in the UK, is subject to the retained general data protection regulation (as retained under the Data Protection Act 2018 (UK GDPR)). The UK GDPR sets requirements for how we should use personal data. This Privacy Policy explains how Wildfire complies with this.

Using personal data outside of the UK

We do process personal data outside of the UK to the European Union and the United States. This is done in compliance with the UK GDPR by using the European Commission Standard Contractual Clauses and the UK’s International Data Transfer Addendum as the legal basis for transferring personal data to countries outside of the European Economic Area (this includes the United States).

6.   Permitted changes to our use of your personal data

We may need to use your personal data for a different purpose to that which we originally obtained it for. If this is the case, we will notify you explaining the legal basis allowing us to do this.

7.   Your personal data and third parties

We may share your personal data with third parties in the following circumstances:

  • Our service providers: We may need to share your personal data with our service providers, who assist us in operating our Website and / or providing our services.

  • As a legal requirement: We may disclose your personal data when required by law or in connection to a valid legal request.

  • For business reasons: If we ever transfer our contract with you to another company or go through a merger, acquisition, or sale of part or all of our business (including any of our assets), your personal data may be transferred to the new company (as part of the transaction). We will request that you are notified if this happens.

Our Website may include links to third party websites, plug-ins and applications. By clicking on such links or enabling those connections, you may be allowing third parties to collect or share your personal data (including information through cookies).

Please note that we do not control any third party websites. As a result, we are not responsible for their privacy obligations. When you leave our Website, we recommend that you to read the privacy policy of every website you visit.

8.   Your rights over your personal data

You have many rights in relation to your personal data. Some include the right to:

  • Be informed about the personal data we collect from you.

  • Access your personal data.

  • Rectify any inaccurate personal data or complete any incomplete personal data.

  • Be forgotten (erasure) or restrict the use of your personal data in certain circumstances.

  • Withdraw your consent at any time (where this has been given as a lawful basis for us to use your personal data).

9.    How we protect your personal data

Protecting your personal data is important to us. We take adequate technical measures and ensure that our processes protect your personal data from unauthorised access and use. Although we cannot guarantee that our technical measures will remain unbreachable, we can ensure that we will always treat your personal data securely.

10. Recruitment and Job Applicants

When you apply for a role with us, we collect and use certain personal data about you in order to manage our recruitment process.

What personal data we collect

We may collect and process the following types of personal data about job applicants:

  • Your name, contact details, and location;

  • Information included in your CV, cover letter, or application, such as your employment history, qualifications, and skills;

  • Notes and assessments made during interviews or other stages of the recruitment process;

  • Information needed to assess your right to work, where required by law;

  • References or background information, where applicable; and

  • Any other information you choose to provide as part of your application.

If you apply through a recruitment agency, job board, or other third‑party platform, we may receive personal data about you from that organisation in line with their own privacy policies. We do not intentionally collect special category personal data as part of recruitment. Where such data is provided voluntarily (for example, to request reasonable adjustments), it will be handled in accordance with applicable data protection laws.

How we use job applicant data

We use job applicant personal data to:

  • Assess your suitability for the role you have applied for;

  • Manage and administer the recruitment process;

  • Communicate with you about your application;

  • Carry out checks where required, such as right‑to‑work verification;

  • Keep records relating to our recruitment decisions; and

  • Comply with legal and regulatory obligations.

With your consent, we may also retain your details to contact you about future opportunities. We do not use applicant data to make automated decisions about you.

Legal basis for processing

We process job applicant personal data on the basis that it is necessary for our legitimate interests in recruiting and selecting suitable candidates. In some cases, we may also process personal data to comply with legal obligations or on the basis of your consent, where this has been provided.

How long we keep applicant data

If your application is unsuccessful, we will retain your personal data only for as long as necessary for recruitment purposes and to comply with applicable legal obligations. If you are successful, relevant information from your recruitment records will become part of your employment record and will be handled in line with our employee data practices. Where you have agreed to be considered for future roles, we may retain your details for a longer period for that purpose. You can withdraw your consent at any time.

Sharing applicant data

We may share job applicant data with:

  • Members of our team involved in the recruitment process;

  • Employment Hero (our online recruitment system).  Employment Hero’s privacy can be found here

  • Other service providers that support our recruitment systems or services; or

  • Third parties where required by law.

Where personal data is transferred outside the UK, including to the European Union or the United States, we ensure appropriate safeguards are in place in line with UK data protection laws.

Your rights

Job applicants have the same data protection rights described in the “Your rights” section of this Privacy Policy, including the right to access, correct, or request deletion of their personal data.”

11. Communicating changes to our Privacy Policy

We may update this Privacy Policy to reflect changes in our practices, operation or for legal and regulatory reasons. Any changes to our Privacy Policy will be notified to you by posting the updated Privacy Policy on our Website. We recommend that you regularly check this Privacy Policy for updates.