Privacy Policy

Legal Information

Scope and Overview

This privacy notice is provided on behalf of the Aetheria Group and all of its associated group companies. Below is a comprehensive list of our group companies and their respective trading names:

Aetheria Group Entities

UK Entities:

• Aetheria Group Limited 🇬🇧
• BoS Outsourcing Limited 🇬🇧
• Frontline Health Professionals Limited 🇬🇧
• Staff Bank Limited 🇬🇧

Trading as:

• Frontline Insourcing 🇬🇧
• Hygeia Homecare 🇬🇧

International Entities:

• BoS Outsourcing Pvt Limited (India) 🇮🇳
• BoS Outsourcing Pvt Limited (Pakistan) 🇵🇰
• BoS Outsourcing LLC (USA) 🇺🇸

Whenever the term "Aetheria Group" is mentioned, it refers to these companies. For a printed version of this privacy policy or a list of our group companies, kindly contact us through the provided means.
Throughout this privacy policy, when we say “we”, “us”, or “our”, it pertains to any company under the Aetheria Group handling your personal data.

Aetheria Group Limited is the guardian of your personal data.

Your interactions on all our websites within the Aetheria Group umbrella are guided by this policy.

For queries or more insights regarding this privacy notice or your personal data, get in touch:

• Via email: dpo@aetheriagroup.global
• By post: Data Protection Officer, Aetheria Group, 85 Great Portland Street, London, England, W1W 7LT

If there are concerns about our data handling methods, you can raise them with the Information Commissioner’s Office (ICO) at www.ico.org.uk. We hope, however, you'd consider reaching out to us first.
Please note: this privacy notice undergoes occasional reviews and updates. To stay informed, review it periodically. The most recent update was on 01/11/2023.

1. When is this privacy notice applicable?

Your personal data falls under the guidance of this privacy policy when you:

• Browse our websites within the Aetheria Group;
• Submit a job application via our websites;
• Register as a job aspirant on our platforms;
• Reset your online account password;
• Recommend a colleague via our platforms;
• Request a call-back via our websites (Note: we may record the call back for quality assurance).

Our commitment is towards the protection of your privacy. Rest assured, your data will be processed in line with this privacy notice.

2. What's the legal ground for processing your data?

We can only use your personal data within legal parameters. Typically, we process your data based on:

• Legitimate Interests - This is when processing is in line with the legitimate interests pursued by Aetheria Group Limited or a third party, unless such interests are overridden by your rights.
• Consent - This occurs when you've given us explicit permission to process your data in the manner outlined in this policy.

We ensure that your data is used only for the purposes it was originally collected for, unless there's a justified reason to use it differently, which is in alignment with the initial intention.
Below is a detailed list of the personal data we collect, why we collect it, and our legal ground for doing so:

• Visitors of the website wanting to register as a job seeker or be contacted by us:
  • Data: Basic contact details - full name, telephone number, email address*
  • Purpose: To honor your request to be contacted, allow you to receive job alerts suited to your profile, create an online account for a streamlined application process, and address you appropriately.
  • Legal Basis: Legitimate interests.
• Visitors of the website wishing to register as a job seeker or be contacted:
  • Data: Location*
  • Purpose: For a consultant in your preferred location to reach out and to check if we recruit in your desired area.
  • Legal Basis: Legitimate interests.
• Visitors of the website wanting to register as a job seeker or be contacted by us:
  • Data: Job role*
  • Purpose: To connect you with a specialist consultant for your desired role and to assess our recruitment suitability and focus on in-demand roles.
  • Legal Basis: Legitimate interests.
• Visitors of the website wanting to register as a job seeker:
  • Data: Employment history/CV
  • Purpose: To delve deeper into your professional experience and better assess your job suitability.
  • Legal Basis: Legitimate interests.
• Visitors of the website wanting to recommend a friend to us:
  • Data: Friend's details - name, email, contact number, speciality, location.
  • Purpose: To extend our recruitment services to other relevant professionals and reward you for referrals.
  • Legal Basis: Legitimate interests.
• Visitors of the website wishing to be contacted by us:
  • Data: Your message within the contact form
  • Purpose: To guide you to the right personnel who can respond to your query or request.
  • Legal Basis: Legitimate interests.

3. What personal data must you provide to Aetheria Group for contact or account registration?

• For Aetheria Group to get in touch with you or allow you to register an account for job opportunity purposes, certain personal data is essential. We can't process your request without this vital information. Fields marked with an “*” highlight the required data.

4. Why is data shared within Aetheria Group companies?

• Better Service Offerings: By sharing your data within the group, we can tailor our services to meet your needs more accurately and ensure you get the best possible experience.
• Increased Job Opportunities: With your data available across the Aetheria Group, there's a higher chance of finding the right job match for you, expanding the number of opportunities at your disposal.
• Efficacy Enhancement: Sharing data ensures that the Aetheria Group operates efficiently, streamlining processes and ensuring that every company within the group can provide optimal services.

5. Which external entities receive your personal data?

• IT Platform Operators: Your data might be shared with third-party service providers such as IT platform operators to support our services.
• Trust & Safety: All third parties are obligated to maintain the integrity and confidentiality of your data. They can only process it based on our directives, ensuring your data is in safe hands.

6. Data Retention Duration?

• Duration: Your data is retained only for the duration necessary for the purposes it was gathered.
• Determining Factors: In order to determine the appropriate retention period for your personal data, we consider:
  • o The amount, nature, and sensitivity of your personal data;
  • o The likelihood of a suitable job opportunity arising.

7. Do we transfer data outside the European Economic Area (EEA)?

• Global Reach of Aetheria Group: Given our status as an international organisation, it's quite common for data transfers within the Aetheria Group to happen across borders. This means that your personal data might sometimes be processed outside the EEA.
• Third-party Transfers: Additionally, some of our third-party partners and service providers may operate outside the EEA. In such cases, it's possible that data we share with them, for purposes of providing you with our services, gets processed in countries outside the EEA.
• Legal Frameworks: Whenever such transfers occur, we ensure that they are subject to appropriate legal frameworks that ensure the safety and privacy of your data. This might involve mechanisms like the Standard Contractual Clauses approved by the European Commission or reliance on adequacy decisions.
• Data Protection Measures: Apart from legal mechanisms, we also put technical and organisational measures in place to ensure the continued safety of your data. These measures are designed to provide a level of protection equivalent to that in the EEA, regardless of where your data might be processed.
• Your Rights and Choices: If you have concerns about your personal data being transferred outside the EEA or wish to learn more about the measures we put in place to protect your data in such situations, please feel free to get in touch with our Data Protection Officer.

8. How is your data protected?

• Robust Security Measures: At the Aetheria Group, we take the security of your data very seriously. We employ a variety of cutting-edge technological and organisational security measures designed to protect your personal data from unauthorized access, alteration, disclosure, or destruction. These measures include, but are not limited to, encryption, firewalls, and secure server facilities.
• Limited Access: Access to your personal data is limited strictly to employees and third-party agents who require this information to serve you or to perform necessary business functions. Such individuals are bound by contractual obligations to keep your information confidential and use it only for the specific tasks they've been assigned.
• Regular Training: We continuously train our staff about the importance of confidentiality and maintaining the privacy and security of your information. Periodic reviews and audits are conducted to ensure that our privacy practices remain robust and up-to-date.
• Continuous Monitoring and Updates: Our IT team is always on the lookout for vulnerabilities and regularly reviews and updates our security measures in response to advances in technology and potential threats.
• Rapid Response: In the unlikely event of a security breach, we have protocols in place to promptly address and mitigate the effects, as well as notify relevant parties in accordance with applicable laws.
• Third-Party Vetting: Any third-party partners we work with are thoroughly vetted to ensure they adhere to high levels of data protection, and we only partner with organisations that can ensure the continued security and confidentiality of your data.
• Your Role: While we strive to protect your personal data, the security of data transmission over the Internet can never be guaranteed 100%. We encourage you to play your role by using strong, unique passwords for your accounts, changing them regularly, and being wary of suspicious emails or requests.

9. How We Crumble Our Cookies: Understanding Our Cookie Usage

In the world of web browsing, not all cookies are the tasty treats you might snack on. They are tiny data packets stored on your device that help websites remember your preferences and improve your browsing experience. For an in-depth understanding of cookies and tips on managing them, you're welcome to check out www.allaboutcookies.org. To tailor your cookie preferences on your own device, here's a handy guide:

www.allaboutcookies.org/manage-cookies.

At the Aetheria Group, we utilise various types of cookies on our websites:

• Session Cookies: Temporary companions during your browsing session. They're there with you as you navigate our site and vanish once you close your browser. These cookies enhance your browsing flow and remember which pages you've been to, making your return trips smoother.
• Permanent Cookies: Think of these as your personal assistants, remembering specific details for you every time you return. Conveniently, they can save login details for quicker access. These are managed through your web browser and not by our site. You can view and manage these cookies within your web browser settings.
• Targeted Advertising Cookies: Ever felt like some ads just "get you"? These cookies remember your website interests and show you related advertisements on other platforms like Facebook, Google, or LinkedIn. It's our way of keeping the conversation going and showing you new opportunities tailored to your interests.
• Site Analytical Cookies: These are our behind-the-scenes researchers, working tirelessly to understand how visitors interact with our website. Through tools like Google Analytics, we gather anonymised data on visitor behaviour. This information guides us in refining your user experience and ensuring our content remains relevant.
• Third-Party Cookies: Sometimes, we embed content from other sources onto our website. These can carry their own cookies, allowing the third-party to monitor engagement with their content. While we don't control these cookies' settings, we recommend checking out the third-party websites for their cookie policies.

Your digital privacy and experience are of utmost importance to us. If you have any queries about our cookie usage or wish to learn more, please don't hesitate to get in touch.

10. Responsibility Regarding External Website Links

Our website might feature links to third-party websites. When navigating to these external sites, please be aware that we do not control them and are not responsible for their content, privacy practices, or any data you share with them. Always exercise caution and review the privacy policy of any site you visit.

11. Your Rights Regarding Your Personal Data

At Aetheria Group, we value your privacy. You have several rights when it comes to the personal data we hold about you. Here's a breakdown:

• Right to Access: You can request a copy of your personal data that we have. This ensures you're aware of and can verify the lawfulness of our data processing.
• Right to Correct: If the personal data we hold is incomplete or incorrect, you can request for it to be updated. We might verify the new data's accuracy.
• Right to Erase: You can ask us to delete your data if there isn't a good reason for its continued processing. However, certain legal exceptions might prevent its deletion.
• Right to Object: Especially relevant when our data processing is based on legitimate interests. If it's causing undue harm to your rights and freedoms, you can object. This also applies to direct marketing.
• Right to Restrict Processing: Under specific conditions, you can ask us to suspend processing your data, such as while verifying its accuracy or the reasons for processing.
• Right to Withdraw Consent: If our processing is based on your consent, you can withdraw it. This won't impact prior lawful processing but might affect our services to you.
• Right to Data Portability: Under certain situations, you can request that we transfer your data either to you or another organisation.
• 
  To make any of these requests, simply email us at dpo@aetheriagroup.global. We aim to process your request promptly, typically within a month. If we anticipate delays, we'll inform you. And the best part? We don't charge a fee for these requests unless there are exceptional circumstances.