Group Privacy Notice (SSS + ARK)

How we use your information

This privacy notice explains how we collect and use personal information across our two organisations:

Salisbury Support Services Ltd (SSS)
PA Ark Projects Ltd (ARK)

We may update this notice from time to time. The “Last updated” date is shown at the end.

Which company is responsible for your information?

We operate two separate companies. The organisation responsible for your personal information depends on what you are contacting us about:

SSS is responsible where you are receiving services from SSS, working with SSS, applying to SSS, or contacting an SSS service/team.
ARK is responsible where you are receiving services from ARK, working with ARK, applying to ARK, or contacting an ARK service/team.

Some internal support functions are provided as a shared service (see “Shared services” below). Where this applies, authorised staff supporting both companies may access information where necessary, but the relevant company remains responsible depending on the context.

Data controller details

Controller A: Salisbury Support Services Ltd (SSS)

Registered in England & Wales. Company No: 06513779
Registered Office: Abelands House, Merston, Chichester, PO20 1DY
Website: www.salisburysupportservices.com
ICO registration number: Z300525X
Data protection contact: hr@salisburysupportservices.com

Controller B: PA Ark Projects Ltd (ARK)

Registered in England & Wales. Company No: 07935433
Registered Office: Abelands House, Merston, Chichester, PO20 1DY
Website: www.ark-project.org.uk
ICO registration number: Z3360374
Data protection contact: hr@ark-project.org.uk

Important note about our contact emails:

Although the email addresses above are different, hr@salisburysupportservices.com is an alias that routes to a centrally managed HR mailbox used across both organisations. When contacting us, please tell us whether your request relates to SSS or ARK (and, if relevant, which service). We will direct your request to the correct organisation.

Shared services (how we work together)

SSS and ARK share some internal support functions. This means authorised staff may access information across both companies where necessary to deliver these shared services. Access is limited to those who need it for their role.

Shared services include: HR, training, IT, finance (separate budgets), quality/compliance, recruitment, operations management, maintenance, building/premises compliance, fleet management, and ordering/supplies (separate budgets).

Sharing support functions does not mean the companies are the same legal entity. The relevant company remains responsible as the data controller depending on the context (SSS or ARK).

How we use information

Visitors to our websites

When you visit our websites, we may collect limited technical information (for example your IP address, browser type and pages visited) through standard web server logs. We use this to operate the website, maintain security, and investigate technical issues.

Analytics and marketing cookies

We do not use analytics or marketing/tracking cookies on our websites.

Essential cookies

Our websites may use strictly necessary cookies where required for the site to function securely and properly. These cookies do not track you for marketing purposes.

People who contact us by telephone

We may receive personal information from you when you call us (for example your name, contact details and the reason for your call). We do not routinely record telephone calls. If you leave us a voicemail, your message (which may include personal information) will be retained only for as long as necessary to respond to your enquiry and will then be deleted in line with our retention approach.

People who email us

When you email us, we will use your email address and the information you provide to respond and manage the matter you contact us about. We may monitor emails and attachments for security (for example, scanning for viruses or malicious software).

How we store and retain emails

Emails may be retained for as long as necessary to deal with your enquiry and to meet legal, regulatory and organisational requirements. In some cases, relevant emails may be saved to secure electronic systems and/or printed and stored in secure files (for example, where they relate to complaints, safeguarding, service delivery records, or employment matters). Access is restricted to authorised staff.

Sharing information contained in emails

Where necessary, we may share information you send us by email with relevant external organisations. For example, this may include sharing with the local authority, safeguarding partners, healthcare professionals or regulators where there are safeguarding or safety concerns, and sharing with trusted service providers (such as payroll or pensions providers) where this is required to manage employment and pay. We only share what is necessary, and we do so in line with our legal and regulatory obligations.

People who use our ‘Contact us’ or recruitment application forms

If you contact us through our website forms, we will collect the details you provide (typically your name, email address, phone number and the content of your message) so we can respond and manage your enquiry.

How long we keep this information

General enquiries (Contact us): information is kept only for as long as necessary to respond and close the enquiry. Where an enquiry relates to regulated activity (for example complaints, safeguarding or safety matters), relevant information may be retained for longer in line with legal, regulatory and organisational requirements.
Job applications: if you are unsuccessful, we will normally retain application information for up to 6 months after the recruitment decision (unless you ask us to delete it sooner where applicable). If you are successful, relevant information will form part of your personnel record and will be retained in line with our retention practices for employee records.

People who use our services / families / professionals

We process information to deliver safe, effective services and to meet legal and regulatory obligations. This may include managing care/support, health and safety, safeguarding concerns, and communication with relevant professionals where appropriate.

Job applicants, current and former employees

We process personal information to recruit staff, manage employment, meet legal obligations (e.g. right to work), and operate our services safely.

Where required for roles, this can include pre-employment checks (for example identity, right to work, references and DBS).

Our lawful bases for processing

We use personal information under one or more of the following lawful bases:

Contract (to provide services or manage employment, or to take steps you request)
Legal obligation (to meet legal/regulatory requirements)
Legitimate interests (to run our organisations safely and effectively, balanced against your rights)
Consent (where appropriate; you can withdraw consent at any time)

Who we share information with

We may share personal information where necessary with (i) staff within the relevant organisation (SSS or ARK) and, where applicable, authorised staff providing shared services, (ii) regulators and public bodies where we are required to do so (for example in relation to safeguarding or regulatory compliance), and (iii) trusted professional advisers and service providers who support our operations (such as IT, HR, payroll, finance and training providers). We only share what is necessary for the relevant purpose, apply appropriate safeguards, and restrict access to authorised recipients. Details of our main service providers are available on request.

International transfers

Some of our service providers may process information outside the UK. Where this happens, we use appropriate safeguards permitted by UK data protection law.

How long we keep information (retention)

We keep personal information only for as long as necessary for the purpose it was collected, and in line with legal/regulatory requirements where applicable.

As a guide:

General enquiries: kept only as long as needed to respond and close the matter, then deleted.
Complaints/safeguarding/incidents: retained in line with complaint handling, safeguarding and regulatory requirements.
Recruitment: unsuccessful applicants’ information is normally retained for up to 6 months after the recruitment decision.
Employment records: where someone is employed, relevant records are retained for the duration of employment and typically up to 6 years after employment ends.

Your rights

You have rights under data protection law, including the right to request access, correction, deletion (in some cases), restriction, objection, and data portability (in some cases). Where we rely on consent, you can withdraw consent at any time. You have an absolute right to object to direct marketing (if we ever carry it out). You may also object where we rely on legitimate interests.

To exercise your rights, contact us using the details below and tell us whether your request relates to SSS or ARK (and, if relevant, which service). You also have the right to complain to the Information Commissioner’s Office (ICO): www.ico.org.uk.

How to contact us

Email: hr@salisburysupportservices.com or hr@ark-project.org.uk
Post: Data Protection Contact, Abelands House, Merston, Chichester, PO20 1DY