Pleiad Privacy Notice
Last updated: 19 May 2026
Important information and who we are
This privacy policy gives you information about how Pleiad Group Ltd (“Pleiad“) collects and uses your personal data through your use of this website, including any data you may provide when you or your employer provides products or services to, or purchases services from, Pleiad.
Controller
Pleiad is part of a group of different legal entities (Group) including Pleiad Group Ltd (Ireland) and Pleiad Group SAL, details of which can be found on our About us page. This privacy policy is issued on behalf of the Group so when we mention “Pleiad”, “we”, “us” or “our” in this privacy policy, we are referring to the relevant company in the Group responsible for processing your data. Pleiad is the controller and responsible for this website.
If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact us using the information set out in the Contact details section below.
The types of personal data we collect about you
Personal data means any information about an individual from which that person can be identified.
Pleiad provides consulting, human resources, finance, IT and other back-office services to a number of client businesses. We process personal data relating to our own employees, workers and contractors in the course of running our business. We may also process personal data relating to job applicants, our business contacts, our suppliers and (in connection with regulatory, compliance and legal work) our directors and beneficial owners, and the directors and beneficial owners of our clients. As such, we may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
- Identity Data includes first name, last name, any previous names, national insurance number or similar identifier, marital status, title, date of birth and gender.
- HR Data includes data relating to your employment or engagement, such as employment status, role, benefits eligibility and (where relevant) details of your dependants and emergency contacts. Some HR Data — including data revealing health, racial or ethnic origin, religious or similar beliefs, trade union membership, sexual orientation or biometric or genetic data — constitutes Special Category Data which is subject to additional safeguards under applicable privacy laws.
- Business Data includes corporate addresses, email addresses and telephone numbers.
- Financial Data includes bank account, payroll and similar data.
- Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access this website.
We may also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals’ website usage data to calculate the percentage of users accessing a specific website feature in order to analyse general trends in how users are interacting with our website to help improve the website and our service offering.
How is your personal data collected?
We use different methods to collect data from and about you including through:
Your interactions with us. You may give us your personal data by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you or your employer provides us with products or services or purchases our services, and/or you give us feedback or contact us.
Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. Please see our Cookie Policy for further details.
Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources as set out below:
- Technical Data may be collected from analytics providers (such as Google), where applicable.
- Identity, HR, Business and Financial Data is collected from businesses to whom we provide services, and from recruiters and other agencies in connection with applications for employment or engagement.
How we use your personal data
Legal basis
The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:
- Performance of a contract with you: Where we need to perform the contract we are about to enter into or have entered into with you.
- Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to provide your employer with the services we have committed to. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to do so by law).
- Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to.
Where we collect Special Category Data, we do so on the basis that it is necessary for exercising specific rights in relation to employment, social security and/or social protection, or for the establishment, exercise or defence of legal claims. For example, we may collect your health data in order to assess what sickness benefits you are entitled to.
Purposes for which we will use your personal data
| Purpose/Use | Type of data | Legal basis and retention period |
|---|---|---|
| To process staff personal data, namely (i) personal data of our own employees, workers, contractors, agency workers, consultants, directors and other company personnel for human resources, payroll, IT and other employment-related purposes; and (ii) personal data of our clients’ staff, where we provide HR, IT, finance and other back-office services on the client’s behalf (for example, issuing IT equipment or providing HR support services). | (a) Identity (b) Business (c) Financial (d) HR | (a) Performance of a contract with you, where you are a Pleiad employee, worker, contractor or other company personnel. For example, we use your bank account information to pay you your salary in accordance with the terms of your employment contract. (b) Necessary for our legitimate interests, where you are a member of our clients’ staff (i.e. necessary to provide the services we have been contracted to provide to your employer). (c) Necessary to comply with a legal obligation (including employment, tax, social security and similar requirements). (d) Where we process Special Category Data (such as health information), it is necessary for the purposes of carrying out our (or your employer’s) obligations and exercising specific rights in the field of employment, social security and social protection law. We will retain this data for as long as we need it, for the duration of your employment or engagement (or, where applicable, for the duration of our services to your employer) and for a reasonable period of time afterwards in line with applicable legal, accounting and regulatory requirements. |
| To assess your suitability for employment or engagement (whether by Pleiad or by one of our clients), including processing your application, conducting interviews, and carrying out pre-engagement and background checks. | (a) Identity (b) Business (c) HR | (a) Necessary in order to take steps at your request prior to entering into a contract. (b) Necessary for our legitimate interests, where you are a candidate for one of our clients (to identify and recruit suitable staff for our clients’ businesses). (c) Necessary to comply with a legal obligation (for example, right-to-work and similar pre-engagement checks). We will retain this data for the duration of the application process and for a reasonable period afterwards in line with applicable legal, regulatory and records-retention requirements. |
| Business administration, e.g. to run our business, to receive products or services or to provide services including: (a) budgeting and planning (b) managing payments, fees and charges (c) collecting and recovering money owed to us | (a) Business (b) Finance | (a) Performance of a contract with the business you work for. (b) Necessary for our legitimate interests (for example, where we need to contact you to make an order from the business you work for). We will retain this data for as long as we need it, for example where we receive products or services from the business you work for, we will retain Business Data for as long as we are likely to purchase further products or services. |
| To manage our relationship with you which will include: (a) Notifying you about changes to our terms or privacy policy (b) Dealing with your requests, complaints and queries | (a) Identity (b) Business | (a) Performance of a contract with you (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (to keep our records updated and manage our relationship with you). We will retain this data for as long as we need it, for example for the duration of your employment or engagement and for a reasonable period of time afterwards in line with applicable legal, accounting and regulatory requirements. |
| To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) | (a) Identity (b) Business (c) Technical | (a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise) (b) Necessary to comply with a legal obligation We will retain this data for as long as we need it, for example where we receive IT services from the business you work for, we will retain Business Data for as long as we are likely to purchase further services from that business. |
| To deliver relevant website content and to improve our website | (a) Technical | Necessary for our legitimate interests (to study how customers use our website and to keep our website updated and relevant) We will retain this data for a reasonable period following the end of the applicable browser session in which you accessed our website |
Cookies
For more information about the cookies we use and how to change your cookie preferences, please see our Cookie Policy.
Disclosures of your personal data
We may share your personal data where necessary with the categories of recipients set out below for the purposes set out above. In particular, we may share your personal data within the Group, with those we work with in the course of providing our services (e.g. with your employer, or with third parties who provide benefits on our behalf or on behalf of your employer) and with those who provide services to us (e.g. with software and cloud hosting service providers).
More specifically, the categories of recipients with whom we share personal data include:
- Other companies in our Group;
- Our clients (where we provide services to them or on their behalf);
- Service providers that we engage, including payroll, benefits, technology, software and cloud hosting providers;
- Professional advisers, including legal advisers, auditors and insurance brokers; and
- Regulators, government authorities and other third parties where required or permitted by law.
We may also share your personal data with third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.
We also share your personal data in accordance with the law.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
International transfers
We share your personal data within the Pleiad Group. This will involve transferring your data outside the UK to our overseas offices in Ireland, Greece and Lebanon, and to our service providers, portfolio companies and professional advisers in countries including France, Cyprus, Luxembourg, Canada, the United States, Bermuda and the Cayman Islands. We may also transfer your personal data to service providers that carry out certain functions on our behalf. This may involve transferring personal data to countries which have laws that do not provide the same level of data protection as UK law.
Whenever we transfer your personal data out of the UK, we always ensure that a similar degree of protection is afforded to it.
We do this by ensuring that the country to which your personal data is transferred has been deemed by the UK to provide an adequate level of protection for personal data (for example, Ireland, Greece, France, Cyprus, Luxembourg and Canada), or where we transfer your personal data to countries which have laws that do not provide the same level of data protection as the UK, that there are specific standard contractual terms approved for use in the UK which give the transferred personal data the same protection as it has in the UK (namely via an International Data Transfer Agreement).
We may also rely on a derogation under UK law to transfer your personal data, for example where the transfer is necessary for the conclusion or performance of a contract concluded in your interests between us and a third party, or where the transfer is necessary for the establishment, exercise or defence of legal claims. For further information about these international transfers, please contact us.
Data security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Data retention
Details of retention periods for different aspects of your personal data are set out in the “How we use your personal data” section above.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
In some circumstances you can ask us to delete your data (see “Your legal rights” below).
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
Your legal rights
You have a number of rights under data protection laws in relation to your personal data. You have the right to:
- Request access to your personal data (commonly known as a “subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
- Request erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.
- Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
- Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: if you want us to establish the data’s accuracy; where our use of the data is unlawful but you do not want us to erase it; where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
If you wish to exercise any of the rights set out above, please contact us using the details below.
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Contact details
If you have any questions about this privacy policy or about the use of your personal data, or you want to exercise your privacy rights, please contact us:
- Email: privacy@pleiad.group
- Postal address: Pleiad Group Ltd, 40 Lime Street, London EC3M 7AW
- Telephone: +44 (0)203 918 9800
Complaints
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.
Changes to the privacy policy and your duty to inform us of changes
We keep our privacy policy under regular review. This version was last updated on 19 May 2026.