InCompass International Consultancy Services Ltd.
**Our Service to our Consultants and Registration Privacy Policy**
16 May 2009
Please read the following services and registration privacy policy carefully, sign and return it to: operations@incompass-intl.com.
Our Service to our Consultants
InCompass International Consultancy Services Limited, hereafter referred to as InCompass International, is a project management company specialised in the sectors of Justice and Home Affairs (JHA) and Security Sector Reform (SSR) and managing projects for both public and private sector interests, in the capacity of both sole-manager and joint-partner manager.
Our JHA and SSR consultants are viewed as part of the team, whether on active duty on a project with us or not and we believe in offering a high-level of personal, moral and technical support to all our consultants, particularly bearing in mind the sensitive and challenging sector/s we work in. Whilst on project assignments, our consultants can request sector-specific technical support, including advice on various International Donor administrative procedures and formats, JHA project materials, sector contacts, stakeholder co-ordination and operational advice. Much of this can be found via our website, including useful sector information and project support documentation, such as comprehensive Glossary of Terms for your projects.
We also offer advice on financial , re-location and country-specific issues, outside the scope of professional agreements, understanding the difficulties that independent consultants often have in finding the best fiscal and practical arrangements that suit their mobile working and personal environment.
We therefore offer both a professional and personal support mechanism to our consultants, who work with an independent status and often in challenging and sometimes hostile environments. Where there is a shortfall or additional need, our global, informal and formal, network of Senior Associates and sector-specific contacts can be called-upon.
For 24/7 emergency support, we offer professional and efficient, up-to-date country advice and SOS rescue and evacuation services for all our consultants, in co-operation with one of three of our specialist security industry partners. Please also see our website for ‘Operational Partners.’
Your comments on how to further improve our services to you and/or our best working practices and services to clients, are very much welcome.
Our Registration Privacy Policy
InCompass International collects, uses and stores personal and sensitive information in relation to:
- the submission of expressions of interest;
- capability statements and;
- tenders.
InCompass International recognises the importance of protecting your personal information, especially in relation to our sectors of expertise, that of JHA and SSR and has implemented this policy to describe the means of collection, use, storage and access of any personal or sensitive information received by InCompass International from you, as a consultant active in the above sector/s.
What information do we collect?
When providing us with your personal information, we will inform you of how that information will be used. Types of personal information that we collect are:
- Curricula Vitae (CVs), in electronic format only;
- Consultant registration forms in electronic format only and;
- Business cards (details entered into database and hard-copies destroyed).
This personal information may be collected from various sources including:
Responses to advertisements;
Web-site inquiries;
E-mail, postal mail, facsimile and word of mouth or personal recommendations and;
Information received from suppliers or third parties.
The InCompass International web-site does not collect information from viewers without the prior consent of the viewer and it does not collect personal information from cookies. We will not collect any personal information, which is of an offensive nature, however, we may collect sensitive information and/or data, with your agreement or on request, relating to your:
Nationality;
Personal data;
Banking information;
Membership of Professional Associations and;
Medical information relating to insurance inquiries.
All of this information is deemed to be entirely confidential and is maintained only through necessity and you give us your express consent to collect and store that information. All sensitive information stored by us will be dealt with strictly in accordance with the requirements of the relevant privacy law of the countries where InCompass International offices are located. InCompass International is signatory to the Data-Protection Commissioner in Malta, which applies all the relevant EU best-practices in this regard.
Your responsibilities
When submitting information to us via our web-site, you may be asked to register your details in a content application form. We may supply you with a user name and password so that you can access our online services securely and efficiently. You are solely responsible for maintaining the secrecy of your user name and password.
Your option not to provide personal information
When you wish to register or use our web-site services, you may need to provide us with your personal information. Providing this information to us is entirely optional. However, if you do not provide it we may not be able to contact you or conduct a successful search for you.
Disclosure of information
We will keep your personal information that we collect from you strictly confidential. We will not sell, distribute, rent, license, disclose or reveal, share or pass the information onto any third parties, other than those who are contracted to us to keep the information confidential. We will only pass information onto third parties where we know information is subject to a statute or a scheme, which imposes similar restrictions to the relevant and applicable privacy laws of the countries in which InCompass International offices are located regarding the handling of personal information.
We may disclose personal information that we collect from you for the purpose specified to you at the time of collection, if:
you would reasonably expect us to disclose it for that purpose and;
that purpose is related to the purpose specified to you at the time of collection.
The primary purpose for which your personal information may be used is in the submission of documents to our clients for the purposes of obtaining paid project work. The type of submissions includes:
Expressions of interest;
Capability statements;
Tenders and;
Private-sector contracts.
Personal information submitted to us will be in the form of Curriculum Vitae pertaining to the work being tendered. It is our policy to obtain and retain on file, a copy of the Privacy Policy from our clients that may receive any of the above documents. This includes any joint-venture partners receiving document copies.
We will not disclose any personal information collected from you for any other reason not stipulated above, unless we have your prior written consent.
Security of your information
We will take all reasonable steps to ensure that all information collected from you, that we use or disclose, is accurate, up-to-date, complete and stored in a secure environment accessed only by our authorised personnel. Any transmissions sent to or from the InCompass International web-site are only monitored for quality control and systems administration.
Please keep in mind that no information transmitted over the Internet can be guaranteed to be 100% secure. Although we will endeavour to protect your personal information, we cannot ensure or warrant the security of any information you transmit or receive from us. These activities are conducted at your own risk. Once we receive your transmission, we will use our best efforts to ensure its security.
We maintain effective firewall security to our computer system to ensure that unauthorised external access is prohibited. A security and auditing log is maintained to support the security. Where information is stored as hard-copy, the information will be maintained by us in a locked filing cabinet or in other locked filing cabinets accessed only by our authorised personnel. The consultant database is accessible only by our employees and/or Senior Associates. Access by third parties is restricted except where a sub-contractor has been employed to assist with a submission.
Accessing, correcting or updating your personal information
InCompass International maintains an extensive consultant database subject to regular updates of information. The database administrator continuously reviews the database and amendments are made when we either:
receive a revised CV;
receive an E-mail requesting changes or;
contact you via E-mail or regular post to obtain your current details.
By registering on the InCompass International Consultant Database you consent to being contacted by InCompass International staff for consultant registration, database maintenance, employment and tender opportunities and other InCompass International business related matters, until you advise us otherwise.
After two unsuccessful attempts to contact you, we will delete your CV from our computer system. We do not keep hard-copies of CVs. Where you have provided business cards to us, you consent for us to enter those details into our database. Hard copies are destroyed and therefore not used illegally by third parties. You agree for us to be able to contact you using that information as a point of reference. If you do not wish us to enter that information in our database, please contact us and we will remove that information.
How to contact us
At all times, we will take great care to ensure that your personal information is protected and treated confidentially and in accordance with the relevant and applicable privacy laws of the countries in which InCompass International offices are located. If you have any questions, concerns or recommendations, or believe we have not dealt with your personal information in a manner that complies with the relevant law, please contact InCompass International by using
the ‘Contact’ link on our website: www.incompass-intl.com to send any queries via E-mail.
InCompass International reserves the right to modify or amend this policy at any time. We appreciate you taking the time to read Our Services to Consultants and Privacy Policy. To continue to be registered as one of our consultants, please agree to this Privacy Policy and return it to us, to: operations@incompass-intl.com.
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