PRIVACY NOTICE – Vendor Verifications
This Privacy Notice explains why and how RWS Holdings PLC and its affiliated companies (together, "RWS") process the personal information we receive for the purposes of identity verification and compliance checks.
RWS’ objective when processing your personal information is to both protect and handle it responsibly. This Privacy Notice explains what personal information we collect, how we use and share it, and the rights you have regarding your information.
We will collect the following information:
- Name
- Contact details (e.g., email)
- Country of residence
- Nationality
- Gender
- Date of birth
- Place of birth
- Governmental-issued IDs (such as passports or driver’s licence)
- Photographs (“selfies”), short video recordings of yourself and biometric data solely for the purpose of facial recognition (resulting from the photographs and short videos you take of yourself)
RWS will only processes your personal information to perform our Vendor Verification processes:
- Compliance checks: This processing activity is based on our legal obligation. Your information will be processed in order to complete lawfully required compliance checks in accordance with applicable fraud prevention and security laws. These checks include but are not limited to Anti-Money Laundering, Know Your Customer, Politically Exposed Persons and Sanctions Screening.
- Identity verification: This processing is based on your explicit consent. We will ask for your consent prior to initiating the facial recognition process. Where you have provided your consent, RWS will direct you to our sub-contractor platform (CheckIn.com) to complete the identity verification process. You are free to not consent to this processing activity, in which case we will provide an alternative method. This will consist of a video interview with an RWS employee, where you will be asked to show your face and ID for a “sight check”. Please note, no IDs will be collected or processed as part of this alternative Vendor Verification process.
- RWS group of companies: Your personal information will be processed only by specifically assigned personnel in the RWS Group companies on a need-to-know basis, to complete the purposes for which we collect your information and to fulfil our obligations as a data controller. Details of the individual companies are available at RWS Companies. RWS does not store any ID or biometric data on our systems. that may be collected as part of the Vendor Verifications process. RWS confirms we do not sell your personal information we collect to third parties and have not sold your personal information in the past 12 months.
- Sub-contractor: RWS engages a sub-contractor CheckIn.com, acting as data processor on our behalf and under our instructions for the purpose of providing the Vendor Verification solution. As our data processor, CheckIn.com is required: to use the information solely for the purpose of providing the Vendor Verification process; adhere to our policies, procedures and processes; implement and maintain all administrative, organisational, technical and physical security measures to ensure the confidentiality, integrity and availability of your personal data; and comply with applicable data privacy laws.
The personal information that we collect from you may be transferred to or stored at, a destination outside the country you are resident in or the country in which you provided it to us.
Our third-party sub-contractor, Checkin.com, is based in and conducts all of the necessary processing activities on our behalf in the European Union (EU).
In the event that data is required to leave the EU, we have concluded Standard Contractual Clauses based on the EU Commission’s standards (SCCs) with Checkin.com to legitimise such transfers and also have entered into an intra-group data transfer agreement to legitimise our intra-group transfers of personal information.
Your data will be securely retained for the time necessary to complete the Vendor Verifications process, after which it will be permanently deleted within 30 calendar days.
Only the 'Verified’ or ‘Not Verified’ status of the Vendor Verifications process will be processed and retained on our systems for our legal and compliance, and auditing purposes.
You have the following rights regarding the personal information we process about you, the extent of which may vary depending on applicable laws:
- Access your personal information;
- Obtain rectification of any inaccurate personal information;
- Obtain the erasure or deletion of your personal information.
- Withdraw the consent previously provided at any time;
- Temporarily restrict the processing of your personal information.
- Object to the processing of your personal information, including for direct marketing.
You will never be discriminated against when exercising your rights. You also have the right to lodge a complaint about the way in which your personal information is being used to a supervisory authority. We ask that you first send your complaint to RWS at privacy@rws.com, to enable us to address this efficiently with you. In the list of RWS Companies are details of the relevant Supervisory Authorities for each of our companies.
To exercise your rights, please direct your request to privacy@rws.com.
If you have any questions or issues about RWS’s Global Privacy Notice, please contact us at:
Christel Cao-Delebarre
Group Head of Global Privacy
Email: privacy@rws.com
Postal Address: RWS Holdings Plc
The Legal Department
RWS Compass House
Vanwall Business Park, Vanwall Road
Maidenhead, Berkshire
SL6 4UB
United Kingdom
RWS Holdings plc is a company registered in England with registered number 03002645. Changes.