Who are we?
We provide permanent and temporary recruitment services to clients looking to recruit personnel for their businesses.
Our contact details are as follows:
Telephone – 01843 594694
Email – firstname.lastname@example.org
Address – Unit 14 The Old Steamhouse, Goblands Farm Business Centre, Hadlow, Tonbridge, Kent TN11 0LT
What does this policy cover?
- sets out the types of personal data that we collect about you
- explains how and why we collect and use your personal data
- explains how long we keep your personal data for
- explains when, why and with who we will share your personal data;
- sets out the legal basis we have for using your personal data;
- explains the effect of refusing to provide the personal data requested;
- explains the different rights and choices you have when it comes to your personal data; and
- explains how we may contact you and how you can contact us.
What personal data do we collect about you?
We may also collect sensitive personal data about you in the form of unspent criminal convictions or medical conditions which require particular facilities, arrangements or support in the workplace. We only collect sensitive personal data from you, and further process this data, where you have given your explicit consent to do so.
Where do we collect personal data about you from?
- Directly from you. This is information you provide while searching for a new opportunity and/or during the different recruitment stages.
- Through publicly available sources. We use the following public sources:
- Social Media
- Job Boards
- By Reference or word of mouth. For example, you may be recommended by a friend, a former employer, a former colleague or even a present employer.
Where we collect your information through publicly available sources as set out above, we may do this with the aid of software programs such as Source Hub or Sourcebreaker. These programs are given parameters on the requirements of a role and search through publicly available sources to find such candidates. These programs are designed to only output information on candidates that meet the search criteria. The parameters of this program are restricted to only searching for candidate information from public sites where there is a reasonable expectation that such information may be collected and further processed by recruiters for the purpose of sourcing candidates for different job roles.
How and why we use your personal data
How long do we keep your personal data for?
Candidate data: 5 years since last contact
Contractor data: 8 years from end of assignment
Client contact details: 5 years since last contact
Client correspondence, including contract negotiations: 8 years
Referee contact details: 5 years since contact for permanent placement references; 8 years from the end of the contract assignment of the contractor for whom the reference is supplied.
Who do we share your personal data with?
Clients’ personal data (contact details) is potentially shared with the candidate for the purpose of progressing the recruitment process.
Referees’ personal data may be shared with clients (or their chosen outsource partner).
Internally, your personal data will be shared with Recruitment, Operations and Finance teams as required.
Checks on information provided may be conducted by us.
What legal basis do we have for using your information?
If you are interviewed and submitted as a candidate, then this may involve the processing of more detailed personal data including sensitive data such as health information that you or others provide about you. In that case we always ask for your consent before undertaking such processing.
For clients, we may also rely on our processing being necessary to undertake a recruitment assignment or provide you other services.
What happens if you do not provide us with the information we request, or ask that we stop processing your information?
Do we make automated decisions concerning you?
Do we transfer your data outside the EEA?
What rights do you have in relation to the data we hold on you?
What does this mean?
|1. The right to be informed||You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we’re providing you with the information in this Policy.|
This is so you’re aware and can check that we’re using your information in accordance with data protection law.
|3. The right to rectification||You are entitled to have your information corrected if it’s inaccurate or incomplete.|
|4. The right to erasure||This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there’s no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.|
|5. The right to restrict processing||You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.|
|6. The right to data portability||You have rights to obtain and reuse your personal data for your own purposes across different services.|
|7. The right to object to processing||You have the right to object to certain types of processing, including processing for direct marketing (i.e. if you no longer want to be contacted with potential opportunities).|
|8. The right to lodge a complaint||You have the right to lodge a complaint about the way we handle or process your personal data with your national data protection regulator.|
|9. The right to withdraw consent||If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful).|
We usually act on requests and provide information free of charge, but may charge a reasonable fee to cover our administrative costs of providing the information for:
- baseless or excessive/repeated requests, or
- further copies of the same information.
Alternatively, we may be entitled to refuse to act on the request.
Please consider your request responsibly before submitting it. We’ll respond as soon as we can. Generally, this will be within one month from when we receive your request but, if the request is going to take longer to deal with, we’ll come back to you and let you know.