Personal data or personal information means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We are a National UK Engineering Recruitment Service provider of Permanent staff. Because of the nature of our work we are required to hold sensitive personal information in the pursuit of employment for our candidates (Job seekers) with our clients (Employers). We also have to explain the work that we do to our Clients. We will use the information we hold about those who use our services in compliance with UK law and consistent with the relationship of trust we have with them.
1. Purpose of the policy
1.1 This policy sets out how we will collect, process, store and use the information we hold about you.
1.2 We take seriously the protection of your privacy and confidentiality and we understand that you are entitled to know that your personal data will not be used for any unintended purpose and will not accidentally fall into the hands of a third party.
1.3 We undertake to preserve the confidentiality of all information you provide to us.
1.4 Our policy complies with UK law accordingly implemented, including that required by the EU General Data Protection Regulation (GDPR).
1.5 The law requires us to tell you about your rights and our obligations to you in regards to the processing and control of your personal data. This information can be found at www.knowyourprivacyrights.org
1.6 Except as set out below, we do not share, or sell, or disclose to a third party any personal information we collect.
2. Where we collect information about you from.
We collect information in the following ways:
When you give it to us DIRECTLY, for example when you apply to a job posting by e-mailing your CV, cover notes/letters or telephone us we will collect information that is sensitive, to include your name, address, e-mail, telephone number, work history, background, achievements, skills, qualifications and other personal information that may be deemed necessary in finding you work.
When you contact us DIRECTLY as a client (employer) to find you suitable candidates, to engage our services as a Recruitment provider we will collect information about your organisation, the key ‘hiring managers’, HR function, to include details about the company history, function, products, services, contact names, telephone numbers, background information and other potential personal information that may be deemed necessary in finding you suitable applicants for your organisation.
2.2 When you give permission to OTHER ORGANISATIONS to share or it is available publicly. We may combine information you provide to us with information available from external sources. We may use this information to gain a better understanding for our Clients or Candidates to improve our services. The information we get from other organisations may depend on your privacy settings, or the responses you give, so you should regularly check them. This information comes from social media, such as Facebook and Twitter, and information publicly available.
3. The basis on which we process information about you.
3.1 The law requires us to determine under which of the defined basis we process different categories of your personal information, and to notify you of the basis for each category.
3.2 If a basis on which we process your personal information is no longer relevant then we shall immediately stop processing your data.
3.3 If the basis changes then if required by law we will notify you of the change.
4. Information we process for the purposes of finding you a job role
4.1 In order to carry out our obligations under a vacancy assignment of one of our clients we must process the information you give us. Some of this may be personal information, including, for example, passport, national insurance number, drivers license.
4.3 We may use it in order to verify your identity for security purposes, to provide you with our services.
4.4 We process this information on the basis that you have requested we use the information for the purposes of securing a job.
4.5 Additionally, we may aggregate this information in a general way and use it to provide class information, for example to monitor our performance with respect to a particular service we provide. If we use it for this purpose, data will be anonynmised and individuals will not be personally identifiable.
5. Information we process for the purposes of filling recruitment assignments
5.1 In order to carry out our obligations under a vacancy assignment we must process the information you give us. Some of this may be personal information, including, for example, names, contact details, job roles, etc…
5.2 We process this information on the basis that you have requested we use the information for the purposes of the recruitment assignment
5.3 We may use this information in discussion and correspondence with potential candidates and to provide information for the purpose of a job application, interview confirmations, advertisement assignments (with specific permission sought) and to provide job specifications.
5.3 Additionally, we may aggregate this information in a general way and use it to provide class information, for example to monitor our performance with respect to a particular service we provide. Or we may use it for job adverts and postings on job boards. If we use it for this purpose, data will be anonynmised and individuals will not be explicitly, personally identifiable.
6. Information we process because we have a legal obligation.
6.1 Sometimes we must process your information in order to comply with a statutory obligation. For example, we may be required to give information, including your personal information, to legal authorities if they so request or if they have the proper authorisation such as a search warrant or court order.
7. Information we collect because we have a legitimate interest.
7.1 In order to find clients and employers to carry out our work, we research potential clients from publicly available sources, such as Linkedin websites or company listings. We may use contracted professional lead generators to do this and to prepare mailings on our behalf. We will remove personal details gathered in this way from our mailing lists when requested to do so.
8. How we keep your data safe and who has access.
8.1 We ensure that there are appropriate technical controls in place to protect your personal details. For example, our IT network is protected and routinely monitored and paper records are stored securely.
8.2 We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff.
8.3 We use external companies to collect or process personal data on our behalf. We do comprehensive checks on these companies before we work with them, and put a contract in place that sets out our expectations and requirements, especially regarding how they manage the personal data they collect or have access to.
8.4 Our current suppliers run their operations inside the European Economic Area (EEA). If in the future we need to use suppliers outside the EEA, although they may not be subject to the same data protection laws as companies based in the UK, we will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law. By submitting your personal information to us you agree to this transfer, storing or processing at a location outside the EEA.
9 When to provide the Privacy Notice
9.1 We provide individuals with privacy information at the time we collect their personal data from them.
9.2 If we obtain personal data from a source other than the individual it relates to, we provide them with privacy information:
9.2 A.) Within a reasonable of period of obtaining the personal data and no later than one month;
B.) If we plan to communicate with the individual, at the latest, when the first communication takes place; or
C.) If we plan to disclose the data to someone else, at the latest, when the data is disclosed.
10. How long we retain your personal data.
10.2 To provide you with the services you have requested. This includes a record of the support you receive from us so that we can provide the best possible service should you contact us in the future
10.3 To comply with other law, including the period demanded by our tax authorities
10.4 To comply with our client contract agreements which sometimes expect us to keep records for up to five years
10.5 To support a claim or defence in court
11. Your right to know what we know about you, make changes or ask us to stop using your data
11.1 You have a right to ask us to stop processing your personal data and, if it is not necessary for the purpose that you provided it to us for, we will do so. Contact us on 020 83679300, email@example.com if you have any concerns.
11.2 We will not use your information for marketing purposes if you have indicated that you do not wish to be contacted for such purposes. However, we may retain your details on a suppression list to help ensure we do not continue to contact you.
11.3 You have a right to ask for a copy of the information we hold about you. If there are any discrepancies in the information we provide please let us know and we will take appropriate steps to correct them.
11.4 If you want to access your information, send a description of the information you want to see and proof of your identity by post to The Data Compliance Officer, Kirsty Meggitt to 27 Park Road, Hampton Hill, Middlesex, TW12 1HG, requests will not be accepted by email so we can ensure that we only provide personal data to the right person.
11.5 After receiving your request, we will tell you when we expect to provide you with the information.
12. How you can complain
12.1 Please raise any issues or concerns you have with the Manager or a Senior Worker of the appropriate project or service. Normally, these discussions will be able to address your concerns.
12.2 If you wish to make a formal complaint, please do so in writing and address it to The Director, Technique Selection Limited, 27 Park Road, Hampton Hill, Middlesex, TW12 1HG, marking the envelope “Private and Confidential”. You should include your full name, address and other contact details and as much information as you can about your complaint.
12.3 An appropriate member of Technique Selection Ltd will acknowledge receipt of your written complaint and give an indication of how long it may take to investigate your concerns. Once the investigation is completed, you will receive a written response.
12.4 If you are dissatisfied with how we process your personal information, you have a right to complain to the Information Commissioner’s Office at https://ico.org.uk/concerns/
13. Changes to this policy