In order to effectively perform recruitment activity in the interest of locating and securing a relevant placement or jobseeker for an individual, [The company] may process and retain information about an individual. When we do so, we are regulated under the General Data Protection Regulation, which applies across the European Union (including the UK) and are responsible as ‘controller’ of that personal information for the purposes of those laws.
The information may be processed either on the basis of the individual opting-in or on the basis of legitimate interest, for a period of [NUMBER] months, at which time the individual will be notified and asked to opt-in for a further agreed term. Our legitimate interests are to seek to fulfil jobseeker or client requirements by locating relevant candidates and vacancies, and data may be processed regarding relevant individuals who have demonstrated activity within the market(s) in which we operate as persons who may benefit from such recruitment services.
Information that may be collected may include names, gender, contact details, location data, previous/current work details, jobseeking preferences, and miscellaneous information relevant to the recruitment process. Information may be collected by [company] staff either through direct communication with the candidate (phone/email/Skype or other) or information made public online (LinkedIn, Facebook, Twitter etc.) This information will be used solely for recruitment purposes and not shared with anyone outside [COMPANY] except with written permission of the individual (for example, when submitting a candidate’s CV to a company) or in the circumstance that we are required to by law enforcement or other authorities if required by applicable law.
We have appropriate security measures in place to prevent personal information being accidentally lost or used in an unauthorised way. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. We also have procedures in place to deal with any suspected data security breach, and will notify you and any applicable regulator of any suspected data security breach where we are legally required to do so.
Individuals retain the right to determine how they are contacted, the right for personal data to be removed from company records, the right to be forgotten by the company, the right to view records or information held about them providing this request is not unfounded or excessive, the right to object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you, the right to object in certain other situations to our continued processing of your personal information, the right to otherwise restrict our processing of your personal information in certain circumstance, and the right to have any erroneous information corrected. To exercise any of these rights, please contact us by email at firstname.lastname@example.org or phone on 0207 256 9777, providing enough information for us to identify you and with proof of identity and address, (such as a copy of driving license or passport and a recent utility or credit card bill). Any requests will be effected within one calendar month of notification.
At any point, an individual may opt-out of any form of communication with (company). To unsubscribe from future emails, please email email@example.com. To opt-out of any other form of communication, please contact our office on 0207 256 9777.
How we Manage your Personal Information
All the personal information that we obtain from you is held on our in-house database and occasionally on our manual systems. We will endeavour to ensure that your personal information is maintained and up to date. It is your duty to inform us of any changes to your personal information to ensure that it is up to date. If we have no contact with you after a period of time that we consider appropriate or if we consider that certain information is no longer relevant, then we may delete or archive your personal information.
Where you provide information in response to a particular advertisement or job opportunity, we retain personal information in order to consider you for future suitable opportunities, whether or not you are successful in your initial application. You have the right to ask us to stop using your personal information for such future recruitment opportunities. If you do not want us to use your information for future opportunities or want to request that we delete or amend information from our database, please write to us confirming your requirements and we will react appropriately.
We are committed to protecting your privacy in all our dealings with you, whether through our online services or through direct contact with our employees. Our practices and procedures are intended to ensure that the information you submit remains private and is only used for the purposes set out in this policy. Please be assured that we will not sell or share any information about you with any third parties, other than prospective employers or client companies for whom you are working, without your consent or unless we are required to do so by law.
Whilst we seek to ensure that all prospective employers and clients adopt a similarly confidential approach to your personal information, we cannot guarantee that this will be the case.
As set out in the Data Protection Act, you have the right to request a copy of the personal information we hold about you and to correct any inaccuracies. We have the right to make a small charge for providing you with this information so please write to us with any such requests.
How we Use your Personal Information
We collect your personal information in order to facilitate the recruitment process. You are under no obligation to provide us with personal information, but if you do not wish to disclose such information to us, we may be unable to provide you with our services or be restricted in the services we can provide since your personal information is necessary in order to assess and progress your employment opportunities.
If you are contracting through us, we will be unable to operate our relationship with you without using your personal information. Prospective employers and client companies may also be unable to proceed with recruitment or contract opportunities without sufficient information about you.
It is not our policy to seek sensitive personal information unless required for recruitment purposes, legally required or reasonably necessary for our ongoing relationship with you. Sensitive information includes data concerning race or ethnic origin, physical or mental health, sexual orientation, religious beliefs, political opinion, trade union membership or criminal records and proceedings. We therefore suggest that you do not offer sensitive information of this nature unless specifically requested to do so. If you do provide sensitive information for any reason, we accept this as your consent to use such information in the ways described in this policy.
We may use your personal information, including (but not limited to) your name, address, telephone numbers, email addresses and CV details for the following purposes:
1. Search / Permanent/ Contract Recruitment:
- Matching your details with job vacancies, helping us find the position that suits you best;
- Contacting you by telephone, email or post to alert you to suitable vacancies, co-ordinate interview arrangements and job offers, and to keep you up to date with new services and events;
- Short-listing and selection;
- Supplying your details to prospective employers for the recruitment process and, when you have found your role, arranging your future employment with them;
- Complying with legal or our client company requirements for those placed with them, such as qualification and security checks, health and safety and immigration;
- Obtaining references from your named referees;
- Compiling surveys;
- Monitoring equality of opportunity.
2. Specifically for Contract and Interim Recruitment:
- Managing your placements including dealing with any concerns or questions you have and dealing with issues such as hours of work, behaviour, performance, ill health, holiday and the end of placements;If legally required to do so, we may also release your personal information to regulatory or law enforcement authorities.