This policy outlines how we process your personal data. This policy is in line with the requirements of the GDPR regulations that come into force in May 2018. We will use your information in a way that you would reasonably expect when providing our Recruitment Service, this policy is to ensure that what we do is transparent.
As part of the service we provide, we will need to share your personal data with our clients who may have roles that you will be interested in. Our clients will have their own privacy policies and will also need to comply with all applicable laws such as GDPR – we encourage you to contact them directly if you have any concerns or questions about your data.
Legal basis for processing your data
As part of our Recruitment Service, we will process your data so that we can assess your suitability for particular roles and we will share it with relevant clients as part of the Recruitment Service. We may also use your data to contact referees as part our service to our clients.
We take into consideration the reasonable expectations of individuals who are actively applying for jobs or making their personal information publicly accessible on professional networking sites.
If you are submitted as a candidate or requested for interview, then this may involve the processing of more detailed personal data including sensitive data such as health information or any unspent criminal convictions that you or others provide about you. We will ask for your consent before undertaking such processing if we are required to do so.
What information will we collect about you?
We only collect and process personal data that is necessary as part of the recruitment process and provide you with work-finding services. We need your personal data so that we can find you suitable opportunities, at any point during our process if we require further data from you in order to asses your suitability for a role, we will e-mail to ask permission for that data.
The information we collect may include the following
• your name
• email address
• contact details
• work history
• identification and right to work documents
• educational records
In general, we will not ask you about sensitive personal data but there may be times that it is necessary for information to be disclosed to us and for us to share that with potential employers. We will only share the information where you have provided your explicit consent.
We are also under an obligation with our clients to provide suitable candidates. Part of that assessment will include asking you about any unspent criminal convictions you may have. We consider this to be highly confidential information and will only do so where you have provided your explicit consent.
What data and where do we get it?
There are many sources of information, some of it in the public domain and some of it not. We will always request access to use any data such as the following;
• Information from you - Our registration process gathers data about you that can be used in our recruitment process. We may also approach you for further data or gain further data through applications via our website.
• Data in the Public Domain - Data may also be obtained from professional networking sites or job boards, where you have actively published or submitted your information.
• Reference or word of mouth. You may be recommended by a friend, former employer or colleague.
How will your data be used?
We will use your data as part of our recruitment process and provide you with work-finding services, including but not limited to:
• To provide our services by using your details to identify your suitability for a given role.
• To contact you should a new role be something you may be suitable for.
• To contact and update you regarding any role applications you may have made.
• To share your details with Clients with the aim of securing a potential role (our Client may be the company you will provide your services to or an intermediary company that directly supplies to the company you will provide your services to).
As part of the Recruitment Process, if our clients request further data such as references, we will approach you to get that information / data.
How do we contact you?
We may contact you by phone, email or social media.
When will we contact you?
• As part of either registering with us or applying for a specific role, once we have reviewed the data you have sent us, we will contact you to clarify or request further data.
• If you have registered with us and a new opportunity comes up we may contact you to find out if you may be interested in it.
• Before we put you forward for a role, we will always clarify that you are happy for us to act on your behalf.
• We like to ensure that you or our clients are happy after we have placed a candidate, hence we may contact you in the immediate week following take up of a new role.
• In relation to any correspondence we receive from you.
• To update you on any material changes to our policies and practices.
Who will we share your information with?
In order to do what we do, it is necessary for us to share your personal data with our clients (independent data controllers). Until any job offer is to be made, we will not share your direct contact details with any client, however we can not be responsible if any client contacts you using contact details available in the public domain.
In circumstances where data disclosure is required or permitted by law (such as to government bodies and law enforcement bodies), we will contact you to confirm what data will be shared and who it will be with.
Where is our data stored?
Our systems are in the UK and our back-up systems are stored in the EEA. We do not transfer your data out of the EEA unless specifically identified for a non EEA based role.
How long will we keep your personal information?
We only retain data for as long as necessary for the relevant role. This may be determined by legislation or a decision as to what we consider necessary for the business based on a number of factors.
• If you have not registered with us, your data will be retained for 12 months from when it was added to our database or from when you were last contacted. You can request to have your record deleted (see below).
• If you do register with us, your data will be retained for 3 years from the last contact or activity on your record. You can request to have your record deleted (see below).
• If we place you in a temporary assignment or permanent role we will be required to keep certain information for specific lengths of time up to a maximum of 6 years. The purpose of keeping this information is to comply with our legal obligations.
• Client contact details are retained for 3 years. You can request to have your record deleted (see below).
Will we process special categories of personal data and criminal convictions?
We do not collect special categories of data. Special categories of data can be categorised as sensitive personal data that reveal personal information that is not directly relevant to any role we may be working on, i.e. racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation.
However, by taking copies of passports or ID it may be that racial or ethnic origin can be revealed. Processing this data is necessary for us comply with employment law obligations and the data is only used for this specific purpose.
Will we contact you for marketing purposes?
We will only send you direct marketing emails that promote our company or services if you have opted-in to this. You will have the option to opt-in when you are provided with a copy of our Privacy Notice. You can also manage your direct marketing preferences by contacting DesScanlanITRecruitment or updating your preferences or clicking the unsubscribe link on an email.
What happens if you don’t want to share your data with us or request that we delete your data?
It is very difficult for us to be effective in providing a recruitment service without your data
You have the right to object to us processing your data based on legitimate interest. If you are not successful in a job application, you may wish us to delete your data. This can happen on receipt of a written or e-mailed request to do so. You will have the option to delete your data at any point, you can do so by emailing email@example.com
If you have been successfully placed then we will be under certain legal obligations to retain information for specified periods (up to 6 years), this includes, but is not limited to, ensuring you have the right to work in the UK and allowing us to comply with HMRC reporting requirements regarding payroll information. In such situations you do not have the right to object to us processing your data. You do also have the right to restrict processing which means that we will stop further use of your data but still store it.
However, if we stop processing your data it will mean that any assignment you may currently be on will be terminated immediately or in line with any notice period.
Please note that we may require you to provide us with proof of your identity and answer security questions before processing your request and if your data is deleted we will have no record and you may be contacted again in the future.
Can you find out what data we hold about you?
We are happy for you to request a copy of the information we store about you. If any of the data we hold is inaccurate, you have the right to get it changed. You can contact us via the contact details on our website.
We usually act on such 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.
Do you have the right to data portability?
The GDPR regulations contain a right to data portability. This will enable individuals to both receive and transmit the personal data they have provided to a data controller in a structured, commonly used and machine-readable format to another data controller.
The right to data portability only applies to the following:
• personal data provided by the individual;
• personal data that is processed with the individual’s consent or on the basis of a contract (excluding the other legal bases); and
• when processing is carried out through automated means.
As we rely on the legal basis of legitimate interests, this right will not apply to the data we hold about you. In addition, references obtained directly from third parties about you will not be subject to the right of data portability.
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