PRIVACY STATEMENT – CV RECRUITMENT (STAFFORDSHIRE) LTD
The Company is a recruitment business which provides recruitment services to its clients and candidates. The Company must process personal data (including sensitive personal data) so that it can provide these services – in doing so, the Company acts as a data controller. You may give your personal details to the Company directly, such as on an application or registration form or via our website, or we may collect them from another source such as a jobs board. The Company must have a legal basis for processing your personal data. For the purposes of providing you with recruitment services and/or information relating to roles relevant to you we will only use your personal data in accordance with this privacy statement. At all times we will comply with current data protection laws.
- Collection and use of Personal Data
- Purpose of Processing and Legal Basis
The Company will collect your personal data (which may include sensitive personal data) and will process your personal data for the purposes of providing you with recruitment services. This includes for example, contacting you about job opportunities, assessing your suitability for those opportunities, updating our databases, putting you forward for job opportunities, arranging payments to you and developing and managing our services and relationship with you and our clients.
If you have opted-in we may also send you marketing information and news via email/ text. You can opt-out from receiving these at any time by clicking “unsubscribe” when you receive these communications from us.
In some cases we may be required to use your data for the purpose of investigating, reporting and detecting crime and also to comply with laws that apply to us. We may also use your information during the course of internal audits to demonstrate our compliance with certain industry standards.
We must have a legal basis to process your personal data. The legal bases we rely upon to offer our recruitment services to you are:
- Your consent
· Where we have a legitimate interest
· To comply with a legal obligation that we have
· To fulfil a contractual obligation that we have with you
- Legitimate Interest
This is where the Company has a legitimate reason to process your data provided it is reasonable and does not go against what you would reasonably expect from us. Where the Company has relied on a legitimate interest to process your personal data our legitimate interests are as follows:
- Providing recruitment services for clients and candidates alike
- Keeping an up to date database of candidates records
- Contacting you to seek your consent as and when required
· Providing products and services information
- Recipient/s of Data
The Company will process your personal data and/or sensitive personal data with the following recipients:
- For the purpose of introducing you to Clients
· Previous employers for references purposes
· Pension providers whilst processing your payroll
- IT secure document storage
- Statutory/Contractual Requirement
The Company has certain legal and contractual requirements to collect personal data (e.g. to comply with the Conduct of Employment Agencies and Employment Businesses Regulations 2003, immigration and tax legislation, and in some circumstances safeguarding requirements.) Our clients may also require this personal data, and/or we may need your data to enter into a contract with you. Failing to provide your personal data will result in the inability to provide you with recruitment services.
- Data Retention
The Company will retain your personal data only for as long as is necessary for the purpose we collect it. Different laws may also require us to keep different data for different periods of time. The Conduct of Employment Agencies and Employment Businesses Regulations 2003, require us to keep candidates records for at least one year from (a) the date of their creation or (b) after the date on which we last provide you with recruitment services.
We must also keep your payroll records, holiday pay, sick pay and pensions auto-enrolment records for as long as is legally required by HMRC and associated national minimum wage, social security and tax legislation.
Where the Company has obtained your consent to process your personal and sensitive personal data, we will do so in line with our retention policy (see Annex A). Upon expiry of that period the Company will seek further consent from you. Where consent is not granted the Company will cease to process your personal data and sensitive personal data.
- Your Rights
Please be aware that you have the following data protection rights:
- The right to be informed about the personal data the Company processes on you;
· The right of access to the personal data the Company processes on you;
· The right to rectification of your personal data;
· The right to erasure of your personal data in certain circumstances;
· The right to restrict processing of your personal data;
· The right to data portability in certain circumstances;
· The right to object to the processing of your personal data that was based on a public or legitimate interest;
· The right not to be subjected to automated decision making and profiling; and
· The right to withdraw consent at any time.
Where you have consented to the Company processing your personal data and sensitive personal data you have the right to withdraw that consent at any time by contacting Charlotte Owen, our Compliance Administrator. You have the right to withdraw your consent to further processing of your personal data and sensitive personal at any time.
There may be circumstances where the Company will still need to process your data for legal or official reasons. Where this is the case, we will tell you and we will restrict the data to only what is necessary for those specific reasons.
If you believe that any of your data that the Company processes is incorrect or incomplete, please contact us and we will take reasonable steps to check its accuracy, and correct it where necessary.
You can also contact us using the above details if you want us to restrict the type or amount of data we process for you, access your personal data or exercise any of the other rights listed above.
- Complaints or Queries
If you wish to complain about this privacy notice or any of the procedures set out in it please contact:
Charlotte Owen – Compliance Administrator
4 Merrial Street, Newcastle under Lyme, Staffordshire, ST5 2AD
Telephone Number: 01782 662612
You have the right to raise concerns with Information Commissioner’s Office on 0303 123 1113 or at https://ico.org.uk/concerns/, or any other relevant supervisory authority should your personal data be processed outside of the UK, if you believe that your data protection rights have not been adhered to.
- Log Files
We use IP addresses to analyse trends, administer the site, track users’ movements, and to gather broad demographic information for aggregate use. IP addresses are not linked to personally identifiable information.
- Links to External Websites
The Company’s website may contains links to other external websites. Please be aware that the Company is not responsible for the privacy practices of such other sites. When you leave our site we encourage you to read the privacy statements of each and every website that collects personally identifiable information. This privacy statement applies solely to information collected by the Company’s website.
- Sale of Business
If the Company’s business is sold or integrated with another business your details may be disclosed to our advisers and any prospective purchasers and their advisers and will be passed on to the new owners of the business.
- Data Security
The Company takes every precaution to protect our users’ information.
Only employees who need the information to perform a specific job (for example, consultants, our accounts clerk or a marketing assistant) are granted access to your information.
The Company uses all reasonable efforts to safeguard your personal information. However, you should be aware that the use of email/ the Internet is not entirely secure and for this reason the Company cannot guarantee the security or integrity of any personal information which is transferred from you or to you via email/ the Internet.
If you share a device with others we recommend that you do not select the “remember my details” function when that option is offered.
If you have any questions about the security at our website, you can email firstname.lastname@example.org
- Changes to this Privacy Statement
We will update this privacy statement from time to time. We will post any changes on the statement with revision dates. If we make any material changes, we will notify you.
- Information to be provided when data collected not from the data subject
Categories of data: The Company has collected the following personal data on you:
· Name, address, mobile number, email
· National Insurance number
· Nationality (through right to work check)
· Experience, training and qualifications
· Details of current salary, any benefits including pensions
· Referee details
· Bank account details (where applicable)
· Emergency contact
Sensitive Personal Data:
· Health information including whether you have a disability
· Criminal conviction
· Diversity information
Source of the Personal Data:
The Company sources your personal data/sensitive personal data from:
· CVs, Jobs boards, LinkedIn, Social Media
· A former employer
· A referee whose details you previously provided to us
· Software providers who we use to support our services
· Accessing our company website
We may obtain data about you from cookies. These are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. Cookies also enable us to deliver more personalised content.
CV Recruitment (Staffordshire) Ltd
4 Merrial Street
Newcastle under Lyme
To request any changes (including erasure) of your personal data, please contact:
|Document Type||How long to keep for (and source of requirement)|
|Candidate records including application form, CV, ID checks, terms of engagement (see also below), details of assignments, opt-out notices and interview notes
Hirer records including client details, terms of business (see below), assignment/vacancy details
|1 year from the last date of providing recruitment services as an
Employment Agency or Employment Business
(Conduct of Employment Agencies
and Employment Businesses Regulations 2003 (Conduct Regulations))
|Terms of engagement with temporary worker and terms of business with clients||6 years in order to deal with any civil action in the form of contractual
Claim (Limitation Act 1980)
Please note that 6 years is not a minimum legal requirement but is the
time period in which a contractual claim can be made
You will still have to establish why it is necessary to keep these records
|References||Under data protection laws, only keep records for as long as is necessary.
However, the Conduct Regulations require references to be kept for 1 year
following the introduction or supply of a candidate to a client
|Records held relating to right to work in the UK||2 years after employment or engagement has ended – must not be alterable|
|National Minimum Wage documentation:
• Total pay by the worker and the hours worked by the worker
• Overtime/shift premium;
• Any deduction or payment of accommodation;
• Any absences e.g rest breaks, sick leave, holiday;
• Any travel or training during working hours and its length;
• Total number of hours in a pay reference period
|For HMRC purposes: 3 years after the end of the pay reference period
following the one that the records cover (National Minimum Wage Act 1998)
|Sickness records – statutory sick pay||Records can be kept in a flexible manner which best suits your business but
should be kept for payroll purposes (see below)
|Statutory maternity, paternity, adoption pay||3 years from the end of the tax year to which it relates|
|Pensions auto-enrolment (including auto-enrolment date, joining date, opt in and opt out notices, contributions paid)||6 years except for opt out notices which should be kept for 4 years|
- The lawfulness of processing conditions for personal data are:
- Consentof the individual for one or more specific purposes.
- Processing is necessary for the performance of a contract with the individual or in order to take steps at the request of the individual to enter into a contract.
- Processing is necessary for compliance with a legal obligation that the controller is subject to.
- Processing is necessary to protect the vital interestsof the individual or another person.
- Processing is necessary for the performance of a task carried out in the public interestor in the exercise of official authority vested in the data controller.
- Processing is necessary for the purposes of legitimate interests pursued by the controller or a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of the individual which require protection of personal data, in particular where the individual is a child.
- The lawfulness of processing conditions for sensitive personal data are:
- Explicit consent of the individual for one or more specified purposes, unless reliance on consent is prohibited by EU or Member State law.
- Processing is necessary for carrying out data controller’s obligations under employment, social security or social protection law, or a collective agreement, providing for appropriate safeguards for the fundamental rights and interests of the individual.
- Processing is necessary to protect the vital interests of the individual or another individual where the individual is physically or legally incapable of giving consent.
- In the course of its legitimate activities, processing is carried out with appropriate safeguards by a foundation, association or any other not-for-profit body, with a political, philosophical, religious or trade union aim and on condition that the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes) and provided there is no disclosure to a third party without the consent of the individual.
- Processing relates to personal data which are manifestly made public by the individual.
- Processing is necessary for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity.
- Processing is necessary for reasons of substantial public interest on the basis of EU or Member State law which shall be proportionate to the aim pursued, respects the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and interests of the individual.
- Processing is necessary for the purposes of preventative or occupational medicine, for assessing the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services on the basis of EU or Member State law or a contract with a health professional and subject to the necessary conditions and safeguards.
- Processing is necessary for reasons of public interest in the area of public health, such as protecting against serious cross-border threats to health or ensuring high standards of quality and safety of healthcare and of medicinal products or medical devices, on the basis of EU or Member State law which provides for suitable and specific measures to safeguard the rights and freedoms of the individual, in particular professional secrecy.
- Processing is necessary for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes, which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard fundamental rights and interests of the individual.