PRIVACY POLICY

Document: DP5A Privacy Notice (when personal data is obtained from the data subject)

Company Name: Synergy Recruitment Ltd (‘the Company’)

Company Contact Details

Director: Marie Williams-Spalding
Email: marie@synergyrecruit.co.uk

Director: Yasmin Bentley
Email: yasmin@synergyrecruit.co.uk

Tel: 01625 509182

The Company is a recruitment business which provides work-finding services to its clients and work-seekers. 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 work-finding services and/or information relating to roles relevant to you we will only use your personal data in accordance with the terms of the following statement.

1. Collection and Use of Personal Data

a. Purpose of processing and legal basis

The Company will collect your personal data via our web forms and job application forms (which may include sensitive personal data) and will process your personal data for the purposes of providing you with work-finding services. The legal bases we rely upon to offer these services to you are:

• Consent
• Legitimate interest
• Legal obligation
• Contractual obligation

The information you supply is stored on our email server as an email, in our website database and our Vincere database.

b. Legitimate interest

Where the Company has relied on a legitimate interest to process your personal data our legitimate interests are as follows:

• To provide work-finding services
• To process or transfer your personal data to our client(s) in order to provide you with work-finding services
• To process your data on a computerised Vincere database in order to provide you with work-finding services

c. Recipient/s of data

The Company will process your personal data and/or sensitive personal data with the following recipients: employers/clients and prospective clients of the Company; HMRC, other government or regulatory bodies; future employers.

d. Statutory/Contractual Requirement

Your personal data is required by law and/or a contractual requirement (e.g. our client may require this personal data), and/or a requirement necessary to enter into a contract. You are obliged to provide the personal data and if you do not, the consequences of failure to provide the data are:

• A withdrawal of any employment offer
• We may be unable to provide you with work-finding services

2. Data Retention

The Company will retain your personal data only for as long as is necessary. Different laws 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 work-seeker 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 work-finding services.

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 point 7 below). 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/sensitive personal data.

3. 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
• The right to withdraw consent at any time

You may withdraw consent at any time by contacting:

Marie Williams-Spalding – marie@synergyrecruit.co.uk
Yasmin Bentley – yasmin@synergyrecruit.co.uk

4. Complaints or Queries

If you wish to complain about this privacy notice or any of the procedures set out in it, please contact:

Marie Williams-Spalding – marie@synergyrecruit.co.uk
Yasmin Bentley – yasmin@synergyrecruit.co.uk
Tel: 01625 509182

You also have the right to raise concerns with the Information Commissioner’s Office on 0303 123 1113 or at https://ico.org.uk/concerns/.

5. Data Security

We use a third-party server to host our website. This is provided by LCN.com Limited, and their privacy policy is available here: https://www.lcn.com/privacy

We take all practical steps to protect the data you provide via our website. Our website is SSL certified. Each connection between the web server and browser is encrypted, which means that all data sent via submitted forms is only visible to us – helping to protect your data.

6. Google Analytics

When someone visits our website, we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behavior patterns. This information is processed in a way that does not identify anyone. This includes a user’s geographic area and IP address.

We do not allow Google to try to identify individuals. If we do want to collect personally identifiable information, we will explain what we intend to do with it at the point of collection. Website data collected by Google Analytics is retained for 26 months. Google is covered by Privacy Shield.

You can block or clear Google cookies, which will prevent your data being used in this way. (See more about cookies in our cookie section.)

7. Cookies

Our website uses cookies. By continuing to use our website, you agree to the use of cookies.

What are cookies?

Cookies are small text files that can be placed on your computer or mobile device to uniquely identify your browser or device.

What are cookies used for?

Cookies help understand how the site is being used, help you navigate between pages efficiently, remember your preferences, and generally improve your browsing experience.

Note: If you set your browser to disable cookies, certain parts of our site may not function properly.

Third Party Cookies

Some embedded content (like Google Maps) may set cookies. We have no control over these. Please refer to the third-party site for their cookie management policy.

7. Retention Policy

All businesses must keep personnel and financial records to operate efficiently and comply with legal obligations. The type of record we keep for you will determine the length of time it is retained, as outlined in our retention policy.