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: firstname.lastname@example.org
Director: Yasmin Bentley email: email@example.com
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:
- Legitimate interest
- Legal obligation
- Contractual obligation
The information you supply is stored on our email server as an email and in our website database.
b. Legitimate interest
Where the Company has relied on a legitimate interest to process your personal data our legitimate interests is/are as follows:
- To provide work finding services
- To process with 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 database provided by 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, including name, date of birth, address/contact details, ID and Right to Work checks, your CV, details of criminal convictions and health/disability information in connection with your employment requirements, references sought and obtained, where your details have been sent for the purpose of seeking employment opportunities, interviews arranged and notes, offers made, employment secured and any other information necessary in order to provide you with our services, we will do so in line with our retention policy (a copy of which is attached). 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; 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 Marie Williams-Spalding – firstname.lastname@example.org or Yasmin Bentley – email@example.com
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 – firstname.lastname@example.org or
Yasmin Bentley – email@example.com
Tel: 01625 509182
You also 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.
5. DATA SECURITY
We take all practical steps to try and protect the data you provide via our website and our website has security measures in place to try and protect the loss of your data. Our website is SSL certified. Each connection between the web server and browser is encrypted – which means that all data sent via the submitted forms on this site are 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. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. This includes a users geographic area and a Users IP Address. This is collected when you visit the site.
We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it. Website data collected by google analytics will be 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)
What are cookies?
Cookies are small text files containing a string of characters that can be placed on your computer or mobile device that uniquely identify your browser or device.
What are cookies used for?
Cookies allow a site or services to know if your computer or device has visited that site or service before. Cookies can then be used to help understand how the site or service is being used, help you navigate between pages efficiently, help remember your preferences, and generally improve your browsing experience.
Note that if you set your browser to disable cookies, you may not be able to access certain parts of our site or it may not work properly.
Third Party Cookies
You will notice on our website that we have embeded content from third party websites, for example Google Maps. In visiting certain pages within our site, cookies may be sent from these websites that we have no control of. We would recommend that you visit the third party website for more information on how they manage their cookies.
All business must keep personnel and financial records in order to run their business efficiently and to comply with statutory requirements. The type of record we keep for you will determine the length of time the record must be kept, as below:
|Document Type||Duration it is held on file|
|Work-seeker records including application form/CV, ID checks, terms of engagement, details of assignments, opt-out notices and interview notes||2 years from the last date of providing work-finding services.|
|References||As long as is necessary or 2 years following an introduction or supplying a work-seeker to a client.|
|Records relating to right to work||2 years after employment or assignment has ended.|
|Criminal records checks/Disclosure Barring checks||In line with obligations under Data Protection Act 1998|