As of the 25th of May 2018, the General Data Protection Regulations (“GDPR”) will come into force and will affect the way we use the personal data of any EU citizen. Under these regulations Example Recruitment Group will act as a Data Controller and as such have certain obligations about how and why we collect, store and process your data. The manner in which we go about this is detailed below
The information we may collect and retain
- Date of Birth
- Email address
- Telephone number
- NI Number
- Work history
- Salary Expectations
- Payment records including Tax records
- Passport or visas
- DBS check results
How we collect this information
We can collect this information either directly from you when you contact us in response to our advertised vacancies, or it may be gathered from or a third party such as a Job Board where your details are registered as someone who is looking for work opportunities. Criminal record checks are conducted and supplied by the Disclosure Barring Service.
How we use this information
We use the above detail to provide you with our services as an employment agency and assist you to find new permanent or temporary/sub-contract work. These details also allow us to inform you of new suitable opportunities, match your skills and expectations with available jobs and, with your prior consent, share your details with our clients for consideration for roles with them. We also use some of this data to satisfy legal requirements surrounding eligibility to work, to make payment to you and make necessary tax deductions in line with HMRC requirements. We may also use this information to carry out criminal records checks where required by our clients.
How and where we hold the information
All the personal data we store is held on our database on servers based in Hampshire and on a secure server based in Yorkshire. No data is stored on local workstations and any physical copies of data is in locked secured storage until such time as it is legally allowed to be destroyed.
How we share the information
Your personal information will be shared with our clients only after you consent to us sharing it with a view to you obtaining employment with them. We may also share your information with third party payroll providers for the purposes of paying you, ensuring that all relevant taxes are deducted and your payroll arrangements are compliant with the relevant guidelines. We also share your information with HMRC in line with their policies
What is the legal basis for processing the information?
We will rely on your consent to process the information we collect from you directly and our legitimate interest (details from Job Boards) at beginning of the recruitment process. We will also rely on consent from you to carry out criminal records checks where clients who we are representing you to require it
It is our legal obligation to establish your eligibility to work and as such we will process this information in line with the proper policies and procedures.
If you commence work your details will be used to issue employment contracts so you can carry out your job, we can pay you and to fulfil our legal obligation to provide further information to HMRC for reporting purposes.
If you work with our clients, we will also process your data on the basis of our legitimate interests i.e. administrative tasks.
Your data, your rights
You have the right at any time to ask for a copy of the information that we hold about you and we are obliged to respond to you in a timely manner. You also have the right for any incorrect data to be rectified. Alternatively, you also have the right to have the data we hold on about you permanently erased. If you would like to make a request to either view, rectify or erase your information please contact us directly
The new GDPR legislation covers the data we collect from our clients also, not just our candidates. However, the amount of data we collect and store is not as extensive as the data we collect and store from individuals who are looking for their next opportunity. The data we collect from our clients is as below
· Email address
· Telephone number
· Job Title
· Records of conversations with our consultants
The reason we collect this information is to enable us to provide our services to you to determine when we can supply you with the right people for the roles you ask us to work on. Your details are held on our secure UK based database and will only be shared with candidates you request to meet from us and only with your prior consent. Your consent will allow us to continue to speak to you about our services and when we are working with you we will process that data on the basis of our legitimate interests i.e to perform administrative tasks.
Clients have the right to view the information we hold on them and also have the right to request that any inaccuracies are rectified in a timely manner. You may also request that your data be erased should you wish. This can be done by contacting us directly.