Who Are We?
Recruiter Republic Limited. Registered Address: Unit 2 Camboro Business Park, Cambridge, CB3 0QH Tel: 01223 7921900 email: firstname.lastname@example.org
We provide permanent recruitment services to clients looking to recruit personnel for their businesses and careers advice for candidates seeking new permanent roles in recruitment.
Our services include:
Who Does This Policy Cover
We at Recruiter Republic take your personal data seriously. This policy:
-sets out the types of personal data that we collect about you
-explains how and why we collect and use your personal data
-explains how long we keep your personal data for
-explains when, why and with who we will share your personal data;
-sets out the legal basis we have for using your personal data;
-explains the effect of refusing to provide the personal data requested;
-explains the different rights and choices you have when it comes to your personal data; and
-explains how we may contact you and how you can contact us.
What Personal Data Do We Collect About You?
Candidates: We collect the information necessary to be able to find available opportunities and further information needed to assess your eligibility through the different stages of recruitment. This information includes CV’s, identification documents, educational records, work history, employment and references, psychometric profiles.
We may also collect sensitive personal data about you, in the form of health declarations and criminal conviction declarations. We only collect sensitive personal data from you, and further process this data, where you have given your explicit consent.
Clients: We collect the information necessary to be able to find candidates for your vacancies and further information needed in order to successfully manage your vacancy from initial registration through to successful placement or for the purposes of providing consultancy or training services. This information includes: contact details, job descriptions, company profiles, job specifications, salary guides, commission calculators, candidate selection criteria.
Where Do We Collect Information From?
The following are the different sources we may collect personal data about you from:
-Directly from you. This is information you provide while searching for a new opportunity and/or during the different recruitment stages.
-From an agent/third party acting on your behalf. e.g. Contractors Limited Company.
-Through publicly available sources. We use the following public sources; LinkedIn, Job Boards, Instagram, Facebook, Twitter.
-By Reference or word of mouth. For example, you may be recommended by a friend, a former employer, a former colleague or even a present employer.
Where we collect your information through publicly available sources as set out above, we may do this with the aid of software programs’ such as LinkedIn Recruiter. These programs’ are given parameters on the requirements of a role and search through publicly available sources to find such candidates. These programs’ are designed to only output information on candidates that meet the search criteria. The parameters of this program are restricted to only searching for [Job role and location] candidate information from public sites where there is a reasonable expectation that such information may be collected and further processed by job recruiters for the purpose of sourcing candidates for different job roles.
How Do We Use Your Personal Data
We use your personal data to match your skills, experience and education with a potential employer. We will initially collect basic information on you such as contact details, job role and experience in order to communicate with you and make relevant career suggestions and with your permission may share this information with the client. If are chosen by the client and go through to the next stage we may then be collecting more information from you at the interview (or equivalent) stage and onwards in that manner.
How Long Do We Keep Your Details For?
We only retain your information for as long as is necessary for us to use your information as described above or to comply with our legal obligations. However, please be advised that we may retain some of your information after you cease to use our services, for instance if this is necessary to meet our legal obligations, such as retaining the information for tax and accounting purposes.
When determining the relevant retention periods, we will take into account factors including:
(a) our contractual obligations and rights in relation to the information involved;
(b) legal obligation(s) under applicable law to retain data for a certain period of time;
(c) our legitimate interest where we have carried out a balancing test (see legal basis below);
(d) statute of limitations under applicable law(s);
(e) (potential) disputes;
(f) if you have made a request to have your information deleted; and
(g) guidelines issued by relevant data protection authorities.
Otherwise, we securely erase your information where we no longer require your information for the purposes collected.
Who Do You Share Your Data With?
We share your personal data with the client who has a position to fill, in order to determine with the client whether you are a good fit for the available position. Our clients are recruitment companies or businesses with internal recruitment departments and are based predominantly in the UK although some of our clients are in various locations such as Australia, United States and Europe.
We may also complete assessments or psychometric profiles with your permission and where we do this we share your information with our software provider – currently this is Finding Potential.
We may process your data using third parties in order to communicate with you, manage your applications to our vacancies or managing our recruitment activities, these will be GDP compliant Data Processors such as Logic Melon (job application processing), Tracker RMS (recruitment CRM), Kartra (email marketing) and Adobe (form completion). Most Data Processors are based in the EEA and have demonstrated their compliance with GDPR, however some may be based outside of the EEA – whenever this happens we satisfy ourselves that they meet the requirements of GDPR.
What Legal Basis Do We Have For Using Your Information
For prospective candidates, referees and clients, our processing is necessary for our legitimate interests in that we need the information in order to be able to assess suitability for potential roles, to find potential candidates and to contact clients and referees. We carry out a ‘balancing test’ to ensure that our processing is necessary and that your fundamental rights of privacy are not outweighed by our legitimate interests, before we go ahead with such processing. We keep a record of these balancing tests. You have a right to and can find out more about the information in these balancing tests by contacting us using the details below.
If you are interviewed and submitted as a candidate, then this may involve the processing of more detailed personal data including sensitive data such as health information that you or others provide about you. In that case we always ask for your consent before undertaking such processing.
For clients, we may also rely on our processing being necessary to perform a contract for you, for example in contacting you.
What Happens If You Do Not Provide Us With The Information We Request Or Ask That We Stop Processing Your Information?
If you do not provide the personal data necessary, or withdraw your consent for the processing of your personal data, we may not be able to match you with available job opportunities or communicate with you as a client about candidates.
Do We Make Automated Decisions About You?
We may make automated decisions about you during the assessment stage of the recruitment process. We put assessment candidates through a structured screening process to assess whether each candidate meets the specific criteria for a particular position. These assessments may be fully automated e.g. online pre-screening tests. As these assessments may result in a candidate being deemed not suitable for a position by means of a solely automated assessment, we only undertake this activity with the candidate’s explicit consent. We also carry out personality profiling on candidates with the candidate’s consent.
Do we transfer your data outside the EEA?
To better match your employee profile with current opportunities we may transfer your personal data to clients and partners in countries outside the EEA. These countries privacy laws may be different from those in your home country. Where we transfer data to a country which has not been deemed to provide adequate data protection standards we always have security measures and approved model clauses in place to protect your personal data.
At present we transfer personal data to the following countries outside the EEA:
To find out more about how we safeguard your information as related to transfers contact us using the contact details below.
What Rights Do You Have In Terms Of The Data We Hold On You?
By law, you have a number of rights when it comes to your personal data. Further information and advice about your rights can be obtained from the data protection regulator in your country.
Rights? What Does This Mean?
1. The right to be informed
You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we’re providing you with the information in this Policy.
2. The right of access
This is so you’re aware and can check that we’re using your information in accordance with data protection law.
3. The right to rectification
You are entitled to have your information corrected if it’s inaccurate or incomplete.
4. The right to erasure
This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there’s no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.
5. The right to restrict processing
You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.
6. The right to data portability
You have rights to obtain and reuse your personal data for your own purposes across different services. For example, if you decide to switch to a new provider, this enables you to move, copy or transfer your information easily between our IT systems and theirs safely and securely, without affecting its usability.
7. The right to object to processing
You have the right to object to certain types of processing, including processing for direct marketing (i.e. if you no longer want to be contacted with potential opportunities).
8. The right to lodge a complaint
You have the right to lodge a complaint about the way we handle or process your personal data with your national data protection regulator.
9. The right to withdraw consent
If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful). This includes your right to withdraw consent to us using your personal data for marketing purposes.
We usually act on 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.
Please consider your request responsibly before submitting it. We’ll respond as soon as we can. Generally, this will be within one month from when we receive your request but, if the request is going to take longer to deal with, we’ll come back to you and let you know.
How Will We Contact You?
We may contact you by phone, email or social media. If you prefer a particular contact means over another please just let us know.
How Can You Contact Us?
If you are unhappy with how we’ve handled your information, or have further questions on the processing of your personal data, contact us here: Unit 2 Camboro Business Park, Cambridge, CB3 0QH or email@example.com