Privacy Notice

Prospect Personnel Solutions Limited, The Old Academy, Horsefair, Banbury, Oxon.  OX16 0AH

Contact – Sarah Hart, Director – 01295 235700  [email protected]

Prospect Personnel is a recruitment business which provides work-finding services to its clients and work-seekers. We must process personal data (including sensitive personal data) so that we can provide these services – in doing so, Prospect Personnel 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 or social media site. 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.

Collection and use of personal data

Candidates

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 work-finding 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.

Types of data we process:

We hold many types of data about you, including:

  • Your personal details including your name, address, email address, phone numbers
  • Information included on your CV including references, education history and employment history
  • Documentation relating to your right to work in the UK

We need to collect your data to ensure we are complying with legal requirements such as:

  • Carrying out checks in relation to your right to work in the UK and
  • Making reasonable adjustments for disabled employees.

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.

Clients

If you are a Prospect Personnel customer, we need to collect and use information about you, or individuals at your organisation, in the course of providing you services such as: finding candidates who are the right fit for you or your organisation

The data we collect about clients is actually very limited. We generally only need to have your contact details or the details of individual contacts at your organisation (such as their names, telephone numbers and email addresses) to enable us to ensure that our relationship runs smoothly. We may also hold extra information that someone in your organisation has chosen to tell us. If we need any additional personal data for any reason, we will let you know.

Recruitment Activities

Obviously, our main area of work is recruitment, through: providing you with candidates; We’ve listed below the various ways in which we use your data in order to facilitate this.

  • Storing your details (and updating them when necessary) on our database, so that we can contact you in relation to recruitment activities;
  • Keeping records of our conversations and meetings, so that we can provide targeted services to you;
  • Undertaking customer satisfaction surveys; and
  • Processing your data for the purpose of targeting appropriate marketing campaigns.

We may use your personal data for these purposes if we deem this to be necessary for our legitimate interests.

Legal basis for processing your data

(a) Necessary for the purposes of legitimate interests –  either we, or a third party, will need to process your personal data for the purposes of our (or a third party’s) legitimate interests, provided we have established that those interests are not overridden by your rights and freedoms, including your right to have your personal data protected.  Our legitimate interests include responding to requests and enquiries from you or a third party, optimising our website and customer experience, informing you about our products and services and ensuring that our operations are conducted in an appropriate and efficient manner;

(b) Consent – in some circumstances, we may ask for your consent to process your personal data in a particular way.

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 is/are as follows:

  1. To provide our services to you;
  2. To maintain our business relationship, where you are a user of our website, a client or candidate;
  3. To enable you to submit your CV for general applications, to apply for specific jobs or to subscribe to our job alerts.
  4. To match your details with job vacancies, to assist us in finding a position that is most suitable for you and to send your personal information (including sensitive personal information) to clients in order to apply for jobs;
  5. To retain your details and notify you about future job opportunities other than the specific role for which you have contacted us;
  6. To answer your enquiries;
  7. To direct-market products and services, advise you of news and industry updates, events, promotions and competitions, reports and other information. Before we do so, you will be given an option to opt-out of such communications and an option to unsubscribe will also be provided with each communication;
  8. To fulfil contractual obligations with our clients;
  9. To provide further services to you by sharing your personal information with trusted third parties. Further details about this are set out in the separate section below on Sharing your Personal Information
  10. To release personal information to regulatory or law enforcement agencies, if we are required or permitted to do so;

We may process, in accordance with local regulations, certain sensitive personal data (known as special category data in GDPR) where you include it in information you send to us e.g. if you include information about your health, religion or ethnic origin in the CV you send to us.   We have processes in place to limit our use and disclosure of such sensitive data other than where permitted by law.

Consent

In certain circumstances, we are required to obtain your consent to the processing of your personal data in relation to certain activities. Depending on exactly what we are doing with your information, this consent will be opt-in consent or soft opt-in consent.

Consent is “any freely given, specific, informed and unambiguous indication of the data subject’s wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her.” In plain language, this means that:

  • You have to give us your consent freely, without us putting you under any type of pressure;
  • You have to know what you are consenting to – so we’ll make sure we give you enough information;
  • You should have control over which processing activities you consent to and which you don’t. We provide these finer controls within our privacy preference centre; and
  • You need to take positive and affirmative action in giving us your consent – we’re likely to provide a tick box for you to check so that this requirement is met in a clear and unambiguous fashion.
  • We will keep records of the consents that you have given in this way

How we share your Personal Information

In certain circumstances we will share your personal information with other parties.  Details of those parties are set out below along with the reasons for sharing it.

We will share your personal information for any or all of the following purposes:

  • To provide you with recruitment services;
  • For business development;
  • For systems development and testing;
  • For development and marketing of other products and services;
  • To improve our customer service and to make our services more valuable to you; and/or

Clients

We disclose your personal information to clients who have vacancies for jobs in which you are interested.

Trusted Third Parties

We will share your personal information and, where necessary, your sensitive personal information with trusted third parties where we have retained them to provide services that you or our clients have requested, such as:

  • Employment reference checking;
  • Qualification checking;
  • Criminal reference checking (as required);
  • Verification of details you have provided from third party sources; and/or
  • Psychometric evaluations or skills tests.

We will also share your personal information with third parties who perform functions on our behalf and provide services to us such as:

  • Professional advisors;
  • Payroll service providers
  • Other recruitment agencies that may be in the supply chain
  • Our CRM provider
  • IT consultants carrying out testing and development work on our business technology systems;

We require minimum standards of confidentiality and data protection from such third parties

Regulatory and Law Enforcement Agencies

As noted above, if we receive a request from a regulatory body or law enforcement agency, and if permitted under GDPR and other laws, we may disclose certain personal information to such bodies or agencies.

New business owners

If we or our business merges with or is acquired by another business or company, we will share your personal information with the new owners of the business or company and their advisors.  If this happens, you will be sent notice of such event.

How long will we hold your details?

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 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.

We must also keep your payroll records, holiday pay, sick pay and pensions auto-enrollment records for as long as is legally required by HMRC and associated national minimum wage, social security and tax legislation.

The length of time we will hold or store your personal information for will depend on the services we perform for you and for how long you require these.  As we often support candidates with placements over many years, and potentially throughout their careers, the purpose for which we retain candidate data is often an ongoing purpose.  We conduct regular data-cleansing and updating exercises with our candidates to ensure that (a) the data that we hold is accurate and (b) we are not holding data for too long.

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 you have the right to withdraw that consent at any time by contacting Sarah Hart, Director. Prospect Personnel Solutions, The Old Academy, Horsefair, Banbury, Oxon. OX16 0AH Tel: 01295 235700

There may be circumstances where the Company will still need to process your data for legal or official reasons. We will inform you if this is the case. Where this is the case, we will restrict the data to only what is necessary for the purpose of meeting those specific reasons.

If you believe that any of your data that the Company processes is incorrect or incomplete, please contact us using the details above 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:

Sarah Hart, Director – Prospect Personnel Solutions Ltd, The Old Academy, Horsefair, Banbury, Oxon. OX16 0AH.  Tel: 01295 235700

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.

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