GDPR Candidate Agreement

Company Name:

East Midlands Business Services (‘East Midlands Business Services’)

 

Company Contact details:

 

East Midlands Business Services

info@embservices.co.uk

01332 208 888

Document DP5A

 

Privacy Notice (when personal data is obtained directly from the data subject)

 

Topic:

 

Data protection

 

Date:

 

24th May 2018

Version:

1

 

 

East Midlands Business Services is a recruitment business which provides work-finding services to its clients and work-seekers. East Midlands Business Services must process personal data (including sensitive personal data) so that it can provide these services – in doing so, East Midlands Business Services acts as a data controller.

You may give your personal details to East Midlands Business Services 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. East Midlands Business Services 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
  1. Purpose of processing and legal basis

East Midlands Business Services 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.

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.

The legal bases we rely upon to offer these services to you are:

  • Your consent
  • Where we have a legitimate interest
  • To comply with a legal obligation that we have
  • To fulfil a contractual obligation that we have with you
  1. Legitimate interest

This is where East Midlands Business Services 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 East Midlands Business Services has relied on a legitimate interest to process your personal data our legitimate interests is/are as follows:

  • Providing work-finding services to you, including sending your information to your clients where you have demonstrated an interest in doing that particular type of work but not expressly consented to you passing on your cv; or
  • Contacting you with information about similar products or services that they have used from you recently.
  1. Recipient/s of data

 

East Midlands Business Services will process your personal data and/or sensitive personal data with the following recipients:

  •  Our clients, only after having advised you that your information is being shared.
  1. 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:

  • We may not be able to process your application for a role or take your interest further for any services we may provide without sufficient information provided from yourself.
  1. Overseas Transfers

East Midlands Business Services will not transfer the information you provide to us to countries outside the European Economic Area (‘EEA’) for the purposes of providing you with work-finding services. The EEA comprises the EU member states plus Norway, Iceland and Liechtenstein.

  1. Data retention

East Midlands Business Services 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-enrolment records for as long as is legally required by HMRC and associated national minimum wage, social security and tax legislation.

Where East Midlands Business Services has obtained your consent to process your personal and/or sensitive personal data, we will do so in line with our retention policy [2 years]. Upon expiry of that period East Midlands Business Services will seek further consent from you. Where consent is not granted East Midlands Business Services will cease to process your personal data and/or sensitive personal data.

  1. Your rights

Please be aware that you have the following data protection rights:

  • The right to be informed about the personal data East Midlands Business Services processes on you;
  • The right of access to the personal data East Midlands Business Services 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 East Midlands Business Services processing your personal data and/or sensitive personal data you have the right to withdraw that consent at any time by contacting East Midlands Business Services on 01332 208 888 or emailing info@embservices.co.uk.

There may be circumstances where East Midlands Business Services 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 East Midlands Business Services 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.

  1. Complaints or queries

If you wish to complain about this privacy notice or any of the procedures set out in it please contact: East Midlands Business Services Limited and ask to speak to the DPO or one of the directors.

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.

Where to find GDPR info/help:

https://www.jobsatteam.com/g-d-p-r

https://www.rec.uk.com/news-and-policy/policy-and-campaigns/GDPR

https://www.complygdpr.com/