Profile 29 guaranteed recruitment

Profile 29 Privacy Policy

Profile 29 Ltd is committed to protecting and respecting your privacy.

This notice sets out the basis on which any personal data (meaning information which relates to an identifiable individual) we collect from you, or that you provide to us, will be processed by us. The General Data Protection Regulation (GDPR) seeks to protect and enhance the rights of data subjects. These rights cover the safeguarding of personal data, protection against the unlawful processing of personal data and the unrestricted movement of personal data within the EU. It should be noted that GDPR does not apply to information already in the public domain.

Profile 29 Ltd is pleased to provide the following Privacy Policy: Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. For the purposes of Data Protection Legislation in force from time to time, the Data Controller is Neil Rimmer, Profile 29 Ltd, 21 Cecil Drive, Eccleston, St. Helens, WA10 5DF

Who we are and what we do

We are a recruitment agency and recruitment business as defined in the Employment Agencies and Employment Businesses Regulations 2003 (our business). We collect the personal data of the following types of individuals to allow us to undertake our business;

• Prospective and placed candidates for permanent, contract & temporary roles;
• Prospective and live client contacts;
• Supplier contacts to support our services;
• Employees, consultants, temporary workers;
• Contracting

We collect information about you for us to carry out our core business and ancillary activities, which is a recruitment service.

Information you give to us or we collect about you

This is information about you that you provide to us by corresponding with us by telephone, e-mail or otherwise requesting to register for the work finding services we offer as a recruitment agency. It includes information you provide when you register to use our services, to enter our database, subscribe to our services, attend our events, participate in discussion boards or other social media functions on our site. The information you give us or we collect about you may include your name, address, demographic information such as postcode, private and corporate e-mail address and phone number, financial information, compliance documentation and references verifying your qualifications and experience and your right to work in the United Kingdom, curriculum vitae and photograph, employment details, employment preferences, links to your professional profiles available in the public domain e.g. LinkedIn, Twitter, business Facebook or corporate website.

Information we obtain from other sources

This is information we obtain about you from other sources i.e. LinkedIn, corporate websites, job board websites, online CV libraries, your business card, personal recommendations, and any relevant social media sites. In this case we will inform you, by sending you this privacy notice, within a maximum of 30 days of collecting the data of the fact we are to hold your personal data about you the candidate, the source the personal data originates from and whether it came from publicly accessible sources, and for what purpose we intend to retain and process your personal data. If we have not contacted you within 30 days then all of your data will be deleted from our systems thereafter.

Purposes of the processing and the legal basis for the processing

We use information held about you in the following ways:

• To carry out our obligations arising from any contracts we intend to enter into or have entered into between you and us (Clients & Candidates), and to provide you with the information, products and services that you request from us, or we think will be of interest to you because it is relevant to your career as a candidate or of benefit to your organisation.
• To provide you with information about other services we offer that are similar to those that you have already been provided with or enquired about.
• The core service we offer to our candidates and clients is the introduction of candidates to our clients for the purpose of temporary, contract or permanent engagement.  However, our service expands to supporting individuals throughout their career and to supporting businesses’ resourcing needs and strategies.
• Our legal basis for the processing of personal data (Client & Candidate) is our legitimate business interests, described in more detail below, although we will also rely on contract, legal obligation and consent for specific uses of data.

We will rely on contract if we are negotiating or have entered into a placement agreement with you or your organisation or any other contract to provide services to you or receive services from you or your organisation.

• We will rely on legal obligation if we are legally required to hold information on to you to fulfil our legal obligations.
• We will in some circumstances rely on consent for particular uses of your data and you will be asked for your express consent if legally required. Examples of when consent may be the lawful basis for processing include permission obtained from a candidate to be introduced to a client. Which involves sending over details of candidate’s name, what area they reside in, as well as their current and past work history when being put forward for a role in which the candidate has applied for via us the agency.

Our Legitimate Business Interests

Our legitimate interests in collecting and retaining your personal data are described below:

• As a recruitment business and recruitment agency, we introduce candidates to clients for permanent employment, temporary or contract work or independent (freelance) professional contracts.  The exchange of personal data of our candidates and our client contacts is a fundamental, necessary and essential part of this recruitment process.
• In order to support our candidates’ career aspirations and our clients’ resourcing needs we require a database of candidate and client data containing historical and up to date information as well as current resourcing requirements.
• To maintain, expand and develop our business we need to record the personal data of prospective candidates and client contacts for the legitimate interest of assisting candidates to find meaningful employment opportunities, and to provide goods and services to clients both current and prospective; by being able to introduce candidates to them, that may benefit their own legitimate interests of the business.
• To deliver our ancillary services we need to contact candidates and clients on a regular basis, through various routes such as email, phone, job alerts and other relevant notifications and forms of communication.

Consent

Should we want or need to rely on consent to lawfully process your data, we will request your consent orally, by email or by an online process for the specific activity we require consent for; and record your response on our system. Where consent is the lawful basis for our processing you have the right to withdraw your consent to this particular processing at any time.

Other uses we will make of your data:

• To notify you about any changes to our service;
• To ensure that content from our site is presented to you and your computer in the most effective manner.

We will use this information:

• To make ongoing improvements to our site to ensure that content is presented in the most effective manner for you and for your computer;
• To allow your participation in interactive features of our service, when you choose to do so;
• As part of our efforts to keep our site safe and secure;
• To measure and understand the effectiveness of any advertising we serve to you and others, and to ensure we deliver the relevant advertising to you;
• To make suggestions and recommendations to you and other users of our site about services that may be of interest to you i.e. relevant industry events, workshops etc.
• We do use our computer systems to search and identify personal data in accordance with parameters set by a person. A person will always be involved in the decision-making process.

Disclosure of your information

We will share your personal information with:

Selected third parties including:

• Clients for the purpose of introducing candidates to them;
• Candidates for the purpose of arranging interviews and engagements;
• Clients, business partners, suppliers and sub-contractors for the performance and compliance obligations of any contract we enter into with them or you;

We will disclose your personal information to third parties:

If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use or terms and conditions of supply of services and other agreements; or to protect the rights, property, or safety of Profile 29 Ltd. Resourcing our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction. If you need more information on our website terms of use or services, please use info@profile-29.com

The lawful basis for the third-party processing will include:

• Their own legitimate business interests in processing your personal data, in most cases to fulfil their internal resourcing needs;
• Satisfaction of their contractual obligations to us as our data processor;
• For the purpose of a contract in place or in contemplation;
• To fulfil their own legal obligations.

Clients entering into a contract with Profile 29 Ltd will sign our own terms of business contract; which will entail signing to verify that they the client are fully compliant with the GDPR and have taken all reasonable steps to ensure compliance.

Where we store and process your personal data

The data that we collect from you will be transferred and stored within our Applicant Tracking System (ATS). By submitting your personal data, you agree to this transfer, storing or processing. OR We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy notice. The transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use procedures and security features to try to prevent unauthorised access.

Retention of your data

We understand our legal duty to retain accurate data and only retain personal data for as long as we need it for our legitimate business interests and any contractual obligations, and that you are happy for us to do so.  We periodically run data routines to remove data that we no longer have a legitimate business interest in maintaining. Different laws require us to keep different data for different periods of time.  For example, the Conduct of Employment Agencies and Employment Businesses Regulations 2003, require us to keep work-seeker records for at least one year (a) from the date of their creation or (b) after the date on which we last provide you with work-finding services.

We do the following to try to ensure our data is accurate:

Prior to making an introduction to a client, we check that we have accurate information about you. We will keep in touch and encourage you to keep in touch with us so that we can amend any personal data changes.
We segregate our data so that we keep different types of data for different time periods.  The criteria we use to determine whether we should retain your personal data include:

• The nature of the personal data;
• The data’s perceived accuracy;
• Our legal obligations;
• Whether an interview or placement has been arranged; and
• Our recruitment expertise and knowledge of the industry by country, sector and job role.

Our site may, from time to time, contain hyperlinks to and from the websites of our partner networks, advertisers and affiliates i.e. LinkedIn.  If you follow a link to any of these websites, these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Profile 29 Ltd is not responsible for the content or functionality of any of those external websites. If an external website requests personal information from you, the information you provide will not be covered by this policy. Please, therefore, check these policies before you submit any personal data to these websites.

The GDPR provides you with the following rights. These are as follows:

• The right to request correction or completion of personal data – This enables you to have any incomplete or inaccurate personal information we hold about you corrected.
• The right to request erasure of your personal data – This enables you to ask us to delete or remove personal data (although this may not apply where we have a good, lawful reason to continue using the information in question) You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
• The right to object to processing of your personal data – You can object to us processing personal data for legitimate interest purposes or for direct marketing.
• The right to restrict how your personal data is used – You can limit how we use your information i.e. if you want us to establish its accuracy or the reason for processing it.
• The right to access your personal data – This enables you to receive a copy of the personal data we hold on you.
• The right to have a portable copy or transfer your personal data – We will provide you, or (where technically feasible) a third party, with a copy of our personal data in a structured, commonly used, machine-readable format. Note this only applies to automated information we process on the basis of your consent or in order to perform a contract.
• The right to withdraw consent – If we are relying on consent to process your personal data you have the right to withdraw your consent at any time.

Access to information

The Data Protection Act 1998 and the GDPR give you the right to access information held about you. We also encourage you to contact us to ensure your data is accurate and complete. A subject access request should be submitted to info@profile-29.com No fee will apply once the GDPR comes into force.  Two forms of Identification will be required. We will accept the following forms of ID. National ID Card, Driver’s License, Passport, Birth Certificate, a utility bill no older than 3 months. A minimum of one form of photographic ID listed above and a supporting document is required. If Profile 29 Ltd is dissatisfied with the quality, further information may be sought before personal data can be released.

Complaints

In the event that you wish to make a complaint about how your personal data is being processed by Profile 29 Ltd or its partners, you have the right to complain to Profile 29’s Managing Director, Neil Rimmer. If you do not get a response within 30 days, you can complain to the Data Protection Regulator.

Contact

Questions, comments and requests regarding this privacy notice are welcomed and should be addressed to: -
Profile 29 Ltd, the attention of Neil Rimmer (Managing Director)

Telephone: 07977228657
Email: neil@profile-29.com

Data Protection Regulator

Information Commissioners Office – The ICO can be contacted through this link: https://ico.org.uk/concerns/