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.
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;
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:
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.
Our Legitimate Business Interests
Our legitimate interests in collecting and retaining your personal data are described below:
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:
We will use this information:
Disclosure of your information
We will share your personal information with:
Selected third parties including:
We will disclose your personal information to third parties:
The lawful basis for the third-party processing will include:
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:
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:
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 firstname.lastname@example.org 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.
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.
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: email@example.com
Data Protection Regulator
Information Commissioners Office – The ICO can be contacted through this link: https://ico.org.uk/concerns/