GDPR Candidate Agreement

Privacy and Cookie Policy

Another Recruitment Ltd (‘we’, ‘us’ or ‘our’) is committed to ensuring that your privacy is protected and that Another Recruitment Ltd is compliant with the Data Protection Act 1998 and forthcoming General Data Protection Regulation 2016/679 (GDPR). This privacy policy (‘Privacy Policy’) explains how Another Recruitment Ltd uses the information that we collect about you and the procedures that Another Recruitment Ltd has in place to protect your personal information.

Who is the data controller for the information you provide us?

For the purposes of the General Data Protection Regulation 2016/679, Another Recruitment Ltd is the data controller. Another Recruitment Ltd processes personal information in relation to candidates, clients, referees and supplier contacts.  Please note in some cases you will fall into more than one of these categories.

We ensure that the information you supply to us is processed fairly and lawfully, with care and skill and will only be used for the purposes set out in this privacy policy.

It is important to point out that we may amend this Privacy Policy from time to time. Please just visit this page if you want to stay up to date, as we will post any changes here.

If you are dissatisfied with any aspect of our Privacy Policy, you may have legal rights and, where relevant, we have described these as well.

In case of any queries regarding the information we hold on you, please send an email to: data@anotherrecruitment.com

How does we collect data?

We will collect personal information from you by telephone, in person, in writing including all forms of electronic mail, through social networking pages, networking activities and through our website. On occasion, we may look at publicly available sources such as LinkedIn, employer’s website, other industry related websites, business information directories and other job boards. 

If you are a Referee, we obtain personal data relating to you directly from you in the course of any communications between us or indirectly from the candidate who has nominated you as his or her referee.

What kind of information do we collect from you?

Candidates; We collect and use only the information necessary to be able to find the best available opportunities and any further information needed to assess your eligibility through the different stages of recruitment. This information includes CVs, identification documents, educational records, work history, employment and references and financial information.

We may also collect sensitive personal data about you, related to your health, diversity information or details of any criminal convictions of. We only collect sensitive personal data from you, and further process this data, where you have given your explicit consent.

Clients; We collect and use only the information necessary to provide you, or people in your organisation with services such as finding the best available candidates for your opportunities.

Suppliers/Other data subjects; We collect and use only the information necessary to be able to contact you and pay you for the services you provide.

Referee; Personal contact details such as name, title, addresses, telephone numbers, and email addresses; your job title and position within your employer; and any background information which you may provide to us in the course of your dealings with us.  

How is your information used?

First and foremost, we will use your personal information to help us provide you with the best possible service in our capacity as a recruitment and consultancy service.

Your personal information may be held, used, processed and disclosed by us for the following reasons:

• To provide our recruitment and consultancy services to you, as listed on our site and to facilitate the recruitment process.
• To answer your questions and enquiries.
• To enable you to submit your CV or apply online for jobs.
• To notify you about vacancies that we believe you may be interested in, where you have consented to do so and can unsubscribe at any time.
• To send you details of reports, promotions, offers, networking and client events, and general information about the industry sectors which we consider may be of interest to you.
• To send your personal information to clients in order to apply for/ assess your suitability for a job, where you have consented to do so.
• To match your details with job vacancies and to assist us in finding a position that is most suitable for you.
• To fulfil our obligations arising from any contracts entered into between you and us, for your future temporary employment.
• To fulfil contractual obligations with our clients.
• For internal record-keeping.
• To maintain our business relationship, where you are a user of our website, a client or candidate.
• To enable us to send you targeted, relevant marketing materials or other communications.
• To improve our customer service and to make our services more valuable to you (including carrying out customer satisfaction surveys and tailoring our website to enrich your online experience).
• To determine the effectiveness of promotional campaigns and advertising.
• From time to time, we may contact you to make sure that the information stored on our system is complete, up to date and accurate.
• To contact you to ask for a referral.
• To notify you of changes to our services.
• If Another Recruitment Ltd and/or part of its business is sold or integrated with another business, your details may be disclosed to Another Recruitment Ltd advisers and any prospective purchasers and their advisers and new owners of the business.
• To third parties where we have retained them to provide services that we, you or our client have requested including but not limited to references, qualifications, criminal reference checking services, verification of the details you have provided from a third party source and skill test results.
• To trusted third parties who perform functions on behalf of Another Recruitment Ltd and provide services to us, such as professional advisors including accountancy, finance and legal firms, IT support and cloud based service providers. These third parties have to comply with similar undertakings of privacy and confidentiality as Another Recruitment Ltd
• To comply with our legal, regulatory and compliance obligations in connection with the detection of crime or the collection of taxes or duties or to verify your identity.
• If you are a candidate, client, referee or supplier we may use your personal data to comply with legal obligations, to defend, prevent fraud or bring any legal proceedings
• As a client, we may use your personal data to liaise we you to effectively perform our service, to discuss candidates, to obtain references for a candidate, to discuss your requirements, for invoicing or credit control, for related events, provide statistical data about your industry
• As a referee, we may use your personal data to contact you to obtain a reference regarding a specific candidate.
• If you are a Supplier, we may use your personal data to liaise with you in respect of the services which are being provided.

Who do we share your personal data with?

Candidates; 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.

We may also conduct checks on you to verify the information you have provided and where we do this we share your information with our appointed background checking company.

Unless you specify otherwise we may share your data with any of our associated third parties - for example our payroll and pension providers – to provide you with the best possible service.

We may use your personal data to comply with legal obligations, to defend or bring any legal proceedings and prevent fraud or any other crime

Clients; We share your data with candidates during the course of providing recruitment services to you, and with third parties as part of our contractual relationship.

Suppliers; We share your data third parties as part of our contractual relationship.

Referee, we may use your personal data to: Contact you to obtain a reference on a Candidate; Provide a copy of the reference to our Client.

Our legal basis for processing personal information?

For prospective candidates, clients, suppliers and referees, our processing is necessary for our legitimate interests - we need this information in order to be able to assess suitability for potential roles, to find potential candidates and to contact clients and referees, and suppliers.

We are acting as an employment agency in our dealings with you. In accordance with Article 9 (2)(b) of the GDPR, this sensitive personal data is necessary in the field of employment in that it is required for performing our obligations as an employment agency or employment business, and is used solely for this purpose.

We will rely on legal obligation if we are required to hold information on you to fulfil our legal obligations. There are some statutory and regulatory obligations which relate to businesses’ generally, for example complying with tax, bribery, fraud/crime prevention and cooperation with regulatory authorities such as HMRC.

Where you refuse to provide any information required by law such as information and documentation to establish your right to work and verification of identity, we reserve the right to end our business relationship with you.

We will process your personal information on the basis that you have consented to do so for one or more specific purposes. For example, you will have provided your written or verbal consent for us to use your information to receive specific marketing updates and to send your personal information to clients in order to apply for/ assess your suitability for a job.

If you are a Candidate, we may also need to process sensitive (special) personal data relating to you. The type of sensitive personal data which we might process includes (i) information about any medical conditions or disability insofar as they are relevant to the type of work which you are proposing to carry out (ii) information about any unspent criminal convictions and, where relevant to the type of role which you are carrying out, spent convictions, police warnings etc and (iii) information about any trade union of which you are a member (but only insofar as it relates to an employment claim or pay and working conditions on a client site). We always ask for your consent before undertaking such processing.

As a Client Contact - on the basis that we need to be able to contact and interact with the individuals who are employed or engaged by our Clients. This will allow us to effectively provide services to them, better understand their requirements and generate revenue for our business.

As Referee - on the basis that we are generally required to obtain references to comply with our contractual obligations to third parties and, in some instances, we are under a legal obligation to do so. It is therefore necessary and reasonable for us to process personal data relating to you strictly for compliance with these obligations.

As Supplier Contact - on the basis that we need to be able to contact and interact with the individuals who are employed or engaged by our Suppliers. This will allow us to ensure that our Suppliers provide us with the best possible service which, in turn, is of direct benefit to both our Candidates and our Clients.

It is necessary for us to maintain a database of individuals who are (i) actively seeking new employment with a Client or (ii) potentially suitable for employment with a Client. By processing your personal data and contacting you from time to time, we are able to maintain up to date information.

Do we make automated decisions concerning you?

We may make automated decisions about you during the assessment stage of the recruitment process. You may be asked screening questions to assess suitability, whether each candidate meets the specific criteria for a particular position. These assessments may be fully automated e.g. online pre-screening questions. As these assessments may result in a candidate being deemed not suitable for a position by means of a solely automated assessment. 

Who has access to your information and where will it be held?

The information you supply may be disclosed to Another Recruitment Ltd staff in the UK, and with your prior consent, agents and employers seeking candidates for employment. Your information will also be disclosed to people to whom we may transfer rights and obligations in connection with our business, such as professional advisors like accountants, finance, legal, IT and to any organisations that provide a service to Another Recruitment Ltd such as cloud based service providers, and who have agreed to keep your information confidential.

All information stored on our recruitment software is secured through the Microsoft Azure Infrastructure and located at two data centres locations within Europe. Our primary centre is located in Microsoft’s Western European centre, and these facilities are secured by a series of measures, including (but not limited to) biometric access, security alarm systems and round-the-clock security staff. Additional security information on Microsoft’s data centres can be found here.

We have put in place appropriate safeguards to ensure that your data is only transferred to jurisdictions with enforceable data subject rights and effective legal remedies in respect of data privacy breaches. We will therefore only transfer your personal data to jurisdictions outside of the EEA where:

• There are binding corporate rules in place regarding the transfer of such data within the Group, in accordance with Article 47 of the GDPR. This means that the data transfer is between group companies and those group companies have agreed to share that data in accordance with the rules specified by the European Commission.
• The European Commission has made an adequacy decision in respect of such jurisdiction. This means that the European Commission has pre-approved the data privacy regime in the relevant non-EEA country. At present, the European Commission-approved jurisdictions are Andorra, Argentina, Canada (commercial organisations), Faroe Islands, Guernsey, Israel, Isle of Man, Jersey, New Zealand, Switzerland, Uruguay and the US (limited to the Privacy Shield framework).
• The transfer of data is subject to the model contractual clauses adopted by the European Commission. This means that we have a data-sharing agreement in place which complies with the requirements set out by the European Commission; or
• You have expressly given informed consent to the transfer of such data. This means that you have not only agreed to the transfer but have done so in the knowledge that your data may be transferred to a jurisdiction which does not give you the same degree of protection as you have within the EEA.

Subject to the terms and conditions of this privacy policy, Another Recruitment Ltd protects all data from being disclosed to any other third parties except when required by law.

Do we use Cookies?

We may set and access Cookies on your computer.  Cookies may be placed on your computer when you visit certain parts of the Website. We use these to identify and track visitors, their usage of the Website, their access preferences and for advertising.  Currently we do not have the technical ability to get your express permission to opt out of our cookies, so we encourage you to use your browser settings if you want to control these.

If you want to learn more about the general use of cookies, please visit Cookiepedia.

Strictly Necessary cookies
These are cookies that allow you to use different parts of our site. Without them different features that you have requested cannot be provided. These are usually set in response to an action performed by the user like clicking on a job advert or failing to enter the correct password to their account.

Functional cookies
These help us to make your experience within our site more personal. For instance, knowing if you have been on the site before so that messages for new visitors are not displayed to you.

First party cookies
These are cookies that are set by our website. And only we can read them.

Session cookies
These are stored while you browse our site and then deleted once you leave.

Persistent cookies
These are saved on your computer and won’t be deleted when you close the web page. We use these to provide functionality like keeping you logged in when you come back to the site.

Cookies we use (Non-Optional Cookies)

How do we safeguard your personal data?

We take the security of your data very seriously and have put in place appropriate measures that are designed to prevent unauthorised access to or misuse of your personal data.

It should be appreciated that no system is entirely fool-proof and you should be careful when you reveal any confidential information to any third party.

Another Recruitment Ltd shall use reasonable endeavors to ensure the security of the data, but shall have no liability for any loss or damage, including for access to data, caused by a distributed denial-of-service attack, viruses or other technologically harmful material that may infect the user’s computer equipment, computer programs, data or other proprietary material through use of the Services.
 

How long will Another Recruitment Ltd hold your information for?

We will hold your information for as long as it is necessary to comply with our statutory and contractual obligations and in compliance with our legitimate business interests as a data controller.

Some categories of documents we hold will need to be retained longer than others. How long we retain different categories of personal information will be based on the purpose for which they are processed and our statutory and contractual obligations. Other information will be held for no longer than is necessary to protect our legitimate business interests as a data controller.

We may archive part or all of your personal data, or retain it on our financial systems but delete all or part of it from our recruitment software system. On removal, we may anonymise parts of your data – particularly following a request for suppression or deletion of your data – to ensure we do not re-enter your personal data to our database, unless you have requested us to do so.

Our current retention period for data on candidates who have not been placed, or are no longer showing any signs of engagement with Another recruitment Ltd, is 3 years.

The current retention period for data on candidates who do not fit the skills set, or experience, or job specifications, or location preferences - your application will not be considered.  If a candidate doesn’t meet the criteria or has no experience which is in line with the roles Another Recruitment Ltd specialise, and where there has been no signs of engagement, is 6 months.

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.

Your rights and choice

You have the right at any time to access a copy of or to transfer the information we hold on you.  Another Recruitment Ltd may ask you to verify your identity and for more information about your request. This service is free of charge, but additional fees may apply when obtaining extra copies of the information. If for some reason your request is denied, Another Recruitment Ltd will provide you with reasons for doing so. We will also inform you of the supervisory authority you can lodge a complaint to.

Additionally, you have the right to amend, delete, withdraw your consent or restrict processing of the information which Another Recruitment Ltd holds on you, subject to certain expectations. Where Another Recruitment Ltd is unable to approve your request, we will give you reasons for not doing so.

In all cases, we will seek to act on your request in the timescale required by applicable data protection laws.

You have a choice whether or not you wish to receive information from Another Recruitment Ltd.  We will usually not contact you for marketing purposes unless you have given us prior consent.

You may withdraw your consent or restrict Another Recruitment from processing your personal information in certain circumstances. Please note, this may affect the services we are able to supply you.

Finally, it should be remembered that GDPR provides certain rights for you including:

The right to be informed

The right of access

The right to rectification

The right to erasure

The right to restrict processing

The right to data portability

The right to object

Rights in relation to automated decision making and profiling

Therefore, we encourage you to log in to your profile through our website to ensure your data is accurate, complete and up to date at all times.

A good explanation of your rights (in English) is available on the website of the United Kingdom’s Information Commissioner’s Office. For more information please visit the ICO website – https://ico.org.uk/

At Another Recruitment Ltd, we welcome your views, if you want to exercise any of the above rights, please contact a Director in writing. We will consider your request and confirm the actions which we have taken in response to such request.

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is an appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it. You can withdraw your consent at any time.

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact a Director. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law. We will confirm the actions which we have taken in respect of any such request.

Please note, that in some cases we may continue to retain some information if we have an overriding business interest or legal obligation to do so.

Contact details

If you would like to contact us with any queries or comments on how we have handled your personal information, please send an e-mail to data@anotherrecruitment.com 

If you are unhappy with any aspect of the manner in which we have processed your personal data or dealt with your decision to exercise any of the rights, you have the right to complain to the Information Commissioners Office in the United Kingdom. Their details are:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF Tel: 0303 123 1113 (local rate) or 01625 545 745
Email: casework@ico.org.uk

Other Terms

Another Recruitment Ltd may contain links to other websites. If you click on a link, you are not protected by this Privacy Policy and you are advised to read the privacy policy of the other website as it may differ from this Privacy Policy. Another Recruitment Ltd cannot be responsible for the privacy policies and practices of other sites even if you access those using links on our website.

Another Recruitment Ltd reserves the right to amend this Privacy Policy from time to time as it deems necessary.

Any changes we make to our privacy notice in future will be posted on this page and, where appropriate, you will be notified by e-mail. Please check back frequently to view any updates or changes to our privacy notice or for any further information please email data@anotherrecruitment.com