GDPR Candidate Agreement
This notice sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.
The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) is a new regulation which replaces the Data Protection Regulation (Directive 95/46/EC) The Regulation aims to harmonise data protection legislation across EU member states, enhancing privacy rights for individuals and providing a strict framework within which commercial organisations can legally operate.
Your new rights under the GDPR are set out in this notice, and were last updated on 01/01/2024.
The Information we collect
To carry out our core recruitment activities, we collect information about you which may include: your name, address and post code; private and corporate e-mail address and phone number; financial information and compliance documentation; references verifying your qualifications and experience and your right to work in the United Kingdom; curriculum vitae and photograph; employment details and preferences; links to your professional profiles available in the public domain e.g. LinkedIn, Twitter, Facebook for Business or corporate website.
How we collect this information
The information we collect about you will be provided by you, either by filling out a form on our website [company website] or by corresponding with us by phone, e-mail or otherwise. It will also include information you provide when you register to use our website, subscribe to our services, attend our events, participate in discussion boards or other social media functions on our website, enter a competition, promotion or survey, and when you report a problem with our site.
We may also obtain information about you from other sources such as LinkedIn, corporate websites, job board websites, online CV libraries, your business card, personal recommendations, and any relevant social media sites. In this case – and within 30 days of collecting – we will inform you that we hold this personal data, the source the data originated from, whether it came from publicly accessible sources, and for what purpose we intend to retain and process your personal data.
Our legal basis for processing data
Our legal basis for the processing of personal data is:
There are many purposes for why we need to process the data that is held about you. Our legal base for processing personal data is our legitimate business interests which will be described in more detail below but we will also rely on contract, legal obligations and consent for specific uses of data.
Our Legitimate Business Interests
As a recruitment agency we introduce candidates to clients for temporary employment. Permanent employment or independent professional contracts. The exchange of personal data of our client contacts and candidates is essential and is a fundamental part of this process. In order to support our candidates career aspirations and our clients resourcing needs we require a database of candidate and client personal data containing historical 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. In order for our business to help candidates progress in their career we need to keep personal data to ensure they are qualified for the role. We need to keep financial information of a candidate to ensure they are paid correctly and we need personal information to add people to our database and to be able to contact both candidates and clients regarding our recruitment arrangements.
Entering into a Contract
If we are negotiating, or have entered into a placement agreement with you or your organisation, or if we have any other contract to provide services to you or receive services from you or your organisation, we will process our data on the basis that the processing is necessary for the performance of the contract.
Compliance with Legal Obligations
We are legally obliged to retain certain information of yours to fulfil statutory requirements. This includes the Conduct of Employment Agencies and Employment Business Regulations 2003, which require us to (amongst other things):
- Verify your identity
- Assess your suitability for an external job role
- Maintain records for specific periods
Consent
We may need to process your data under circumstances where we are relying on your consent to process it. Consent can be taken orally, by email or via an online process and your consent response will be recorded on our system to enable us to ensure our records are accurate.
You may withdraw your consent to our processing of your personal information at any stage. You can do this by emailing info@phoenixgrayrec.com, or by writing to us at Data Protection Team, Phoenix Gray Rec Ltd, Units 4, Land to the rear of Blue Cedars, London Road, Billericay, Essex CM12 9HSE. You can also complete the form on our website and submit it to us. Please note that if consent is withdrawn we may continue to retain your personal information where we have a legal or contractual obligation do to so, or if we need to retains data to abide by statutory retention periods.
How long we keep your data for
We retain different types of data for differing periods of time. The criteria we use to determine whether we should retain your personal data and how long for includes:
- The nature of the personal data
- Its perceived accuracy of your date
- Your engagement levels with our services
- Our legal obligations following an offer or when a placement has been made.
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 our website, is 2 years.
Your rights
The GDPR provides you with the following rights.:
- The right to be informed about the personal data we process on you
- The right of access to the personal data we process 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
- The right not to be subjected 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.
Changes to our privacy notice
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 Info@phoenixgrayrec.com