This Privacy Notice tells you what to expect in relation to personal information about you which is collected, handled and processed by Job Box Recruitment Limited.
Samantha Hudson of Job Box Recruitment Limited, Office 5 128 Fulwell Road, Teddington, Middlesex, TW11 0RQ is the Data Controller.
We acknowledge and agree that any personal data of yours that we handle will be processed in accordance with all current data protection laws in force. With effect from 25 May 2018, the General Data Protection Regulations (“GDPR”) will come into force, which will change the law.
THE INFORMATION ABOUT YOU WE MAY COLLECT, HOLD AND PROCESS IS SET OUT BELOW:
Information collected and processed for finding you a suitable role is as follows:
- Your name
- Your address
- Your email address
- Your contact number
- CV/work history
- Job preferences including job role, salary, hourly/rate, geographical areas
- Any other work related information such as education, training, qualifications
- Information in respect to individuals that have worked for us previously or may work for us is as follows:
- Date of birth
- National Insurance number
- Full details of job offers and placements
- Outcome of criminal record checks and security clearance for certain roles
- Medical information (if required)
- Financial information (including but not limited to payroll details and terms, HMRC data, pension scheme details, court orders, statutory payments)
- A log of our communications with you be email and telephone
This information will have been provided, or will be provided, by you or a third party who we work with, such as a Job Board Company or another employment business or agency. In the case of references, these will be from your previous employer. Medical information may be supplied by a third party such as your GP, Consultant or Occupational Health. The outcome of criminal record checks and security clearance checks, where relevant, will be supplied by the Disclosure and Barring Service or other external company applicable to the placement.
HOW WE USE THE INFORMATION
The above information is used to provide our services to you in our capacity as an employment business / employment agency to find you suitable work whether on a temporary or permanent basis based on your requirements as set out on the next page.
The information under A may be used as follows:
- To match your skill sets with job vacancies to assist in finding you the positions that most suit you
- To put forward your details to our clients and prospective employers for you to be considered for vacancies they may have
- To place you with our clients and prospective employers
- To keep you informed of available opportunities as they arise
- To keep you informed of the services offered by us
The information under B may be used as follows:
- To verify that you have the right to work in the UK
- To enable us to undertake relevant security and criminal record checks as required by our clients and prospective employers and as permitted by law
- To deal with any medical and health and safety issues relating to certain positions
- To put in place contractual arrangements and documentation once a role has been secured
- To enable your wages to be processed if you are placed
HOW WE HOLD THE INFORMATION
All the personal data we have is stored on our secure database in the UK.
DISCLOSURE OF YOUR INFORMATION
Your CV and related information will be shared or sent to prospective employers and our clients. Once you have secured a placement additional information will be provided to them to enable the placement to proceed. Such employers and clients will be located inside the UK. Personal data shall not be transferred to a country or territory outside the UK.
Other trusted third parties that we may share your data with are as follows: HM Revenue and Customs, Government agencies such as the Department for Work & Pensions, pension scheme providers, legal advisors and other companies for the purpose of undertaking pre engagement checks for the role or for paying you.
WHAT IS THE LEGAL BASIS FOR PROCESSING THE INFORMATION?
We will rely on your consent to process the information set out in A, which is collected at the outset of the recruitment process.
Information and documentation to establish your right to work is processed by us as we are legally obliged to do so.
In respect of medical information, the basis for us processing this will depend on the circumstances, but will usually be for one of the following reasons: it is necessary to protect health and safety or to prevent discrimination on the grounds of disability or where consent has been obtained, if required.
Information in relation to criminal record checks, which are relevant for some roles, will be processed on the basis that it is necessary for us to comply with the law or consent will be obtained, if required.
Once a position has been found for you, we will process your personal data, including financial information, for the purpose of you entering into a contract to fulfil your role and to enable us to pay you, depending on the specific contractual arrangements and circumstances.
For the purposes of paying you, where relevant, we are legally obliged to provide information to HMRC.
Once a placement has been secured, we may also process your data on the basis of our legitimate interests i.e. for administrative purposes.
You currently have the right at any time to ask for a copy of the information about you that we hold. At this time, we have the right to charge a £10 administration fee for this service. When the GDPR comes into force, we will no longer have the right to charge a fee. If you would like to make a request for information please email firstname.lastname@example.org
In addition to this right of access, when the GDPR comes into force, you will also have the following rights: erasure, restriction of processing, objection and data portability. We will update you further in connection with these rights when they come into force.
RETENTION OF YOUR DATA
Your data will be retained for no longer than is necessary but in accordance with the legal obligations we are required to meet
WITHDRAWAL OF CONSENT
If you have provided us with your consent to process your data, for the purpose of using our services and us finding you suitable work, you have the right to withdraw this at any time. In order to do so you should contact us by emailing email@example.com
If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to Information Commissioners Office.
Please address any queries to Samantha Hudson of Job Box Recruitment Limited, Office 5 128 Fulwell Road, Teddington, Middlesex, TW11 0RQ is the Data Controller.
CHANGES TO THE PRIVACY NOTICE
This Privacy Notice may be changed by us at any time.
DATA PROTECTION POLICY (GDPR)
About this policy
- Job Box Recruitment Limited is committed to being transparent about how it collects and uses the personal data of its workforce, and to meeting its data protection obligations. This policy sets out our commitment to data protection, and individual’s rights and obligations in relation to personal data.
- This policy applies to the personal data of job applicants, employees, workers, contractors, volunteers, interns, apprentices and former employees, referred to as personal data. This policy does not apply to the personal data of clients or other personal data processed for business purposes.
- This policy does not form part of an employee’s contract of employment and may be amended at any time without prior notice.
- If you consider that the policy has not been followed in respect of either your own personal data or that of others, you should raise the matter with your Manager.
- “Personal data” is any information that relates to an individual who can be identified from that information. Processing is any use that is made of data, including collecting, storing, amending, disclosing or destroying it.
- “Special categories of personal data” means information about an individual’s racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, health, sex life or sexual orientation and biometric data.
- “Criminal records data” means information about an individual’s criminal convictions and offences, and information relating to criminal allegations and proceedings.
- Data protection principles
- The Company processes personal data in accordance with the following data protection principles:
- We process personal data lawfully, fairly and in a transparent manner.
- We collect personal data only for specified, explicit and legitimate purposes.
- We process personal data only where it is adequate, relevant and limited to what is necessary for the purposes of processing.
- We keep accurate personal data and take all reasonable steps to ensure that inaccurate personal data is rectified or deleted without delay.
- We keep personal data only for the period necessary for processing.
- We adopt appropriate measures to make sure that personal data is secure and protected against unauthorised or unlawful processing, accidental loss, destruction or damage.
- We inform individuals of the reasons for processing their personal data, how we use such data and the legal basis for processing in the Company’s privacy notices. We will not process personal data of individuals for other reasons.
- We will update personal data promptly if an individual advises that his/her information has changed or is inaccurate.
- Personal data gathered during the employment, worker, contractor or volunteer relationship, or apprenticeship or internship, is held in the individual’s personnel file (in hard copy or electronic format, or both), and on HR systems. The periods for which the Company holds personal data are contained in its privacy notices to individuals.
- We keep a record of our processing activities in respect of personal data in accordance with the requirements of the General Data Protection Regulation (GDPR).
- Individual rights
- As a data subject, individuals have a number of rights in relation to their personal data.
- Individuals have the right to make a subject access request. If an individual makes a subject access request, the Company will tell him/her:
- whether or not his/her data is processed and if so why, the categories of personal data concerned and the source of the data if it is not collected from the individual;
- to whom his/her data is or may be disclosed, including to recipients located outside the European Economic Area (EEA) and the safeguards that apply to such transfers;
- for how long his/her personal data is stored (or how that period is decided);
- his/her rights to rectification or erasure of data, or to restrict or object to processing;
- his/her right to complain to the Information Commissioner if he/she thinks the organisation has failed to comply with his/her data protection rights; and
- whether or not the organisation carries out automated decision-making and the logic involved in any such decision-making.
- We will also provide the individual with a copy of the personal data undergoing processing. This will normally be in electronic form if the individual has made a request electronically, unless he/she agrees otherwise.
- If the individual wants additional copies, we will charge a fee, which will be based on the administrative cost to the Company of providing the additional copies.
- To make a subject access request, the individual should send their request to the Data Protection Officer. In some cases, the Company may need to ask for proof of identification before the request can be processed. We will inform the individual if we need to verify his/her identity and the documents we require.
- The Company will normally respond to a request within a period of one month from the date it is received. In some cases, such as where the Company processes large amounts of the individual’s data, we may respond within three months of the date the request is received. We will write to the individual within one month of receiving the original request to tell him/her if this is the case.
- If a subject access request is manifestly unfounded or excessive, the Company is not obliged to comply with it. Alternatively, the Company can agree to respond but will charge a fee, which will be based on the administrative cost of responding to the request. A subject access request is likely to be manifestly unfounded or excessive where it repeats a request to which the Company has already responded. If an individual submits a request that is unfounded or excessive, we will notify him/her that this is the case and whether or not we will respond to it.
- Other rights
- Individuals have a number of other rights in relation to their personal data. They can require the Company to:
- rectify inaccurate data;
- stop processing or erase data that is no longer necessary for the purposes of processing;
- stop processing or erase data if the individual’s interests override the organisation’s legitimate grounds for processing data (where the organisation relies on its legitimate interests as a reason for processing data);
- stop processing or erase data if processing is unlawful; and
- stop processing data for a period if data is inaccurate or if there is a dispute about whether or not the individual’s interests override the organisation’s legitimate grounds for processing data
- To ask the Company to take any of these steps, the individual should send the request to their Line Manager.
- Data security
- We take the security of personal data seriously. We have internal policies and controls in place to protect personal data against loss, accidental destruction, misuse or disclosure, and to ensure that data is not accessed, except by employees in the proper performance of their duties.
- Where the Company engages third parties to process personal data on its behalf, such parties do so on the basis of written instructions, and are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.
- Impact assessments
- Some of the processing that the Company carries out may result in risks to privacy. Where processing would result in a high risk to individual’s rights and freedoms, we will carry out a data protection impact assessment to determine the necessity and proportionality of processing. This will include considering the purposes for which the activity is carried out, the risks for individuals and the measures that can be put in place to mitigate those risks.
- Data breaches
- If the Company discovers that there has been a breach of personal data that poses a risk to the rights and freedoms of individuals, it will report it to the Information Commissioner within 72 hours of discovery. We will record all data breaches regardless of their effect.
- If the breach is likely to result in a high risk to the rights and freedoms of individuals, we will tell affected individuals that there has been a breach and provide them with information about its likely consequences and the mitigation measures it has taken.
- International data transfers
- Personal data may be transferred to countries outside the EEA for references purposes. Data is transferred outside the EEA on the basis of compliance with this policy.
- Individual responsibilities
- Individuals are responsible for helping the Company keep their personal data up to date. Individuals should let us know if data provided to us changes, for example if an individual moves to a new house or changes his/her bank details.
- Individuals may have access to the personal data of other individuals and of our customers and clients in the course of their employment, contract, volunteer period, internship or apprenticeship. Where this is the case, the Company relies on individuals to help meet our data protection obligations to staff, customers and clients.
- Individuals who have access to personal data are required:
- to access only data that they have authority to access and only for authorised purposes;
- to not disclose data except to individuals (whether inside or outside the organisation) who have appropriate authorisation;
- to keep data secure (for example by complying with rules on access to premises, computer access, including password protection, and secure file storage and destruction);
- to not remove personal data, or devices containing or that can be used to access personal data, from the organisation’s premises without adopting appropriate security measures (such as encryption or password protection) to secure the data and the device; and
- to not store personal data on local drives or on personal devices that are used for work purposes.
- Further details about the Company’s security procedures can be found in our Data Security policy.
- Failing to observe these requirements may amount to a disciplinary offence, which will be dealt with under our Disciplinary Procedure. Significant or deliberate breaches of this policy, such as accessing employee or customer data without authorisation or a legitimate reason to do so, may constitute gross misconduct and could lead to summary dismissal.
UNSPENT CRIMINAL CONVICTIONS
The information you give will be treated in confidence and only taken into account where, in the reasonable opinion of [insert name of employment business], the offence is relevant to the post for which you are applying.
*A conviction will become spent after a â€˜rehabilitation periodâ€™. A list of these periods is attached and will depend on the sentence received.
[Certain types of employment and certain professions are excepted from the Rehabilitation of Offenders Act 1974 and in those cases particularly where the employment is sought in relation to positions involving working with children or vulnerable adults details of all criminal convictions, both spent and unspent,
must be given. A list of the types of employment or professions is attached.]
Failure to declare a conviction may require us to exclude you from our register or terminate an assignment if the offence is not declared but later comes to light.
Our registered office is:
6 – 12 Gladstone Road,