Data Protection Privacy Notice

This notice explains what personal data (information) we will hold about you, how we collect it, and how we will use and may share information about you. We are required to notify you of this information, under data protection legislation. Please ensure that you read this notice (sometimes referred to as a ‘privacy notice’) and any other similar notice we may provide to you from time to time when we collect or process personal information about you.

Who collects the information

Fawkes and Reece Limited (‘Company’) is a ‘data controller’ and gathers and uses certain information about you. This information is also used by our affiliated entities and group companies (our ‘group companies’) and so, in this notice, references to ‘we’ or ‘us’ means the Company and our group companies.

Data protection principles

We will comply with the data protection principles when gathering and using personal information, as set out in our Data Protection Policy.

About the information we collect and hold

What information

For candidates, we may collect the following information as part of our initial stages of recruiting:

  • Your name and contact details (i.e. address, home and mobile phone numbers, email address);
  • Details of your qualifications, experience, employment history (including job titles, salary and working hours) and interests;
  • Details of your referees.

For clients, we may collect the following information as part of our recruiting process:

  • Your name and contact details (i.e. address, work and mobile phone numbers, email address);
  • Details of your employment history and interests;
  • References that we collect from you.

We may collect the following information after the initial recruitment stage and before making a final decision to recruit:

  • Information about your previous academic and/or employment history, including details of any conduct, grievance or performance issues, appraisals, time and attendance, from references obtained about you from previous employers and/or education providers;
  • Information regarding your academic and professional qualifications;
  • Information regarding your criminal record and disability status;
  • Your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information;
  • Proof of your address, national insurance number, limited company details and bank account details;
  • A copy of your driving licence and verification of any driving offences you hold.

You are required (by law or in order to enter into your contract) to provide the categories of information above to us to enable us to verify your right to work and suitability for the position.

How we collect the information

We may collect this information from you, your referees (details of whom you will have provided), your education provider, the relevant professional body, the Disclosure and Barring Service (DBS) and the Home Office.

Why we collect the information and how we use it

We will typically collect and use this information for the following purposes:

  • To take steps to enter into a contract;
  • For compliance with a legal obligation (e.g. our obligation to check that you are eligible to work in the United Kingdom);
  • For the performance of a task carried out in the public interest; and
  • For the purposes of our legitimate interests, but only if these are not overridden by your interests, rights or freedoms.

We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.

How we may share the information

We may also need to share some of the above categories of personal information with other parties, such as clients or professional advisers. Usually, information will be anonymised but this may not always be possible. The recipient of the information will be bound by confidentiality obligations. We may also be required to share some personal information as required to comply with the law. When sharing some of the above categories of personal information, for example for submission to a specific role, we will ensure that you are happy to be submitted for that role.

Sensitive personal information and criminal records information

Further details on how we handle sensitive personal information and information relating to criminal convictions and offences are set out in our Data Protection Policy, which is available on request to [email protected]ndon.co.uk.

Where information may be held

Information may be held at our offices and those of our group companies, and third party agencies, service providers, representatives and agents as described above.

How long we keep your information

We keep the personal information that we obtain about you for no longer than is necessary for the purposes for which it is processed. How long we keep your information will depend on whether your application is successful and you become engaged by us or whether we have regular contact with you for recruitment purposes, the nature of the information concerned and the purposes for which it is processed.

We will keep recruitment information (including interview notes) for no longer than is reasonable, taking into account the limitation periods for potential claims such as race or sex discrimination (as extended to take account of early conciliation), after which they will be destroyed. If there is a clear business reason for keeping recruitment records for longer than the recruitment period, we may do so but will first consider whether the records can be pseudonymised, and the longer period for which they will be kept.

Your rights

Under the General Data Protection Regulation you have a number of important rights free of charge. In summary, those include rights to:

  • Fair processing of information and transparency over how we use your use personal information
  • Access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address
  • Require us to correct any mistakes in your information which we hold
  • Require the erasure of personal information concerning you in certain situations
  • Receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
  • Object at any time to processing of personal information concerning you for direct marketing
  • Object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
  • Object in certain other situations to our continued processing of your personal information
  • Otherwise restrict our processing of your personal information in certain circumstances

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.

If you would like to exercise any of those rights, please:

  • Email, call or write to us
  • Let us have enough information to identify you
  • Let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill), and
  • Let us know the information to which your request relates

If you would like to unsubscribe from any centralised marketing campaign or newsletter you can also click on the ‘unsubscribe’ button at the bottom of the email. It may take up to 1 day for this to take place.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit http://www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

How to complain

We hope that we can resolve any query or concern you raise about our use of your information so please contact us on [email protected] in the first instance. If we cannot satisfactorily resolve your query or concern, contact the Information Commissioner at https://ico.org.uk/concerns/ or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.

Changes to this privacy notice

This privacy notice was published on 3rd May 2018.

We may change this privacy notice from time to time, so we would encourage you to regularly check this page for updates or changes to this notice.