DATA PROTECTION STATEMENT
Fawkes and Reece Limited provides work-finding services to its clients and work-seekers as both an Employment Agency and Employment Business as defined by the Employment Agencies Act 1973.
We must process personal data (including sensitive personal data) so that we can provide these services – in doing so, we act as a data controller. This is why we have asked for your personal data on this form. When we process your personal data we must do so in accordance with data protection laws. Those laws require us to give you a Privacy Statement to explain how we manage your personal data. Please review our Privacy Statement below.
Company Name: Fawkes and Reece Limited and Fawkes and Reece (South) Limited and Fawkes and Reece (North) Limited
Company Contact Details: email@example.com – John Morgan
Date: 23rd July 2021
The Company is a recruitment business which provides work-finding services to its clients and work-seekers. The Company must process personal data (including sensitive personal data) so that it can provide these services. In doing so, the Company acts as a data controller.
You may give your personal details to the Company directly, such as on an application or registration form or via our website, or we may collect them from another source such as a jobs board. The Company must have a legal basis for processing your personal data. For the purposes of providing you with work-finding services and/or information relating to roles relevant to you we will only use your personal data in accordance with this privacy statement. At all times we will comply with current data protection laws.
- Collection and use of personal data
- Purpose of processing and legal basis
- Legitimate interest
- Statutory/contractual requirement
- Recipients of data
- Information to be provided when data is not collected directly from the data subject
- Categories of data
- Sources of data
- Data retention
- Your rights
- Login files
- Links to external sites
- Sale of the business
- Data security
- Changes to this privacy statement
- Complaints or queries
1. Collection and use of personal data
Purpose of processing and legal basis
The Company will collect your personal data (which may include sensitive personal data) and will process your personal data for the purposes of providing you with work-finding services. This includes for example, contacting you about job opportunities, assessing your suitability for those opportunities, updating our databases, putting you forward for job opportunities, arranging payments to you and developing and managing our services and relationship with you and our clients.
If you have opted-in we may also send you marketing information and news via email/ text. You can opt-out from receiving these at any time by clicking “unsubscribe” when you receive these communications from us.
In some cases we may be required to use your data for the purpose of investigating, reporting and detecting crime and also to comply with laws that apply to us. We may also use your information during the course of internal audits to demonstrate our compliance with certain industry standards.
We must have a legal basis to process your personal data. The legal bases we rely upon to offer our work-finding services to you are:
- Your consent
- Where we have a legitimate interest
- To comply with a legal obligation that we have
- To fulfil a contractual obligation that we have with you
- In order to protect the vital interests of you or of another natural person
- Where we have to perform a task carried out in the public interest or in the exercise of official authority vested in us.
This is where the Company has a legitimate reason to process your data provided it is reasonable and does not go against what you would reasonably expect from us. Where the Company has relied on a legitimate interest to process your personal data our legitimate interests is/are as follows but not limited to:
- Managing our database and keeping work-seeker records up to date;
- Providing work-finding services to you and our clients;
- Contacting you to seek your consent where we need it;
- Giving you information about similar products or services that you have used from us recently;
The Company has certain legal and contractual requirements to collect personal data (e.g. to comply with the Conduct of Employment Agencies and Employment Businesses Regulations 2003, immigration and tax legislation, and in some circumstances safeguarding requirements.) Our clients may also require this personal data, and/or we may need your data to enter into a contract with you. If you do not give us personal data that we need to collect, we may not be able to continue to provide work-finding services to you. Failure to provide the personal data that we require may mean that we are unable to provide you with work-finding services and could mean that an active assignment needs to be terminated.
Recipient/s of data
The Company will process your personal data and/or sensitive personal data with the following recipients:
- Clients (whom we may introduce or supply you to)
- Former employers from whom we may seek references
- Payroll service providers who manage payroll on our behalf or other payment intermediaries to whom we may introduce you
- Other recruitment agencies, vendors, managed service providers and third parties in the supply chain
- Our financial advisors and banks
- Our insurers
- Our professional advisers
- Other official authorities where required to comply with the law.
2. Information to be provided when data collected not from the data subject
Categories of data: The Company has collected the following personal data on you:
- Name, address, home and mobile no., email and home address
- National insurance no.
- Date of birth
- Driving licence number
- Certifications and qualifications and CV/employment history
- References and details of referees
- Nationality/ immigration status (through right to work check)
- Bank details, where applicable
Sensitive personal data:
- Health information including whether you have a disability
- Criminal conviction data, where applicable
- Race or ethnic origin (via right to work check)
Source of the personal data: The Company sourced your personal data/sensitive personal data:
- From jobs boards (such as Reed, Gumtree, CV Library, Career Structure, Indeed, LinkedIn), our website, referrals
- Former employers (where applicable)
- A referee whose details you previously provided to us
- Professional bodies
- Home Office
- Disclosure and Barring Service (DBS)
- Cookies listed in section 7
This information comes from both private and publicly accessible sources.
3. Data retention
The Company will retain your personal data only for as long as is necessary for the purpose we collect it. Different laws may also 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 from (a) the date of their creation or (b) after the date on which we last provide you with work-finding services.
We must also keep your payroll records, holiday pay, sick pay and pensions auto-enrolment records for as long as is legally required by HMRC and associated national minimum wage, social security and tax legislation. This is currently 3 to 6 years.
Where the Company has obtained your consent to process your sensitive personal data (health information, criminal conviction data, racial/nationality information) we will do so in line with our retention policy. Upon expiry of that period the Company will seek further consent from you. Where consent is not granted the Company will cease to process your sensitive personal data.
4. Your rights
Please be aware that you have the following data protection rights:
- The right to be informed about the personal data the Company processes on you;
- The right of access to the personal data the Company processes 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 that was based on a public or legitimate interest;
- The right not to be subjected to automated decision making and profiling; and
- The right to withdraw consent at any time.
Where you have consented to the Company processing your personal data/sensitive personal data you have the right to withdraw that consent at any time by contacting firstname.lastname@example.org. Please note that if you withdraw your consent to further processing that does not affect any processing done prior to the withdrawal of that consent, or which is done according to another legal basis.
There may be circumstances where the Company will still need to process your data for legal or official reasons. Where this is the case, we will tell you and we will restrict the data to only what is necessary for those specific reasons.
If you believe that any of your data that the Company processes is incorrect or incomplete, please contact us using the details above and we will take reasonable steps to check its accuracy and correct it where necessary.
You can also contact us using the above details if you want us to restrict the type or amount of data we process for you, access your personal data or exercise any of the other rights listed above.
6. Log Files
We use IP addresses to analyse trends, administer the site, track users’ movements, and to gather broad demographic information for aggregate use. IP addresses are not linked to personally identifiable information.
7. Links to external websites
The Company’s website may contain links to other external websites. Please be aware that the Company is not responsible for the privacy practices of such other sites. When you leave our site we encourage you to read the privacy statements of each and every website that collects personally identifiable information. This privacy statement applies solely to information collected by the Company’s website.
8. Sale of business
If the Company’s business is sold or integrated with another business your details may be disclosed to our advisers and any prospective purchasers and their advisers and will be passed on to the new owners of the business.
9. Data Security
The Company takes every precaution to protect our users’ information.
- Firewall – Fortigate 60D with Unified Threat Management bundle.
- Browser Certification Technology – SSL certificate applied on https://fawkesandreece.co.uk/. Forticlient VPN also uses SSL. Virtual IT do not manage the SSL certificate on the https://fawkesandreece.co.uk/ This will be managed by the web hosting company.
- Encryption – Backups are encrypted in transit and at rest using 256-bit encryption. No BitLocker encryption installed on machines within Fawkes and Reece.
- Limited Access – No local admin rights to computers. Restricted USB policies. Web policy filter restricting access to certain web genres and specific URL’s. Company files and folders are restricted using Share Permissions on the file server. Only authorised contacts within Fawkes and Reece can request file and folder permissions with Virtual IT. All users are prohibited login access to the Domain Controller, FRR-NT01 – Only 2nd line, 3rd line and Projects at Virtual IT have access to Fawkes and Reece’s Domain Controller and all members of staff who have access have signed NDA’s. Access to the Fortigate firewall is also strictly prohibited with only members of Virtual IT’s 3rd line team allowed access.
- Use of Passwords – Password required to login to computers, Office 365, Eclipse, Mimecast (linked with Office 365 account). Passwords are administered by Virtual IT who require written authorisation from the end user themselves or a level 5 gatekeeper within Fawkes and Reece.
Only employees who need the information to perform a specific job (for example, consultants, our accounts clerk or a marketing assistant) are granted access to your information.
The Company uses all reasonable efforts to safeguard your personal information. However, you should be aware that the use of email/ the Internet is not entirely secure and for this reason the Company cannot guarantee the security or integrity of any personal information which is transferred from you or to you via email/ the Internet.
If you share a device with others we recommend that you do not select the “remember my details” function when that option is offered.
If you have any questions about the security at our website, you can email email@example.com.
10. Changes to this privacy statement
We will update this privacy statement from time to time. We will post any changes on the statement with revision dates. If we make any material changes, we will notify you.
11. Complaints or queries
If you wish to complain about this privacy notice or any of the procedures set out in it please contact: Head of Compliance at firstname.lastname@example.org who handles data protection issues and, where applicable, any representative of the controller and the data protection officer.
You also have the right to raise concerns with Information Commissioner’s Office on 0303 123 1113 or at https://ico.org.uk/concerns/, or any other relevant supervisory authority should your personal data be processed outside of the UK, if you believe that your data protection rights have not been adhered to.