Company Name: Team One UK ('the Company')
Company Contact details: Vic Shah compliance@teamoneuk.com
Document DP5 Privacy Notice (including for use on the company website)
Topic: Data protection
Date: May 2018
Version: V.2.0

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.

Contents

  1. Collection and use of personal data
    1. Purpose of processing and legal basis
    2. Legitimate interest
    3. Statutory/contractual requirement
    4. Recipients of data
  2. Information to be provided when data is not collected directly from the data subject
    1. Categories of data
    2. Sources of data
  3. Overseas transfers
  4. Data retention
  5. Automated decision making
  6. Cookies
  7. Login files
  8. Links to external sites
  9. Sale of the business
  10. Data security
  11. Changes to this privacy statement
  12. Complaints or queries
  1. Collection and use of personal data

    1. Purpose of processing and legal basis
    2. 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

    3. Legitimate interest
    4. 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:

      • Providing work-finding services to work-seekers, including sending information to our clients where they have demonstrated an interest in doing that particular type of work but not expressly consented to us passing on their cv;
      • Contacting the work-seeker with information about similar products or services that they have used from us recently.
      • Managing our database and keeping work-seeker records up to date;
      • Contacting an individual to seek your consent where we need it;
      • Processing personal data such as identity check, right to work checks, qualification checks
      • Internal administrative activities, like payroll and invoicing where relevant.
      • Our own obligations under the law. If we believe in good faith that it is necessary, we may therefore share your data in connection with crime detection, tax collection or actual or anticipated litigation

    5. Statutory/contractual requirement
    6. 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.

    7. Recipient/s of data
    8. 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)
      • Candidates' current, former or prospective new employers that we obtain or provide references to
      • The Recruitment and Employment Confederation
      • Any third parties who carry out audits to ensure that we run our business correctly
      • Other recruitment agencies in the supply chain (e.g. master/neutral vendors and second tier suppliers);
      • Our Insurers
      • Our legal advisers
      • Our payroll partners
      • Social networks
      • Our IT and CRM/ ATS providers
      • Any public information sources and third-party organisations that we may use to carry out suitability checks on work-seekers e.g. Companies House, the Disclosure and Barring Service (DBS), DVLA, credit reference agencies
      • Government, law enforcement agencies and other regulators e.g. the Police, Home Office, HMRC, Employment Agencies Standards Inspectorate (EASI), Local Authority Designated Officers (LADOs), GLAA.
      • Trade unions
      • Third party service providers who perform functions on our behalf (including external consultants, business associates and professional advisers such as lawyers, auditors and accountants, technical support functions and IT consultants carrying out testing and development work on our business technology systems);
      • Third party outsourced IT and document storage providers;
      • Marketing technology platforms and suppliers;

  2. Information to be provided when data collected not from the data subject
  3. Categories of data: The Company has collected the following personal data on you:

    Personal data:

    • Title & Name
    • Address including postal code
    • Email
    • Home Telephone number
    • Work telephone number
    • Mobile numbers
    • Nationality
    • National Insurance Number
    • Date of Birth
    • Languages spoken/written
    • Driving details
    • Forms of Photo Identification
    • Current remuneration and salary expectations
    • Immigration status (through right to work check)
    • Curriculum Vitae including employment history, education & skills/ achievements
    • Referee details
    • Social media/ job board or networking site profile

    Sensitive personal data:

    • Disability/health conditions
    • Criminal conviction
    • Diversity information

    Source of the personal data: The Company sourced your personal data/sensitive personal data:

    • From third party sources such as Reed.co.uk, CV library.co.uk, LinkedIn, Facebook, Twitter.
    • Former employers to obtain references
    • A referee whose details you previously provided to us

    This information came from a publicly accessible source.

  4. Overseas Transfers
  5. The Company may transfer the information you provide to us to countries outside the European Economic Area ('EEA') for the purposes of providing you with work-finding services. We will take steps to ensure adequate protections are in place to ensure the security of your information. The EEA comprises the EU member states plus Norway, Iceland and Liechtenstein.

  6. Data retention
  7. 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 personal/and sensitive personal data/specify which personal data, 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 personal data/and sensitive personal data.

  8. Your rights
  9. 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/and sensitive personal data you have the right to withdraw that consent at any time by contacting Vic Shah at compliance@teamoneuk.com

    There may be circumstances where the Company will still need to process your data for legal or official reasons. We will inform you if this is the case. Where this is the case, we will restrict the data to only what is necessary for the purpose of meeting 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.

  10. Cookies
  11. We do not use cookies to obtain information about you.

  12. Log Files
  13. We do not use IP addresses to analyse information about you.

  14. Links to external websites
  15. The Company's website may contains 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.

  16. Sale of business
  17. 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.

  18. Data Security
  19. The Company takes every precaution to protect our users' information. We use security measures in relation to the personal data processed such as firewalls, encryption, limited access, use of passwords.

    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 Vic shah at compliance@teamoneuk.com

  20. Changes to this privacy statement
  21. 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.

  22. Complaints or queries
  23. If you wish to complain about this privacy notice or any of the procedures set out in it please contact: Vic Shah at compliance@teamoneuk.com

    You also have the right to raise concerns with Information Commissioner's Office on 0303 123 1113 or at 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.