PRIVACY NOTICE – CANDIDATES INCLUDING APPLICANTS, WORKERS, R10 EMPLOYEES, CIS, LCC
VF Specialist Ltd (‘the Company’) is a recruitment business which provides work-finding, recruitment, training and related services to its clients and work-seekers.
The Company must process personal data so that it can provide these services – in doing so, the Company acts as a data controller.
We will only use your personal data in accordance with the terms outlined in our contracts and our privacy notice.
1. COLLECTION AND USE OF PERSONAL DATA
a) You may give your personal details to the company directly, such as by seeking services from us, via an online application or submitting your CV.
b) Your details may have been identified via publicly available sources in relation to your professional history (e.g. LinkedIn or a jobs board where you have posted your CV for recruiters to consider you for opportunities).
c) In some circumstances, your personal details may have been provided to us by another person for us to offer our services to you, e.g. a referral from one of our clients.
d) Data may also be collected throughout the course of your engagement or whilst undertaking training with us, e.g. from a referee or from a client you have been assigned to work at.
In any case the Company must have a legal basis for processing your personal data, which may include sensitive data. We will only use your personal data in accordance with the terms of a contract and our privacy notice.
1.2 PURPOSE OF PROCESSING AND LEGAL BASIS
The Company will collect your personal data and process your personal data, which may include sensitive data, for the purposes of providing you with our services. The legal bases we rely upon when providing and/or offering to provide these services to you
LEGAL BASE EXAMPLE OF PURPOSE
LEGAL OBLIGATION To comply with law, e.g. HMRC, Tax legislation, UK Visas and Immigration, HSE, The Conduct of Employment Agencies and Employment Businesses Regulations 2003
CONTRACTUAL
OBLIGATION To provide our services including work-finding, recruitment, training and related services; To process payroll; To assist us / you to establish / exercise or defend legal claims. Where required for the role to process information in relation to your criminal convictions.
LEGITIMATE INTEREST
For marketing and public relations in relation to our services; To improve the services we offer and provide including work-finding, recruitment, training and related services. For statistical purposes. To monitor Equality and Diversity.
CONSENT Where we have explicitly obtained your consent to share your data with other potential candidates e.g. to provide a testimonial and/or reference about our service provision. To monitor Equality and Diversity. Where required for the role to process information in relation to your criminal convictions
PUBLIC INTEREST Does not apply
VITAL INTEREST OF DATA
SUBJECT Third party, where necessary to protect your vital interest and/or where it is believed that you are in immediate danger.
1.3 RECIPIENT/S OF DATA
Where we need to share your personal and/or sensitive data, we have contracts and data sharing agreements in place with the recipients that require them to treat your information as confidential and ensure the continued protection of your data whilst in their possession.
The Company will process your personal data and/or sensitive date, with the following recipients:
a) Governing bodies and authorities as required by law;
b) Individuals and organisations who hold information related to reference contacts you have provided;
c) Our clients where you are taking part in the recruitment process and/or you accept an offer of an assignment and/or you undertake an assignment;
d) Neutral vendor when applicable;
e) Training provider where you are undertaking any training services provided by us;
f) Individuals or organisations who hold information related to your job role with Source Talent, such as educators and examining bodies;
g) Our software providers;
h) Third party suppliers, e.g. business associates and professional advisers, such as external consultants, technical and IT support functions, independent auditors;
i) Third party company at your request, e.g. landlord or alternative prospective employer where you have requested us to act as a referee for you;
j) Third party, where necessary to protect your vital interests, e.g. emergency services;
k) Marketing technology platforms and suppliers;
l) Pension provider;
m) Payroll provider;
n) We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or a part of any business restructuring or reorganisation. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.
2. AUTOMATED DECISION MAKING
The company does not use automated decision-making, including profiling. Should the company intend to change this process you will be notified in advance.
3. DATA ACCESS RESTRICTION AND RETENTION
The Company will retain your personal data and/or sensitive data only for as long as is necessary. Different laws require us to keep different data for different periods of time.
4. WHERE SERVICES HAVE NOT BEEN PROVIDED
If we have not provided you with our services, or had valuable contact with for two consecutive years, your personal data will be deleted from our systems save where we believe in good faith that the law or other regulation requires us to preserve it.
5. WHERE SERVICES HAVE BEEN PROVIDED
Your personal details may be included in several documents created during the course of our contract with you. To comply with legal requirements e.g. HMRC, UK Visas and Immigration, The Conduct of Employment Agencies and Employment Businesses Regulations 2003, Agency Workers Regulation, HSE and tax legislation, your data will be retained, and where required processed, by Source Talent for 7 tax years from the last date on which services were provided to you.
Where the Company has obtained your consent to process your personal data and sensitive personal data we will do so in line with the relevant schedule detailed above.
After expiry of that period your data will no longer be kept by Source Talent.
6. SECURITY PRECAUTIONS IN PLACE TO PROTECT THE LOSS, MISUSE OR ALTERATION OF YOUR INFORMATION
We are committed to taking all reasonable and appropriate steps to protect the personal information that we hold from misuse, loss, or unauthorised access. We do this by having in place a range of appropriate technical and organisational measures, e.g.:
a) encryption of our services and data;
b) review our information collection, storage and processing practices, including physical security measures;
c) restrict access to personal access to personal information;
d) internal policies setting out our data security approach and training for employees, these include measures to deal with any suspected data breach.
7. YOUR RIGHTS
Please be aware that you have the following data protection rights:
a) The right to be informed about the personal data the Company processes on you;
b) The right of access to the personal data the Company processes on you;
c) The right to rectification of your personal data;
d) The right to erasure of your personal data in certain circumstances;
e) The right to restrict processing of your personal data;
f) The right to data portability in certain circumstances;
g) The right to object to the processing of your personal data that was based on a public or legitimate interest;
h) The right not to be subjected to automated decision making and profiling; and
i) 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 emailing Lisa@vetfinderspecialist.com
8. COMPLAINTS OR QUERIES
If you wish to complain about this privacy notice or any of the procedures set out in it please contact: Lisa@vetfinderspecialist.com
PRIVACY NOTICE – REFEREE
VF Specialist Ltd(‘the Company’) is a recruitment business which provides work-finding, recruitment, training and related services to its clients and work-seekers.
The Company must process personal data so that it can provide these services – in doing so, the Company acts as a data controller.
We will only use your personal data in accordance with the terms outlined in our contracts and our privacy notice.
1. COLLECTION AND USE OF PERSONAL DATA
a) your personal details have been provided to us by another person (e.g. our applicant; or worker; or employee) who has indicated you as a referee.
In any case the Company must have a legal basis for processing your personal data. We will only use your personal data in accordance with the terms of a contract and our privacy notice.
1.2 PURPOSE OF PROCESSING AND LEGAL BASIS
The Company will collect your personal data and process your personal data for the purposes of obtaining references for our applicant / worker / employee.
The legal bases we rely upon when processing your personal data are:
LEGAL BASE EXAMPLE OF PURPOSE
LEGAL OBLIGATION To comply with law when supplying workforce to specific roles that require references
CONTRACTUAL OBLIGATION To meet our contractual obligation with client by obtaining references for supplied workforce
LEGITIMATE INTEREST
To fulfil our recruitment requirements which referencing is a vital part of
CONSENT Where we have explicitly obtained your consent to share your data when with data subject and our client that data subject is introduced / supplied to e.g. to provide a testimonial and/or reference about our service provision
PUBLIC INTEREST Does not apply
VITAL INTEREST OF DATA
SUBJECT Does not apply
1.3 RECIPIENT/S OF DATA
Where we need to share your personal data, we have contracts and data sharing agreements in place with the recipients that require them to treat your information as confidential and ensure the continued protection of your data whilst in their possession. The Company will process your personal data with the following recipients:
a) Our clients where you agreed for supplied references to be shared when necessary
b) Neutral vendor when applicable;
c) Governing bodies and authorities as required by law;
d) Our software providers;
e) Third party suppliers, e.g. business associates and professional advisers, such as external consultants, technical and IT support functions, independent auditors
f) Third party, where necessary to protect our applicant / worker / employee vital interest, e.g. emergency services;
g) We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or a part of any business restructuring or reorganisation. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.
2. AUTOMATED DECISION MAKING
The company does not use automated decision-making, including profiling. Should the company intend to change this process you will be notified in advance.
3. DATA ACCESS RESTRICTION AND RETENTION
The Company will retain your personal data along with our applicant / worker / employee data only for as long as is necessary. Different laws require us to keep different data for different periods of time.
4. WHERE SERVICES HAVE NOT BEEN PROVIDED TO THE CANDIDATE
If we have not provided our applicant with services, or not had valuable contact with for two consecutive years, your personal data will be deleted from our systems unless where we believe in good faith that the law or other regulation requires us to preserve it.
4.1 WHERE SERVICES HAVE BEEN PROVIDED TO THE CANDIDATE
To comply with legal requirements e.g. The Conduct of Employment Agencies and Employment Businesses Regulations 2003, your data will be retained, and where required processed, by Source Talent for 7 tax years from the last date on which services were provided to the candidate.
After expiry of that period your data will no longer be kept by Source Talent.
5. SECURITY PRECAUTIONS IN PLACE TO PROTECT THE LOSS, MISUSE OR ALTERATION OF YOUR INFORMATION
We are committed to taking all reasonable and appropriate steps to protect the personal information that we hold from misuse, loss, or unauthorised access. We do this by having in place a range of appropriate technical and organisational measures, e.g.:
a) encryption of our services and data;
b) review our information collection, storage and processing practices, including physical security measures;
c) restrict access to personal access to personal information;
d) internal policies setting out our data security approach and training for employees, these include measures to deal with any suspected data breach.
6. YOUR RIGHTS
Please be aware that you have the following data protection rights:
a) The right to be informed about the personal data the Company processes on you;
b) The right of access to the personal data the Company processes on you;
c) The right to rectification of your personal data;
d) The right to erasure of your personal data in certain circumstances;
e) The right to restrict processing of your personal data;
f) The right to data portability in certain circumstances;
g) The right to object to the processing of your personal data that was based on a public or legitimate interest;
h) The right not to be subjected to automated decision making and profiling; and
i) 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 emailing lisa@vetfinderspecialist.com
7. COMPLAINTS OR QUERIES
If you wish to complain about this privacy notice or any of the procedures set out in it please contact lisa@vetfinderspecialist.com
PRIVACY NOTICE – CLIENT
VF Specialist Ltd (‘the Company’) is a recruitment business which provides work-finding, recruitment, training and related services to its clients and work-seekers.
The Company must process personal data so that it can provide these services – in doing so, the Company acts as a data controller.
We will only use your personal data in accordance with the terms outlined in our contracts and our privacy notice.
1. COLLECTION AND USE OF PERSONAL DATA
a) You may give your personal details to the company directly, such as by seeking services from us.
b) In some circumstances, your personal details may have been provided to us by another person in your company for us to offer and / or perform a contractual obligation between VF Specialist Ltd and your company.
c) Your details may have been identified via publicly available sources in relation to your professional history (e.g. LinkedIn or your company website).
In any case the Company must have a legal basis for processing your personal data. We will only use your personal data in accordance with the terms of a contract and our privacy notice.
1.2 PURPOSE OF PROCESSING AND LEGAL BASIS
The Company will collect your personal data and process your personal data for the purposes of providing you with our services.
The legal bases we rely upon when providing and/or offering to provide these services to you are:
LEGAL BASE EXAMPLE OF PURPOSE
LEGAL OBLIGATION To comply with law, e.g. HMRC and Tax legislation.
CONTRACTUAL OBLIGATION To provide our services including work-finding, recruitment, training and related services; To assist us / you/your company to establish / exercise or defend legal claims.
LEGITIMATE INTEREST
For marketing and public relations in relation to our services; To improve the services we offer and provide including work-finding, recruitment, training and related services.
CONSENT Where we have explicitly obtained your consent to share your data with other potential clients e.g. to provide a testimonial and/or reference about our service provision.
PUBLIC INTEREST Review if it applies where we supply into public sector.
VITAL INTEREST OF DATA
SUBJECT This is unlikely, however as we do host events at our offices, in the event of an emergency situation, the limited information we hold on you would be provided to emergency services as necessary.
1.3 RECIPIENT/S OF DATA
Where we need to share your personal data, we have contracts and data sharing agreements in place with the recipients that require them to treat your information as confidential and ensure the continued protection of your data whilst in their possession. The Company will process your personal data with the following recipients:
a) Candidates / workers that are introduced to and/or supplied to your company;
b) Governing bodies and authorities as required by law;
c) Our software providers;
d) Third party suppliers, e.g. business associates and professional advisers, such as external consultants, technical and IT support functions, independent auditors;
e) Third party, where necessary to protect your vital interest, e.g. emergency services;
f) Marketing technology platforms and suppliers;
g) We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or a part of any business restructuring or reorganisation. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.
2. AUTOMATED DECISION MAKING
The company does not use automated decision-making, including profiling. Should the company intend to change this process you will be notified in advance.
3. DATA ACCESS RESTRICTION AND RETENTION
The Company will retain your personal data only for as long as is necessary. Different laws require us to keep different data for different periods of time.
4. WHERE SERVICES HAVE NOT BEEN PROVIDED
If we have not provided you/your company with our services, or had valuable contact with you (or, where appropriate, the company you are working for or with) for two consecutive years, your personal data will be deleted from our systems unless; save where we believe in good faith that the law or other regulation requires us to preserve it.
4.1 WHERE SERVICES HAVE BEEN PROVIDED
Your personal details may be included in several documents created during the course of our contract with you/your company. To comply with legal requirements e.g. HMRC, Agency Workers Regulation and tax legislation, your data will be retained, and where required processed, by gap personnel for 7 tax years from the last date on which services were provided you/your company.
Where the Company has obtained your consent to process your personal data and sensitive personal data we will do so in line with the relevant schedule detailed above.
After expiry of that period your data will no longer be kept by Source Talent.
5. SECURITY PRECAUTIONS IN PLACE TO PROTECT THE LOSS, MISUSE OR ALTERATION OF YOUR INFORMATION
We are committed to taking all reasonable and appropriate steps to protect the personal information that we hold from misuse, loss, or unauthorised access. We do this by having in place a range of appropriate technical and organisational measures, e.g.:
a) encryption of our services and data;
b) review our information collection, storage and processing practices, including physical security measures;
c) restrict access to personal access to personal information;
d) internal policies setting out our data security approach and training for employees, these include measures to deal with any suspected data breach.
7. YOUR RIGHTS
Please be aware that you have the following data protection rights:
a) The right to be informed about the personal data the Company processes on you;
b) The right of access to the personal data the Company processes on you;
c) The right to rectification of your personal data;
d) The right to erasure of your personal data in certain circumstances;
e) The right to restrict processing of your personal data;
f) The right to data portability in certain circumstances;
g) The right to object to the processing of your personal data that was based on a public or legitimate interest;
h) The right not to be subjected to automated decision making and profiling; and
i) 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 emailing lisa@vetfinderspecialist.com
8. COMPLAINTS OR QUERIES
If you wish to complain about this privacy notice or any of the procedures set out in it please contact: Data Protection officer by emailing lisa@vetfinderspecialist.com
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