White Horse Employment is a recruitment business which provides work-finding services to its clients and work-seekers. White Horse Employment must process personal data (including sensitive personal data) so that it can provide these services – in doing so, White Horse Employment acts as a data controller.
You may give your personal details to White Horse Employment directly, such as on an application or registration form or via our website, or we may collect them from another source such as a job board. White Horse Employment 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
a. Purpose of processing and legal basis
b. Legitimate interest
c. Statutory/contractual requirement
d. Recipients of data
2. Information to be provided when data is not collected directly from the data subject
a. Categories of data
b. Sources of data
3. Overseas transfers
4. Data retention
5. Your rights
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
a. Purpose of processing and legal basis
White Horse Employment 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 or replying “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
b. Legitimate interest
This is where White Horse Employment 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 White Horse Employment has relied on a legitimate interest to process your personal data our legitimate interests is/are as follows:
· 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;
c. Statutory/contractual requirement
White Horse Employment 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 we need to collect we may not be able to continue to provide work-finding services to you.
d. Recipient/s of data
White Horse Employment will process your personal data and/or sensitive personal data with the following recipients:
· Clients that we introduce or supply individuals to;
· Former or prospective new employers that you obtain or provide references to;
· The Recruitment and Employment Confederation (and any other trade body that White Horse Employment are a member of who may have access to personal data);
· Any other third parties who carry out audits to ensure White Horse Employment run our business correctly or in line with our contractual and legal obligations;
· Payroll service providers who manage payroll on our behalf or other payment intermediaries whom we may introduce you to;
· BACS payment processing providers who manage payments into Agency Worker bank accounts;
· Other recruitment agencies in the supply chain (e.g. master/neutral vendors and second tier suppliers);
· Our insurers;
· Our legal advisers;
· Social networks;
· Our IT and CRM 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), National College for Teaching and Leadership (NCTL), Nursing and Midwifery Council (NMC), General Medical Council (GMC), DVLA, credit reference agencies
· Skills Testing service providers;
· 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;
· Any of our group companies; and
· Any other organisations an individual asks us to share their data with.
2. Information to be provided when data collected not from the data subject
Categories of data:White Horse Employment has collected the following personal data on you:
Personal data:
· Name, address, mobile/home telephone number, email
· National insurance number
· Date of Birth (for payroll processing purposes where required)
· Bank details, HMRC RTI details (for payroll processing purposes where required)
· Next of kin name and contact number (for H&S purposes)
· Nationality - Passport/National ID Card OR Full Birth Certificate (through right to work check)
· Driving Licence, Utility Bill, Bank Statement (through proof of ID check where required)
· Membership of professional bodies (where required)
· Experience, training and qualifications
· CV
Sensitive personal data:
· Health information including whether you have a disability – for the purposes of reasonable adjustments required to access services or positions sought
· Criminal convictions (where required)
· Security checks (where required)
· DBS certificates (where required)
Source of the personal data:White Horse Employment sourcedyour personal data/sensitive personal data:
· From jobs boards (such as Reed, Totaljobs, CV Library, Monster, Indeed), LinkedIn, Facebook, Twitter
· A former employer
· A referee whose details you previously provided to us
· Software providers who we use to support our services including website hosts and management company
· Cookies listed in section 6
This information did not come from a publicly accessible source.
3. Overseas Transfers
White Horse Employment will not 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. The EEA comprises the EU member states plus Norway, Iceland and Liechtenstein.
4. Data retention
White Horse Employment 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 White Horse Employment has obtained your consent to process your personal and sensitive personal data, we will do so in line with our retention policy. Upon expiry of that period White Horse Employment will seek further consent from you. Where consent is not granted White Horse Employment will cease to process your personal data and sensitive personal data.
5. Your rights
Please be aware that you have the following data protection rights:
· The right to be informed about the personal data White Horse Employment processes on you;
· The right of access to the personal data White Horse Employment 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 White Horse Employment processing your personal data and sensitive personal data you have the right to withdraw that consent at any time by contacting the Data Protection Officer (dataprotection@wh-employment.co.ukor 01225 777157). 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 White Horse Employment 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 White Horse Employment 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. Cookies
We may obtain data about you from cookies.These are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. Cookies also enable us to deliver more personalised content. The table below explains the cookies we use and why.
Cookie Name | Purpose |
Analytics | This is a small cookie that allows the site owner to check which pages are the most popular on the site and this aim to provide more site content that is popular to users. It contains no personal or private data at all and is used on millions of websites worldwide. |
Remember Me | This is used when you ask the system to remember your login and stores the email address you use to login only. |
Shortlist | This is used to be able to remember jobs you place in your short-list, and is classed as essential to the site functionality and thus can be stored regardless of your selection to ensure the site works. However we wanted to bring this to your attention as we are keen not to hide anything from you. |
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visitwww.aboutcookies.orgorwww.allaboutcookies.org.Please note that in a few cases some of our website features may not function if you remove cookies from your browser.
7. 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.
8. Links to external websites
White Horse Employment’s website may contains links to other external websites. Please be aware that White Horse Employment 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 White Horse Employment’s website.
9. Sale of business
If White Horse Employment’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.
10. Data Security
White Horse Employment takes every precaution to protect our users’ information. White Horse Employment has a number of security measures in place in relation to the personal data processed, e.g. firewalls, browser certification technology, encryption, limited access, use of passwords etc.
Only employees who need the information to perform a specific job (for example, consultants, our accounts staff or a marketing staff) are granted access to your information.
White Horse Employment 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 White Horse Employment 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 emaildataprotection@wh-employment.co.uk
11.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.
This policy was last updated on 23rd May 2018
12.Complaints or queries
If you wish to complain about this privacy notice or any of the procedures set out in it please contact the Data Protection Officer (dataprotection@wh-employment.co.ukor 01225 777157)
You also have the right to raise concerns with Information Commissioner’s Office on 0303 123 1113 or athttps://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.