This policy defines how we collect, use and process personal data and how it complies with our legal obligation to you. This policy applies to the personal data of our Candidates, Clients, Suppliers, Web User and other people we may contact in order to find out more information on our Candidates, Clients and Suppliers.
What information we collect?
- Candidate Data: Depending on the circumstances and the role you apply for we may collect some or all of the information below. Holding this information enables us tailor your job search and offer you opportunities that match your skills and interests.
- Age/ Date of Birth
- Marital Status
- Contact Details
- Educational Details
- Employment History
- Referees Details and References
- Immigration Status
- Nationality/ Place of Birth/ Citizenship
- Photographic ID including Passports, Driving Licence, ID Card
- Proof of Address including bank statements, mortgage statements
- National Insurance Number/ Details
- Details of any Criminal Convictions (DBS Enhanced Check)
- Details about your current remuneration, pensions and benefits arrangements
- Information on your interests and needs regarding future employment
- Extra information that you choose to tell us
- Extra information that your referees chooses to tell us about you
- Extra information that our Clients may tell us about you, or that we find from other third party sources such as job sites
- Web Users- When you visit our website there is certain information that we may automatically collect, whether or not you decide to use our service. This includes your IP address, the date and the times and frequency with wich you access the website and the way you browse its content
Please note that the above list of categories of personal data we may collect is not exhaustive.
- Client Data: The data we hold and collect on our clients is limited. The information we collect is to help us supply the right candidate and help our relationship run effectively.
- Names and Job Roles
- Contact Details including telephone numbers, postal addresses and email addresses
- Information relating to a job roles we have recruited for and are currently recruiting.
- Supplier Data: We hold minimal data, we hold enough information for the relationship to run smoothly.
- Contact Details
- Bank Details
How do we collect information?
We collect Candidate Data in a 2 ways:
- Personal Data you have given us, this can be done by;
- Entering your information on our website to be added to our mailing list, or registering through the website by sending your CV
- Completing an application form over email or by hand
- Applying for a job we have advertised on employment related search engine such as Reed.co.uk and Indeed.com
- Entering your information or applying through roles we have advertised on social media such as; Facebook, Twitter and Linked in.
- Personal Data that we received from other sources
- Our clients may share information about you with us
- If you 'like' our page on Facebook or 'follow' us on Twitter we will receive your personal information from those sites
We collect Client Data in 2 ways:
- Client information that is given to us by;
- Where you contact us, usually by phone or email
- Where we contact you, by either phone, email or at business events and meetings
- Client information that we have received from other sources
- From market research and by looking at your online and offline media
- From delegate lists at relevant events
- From other limited sources and third parties (for example from our Candidates to the extent that they provide us with your details to act as a referee for them).
- Information we receive from candidate and agency staff.
Personal Data we collect via our website
- When you visit our website there is certain information that we may automatically collect, whether or not you decide to use our services. This includes your IP address, the date and the times and frequency with which you access the website and the way you browse its content
- We collect your data automatically via cookies, in line with cookie settings in your web browser.
How do I adjust my marketing preferences?
- You can follow the unsubscribe link on any of our marketing emails you are sent
How do we use your Personal Data?
We generally use your candidate data in the below ways;
- Storing your details and updating on our database, so that we can contact you in relation to recruitment
- Providing you with our recruitment services and to facilitate the recruitment process
- Assessing data about you against vacancies which we think may be suitable for you
- Sending your information to Clients, in order to apply for jobs or to assess your eligibility for jobs
- Enabling you to submit your CV, apply online for jobs or to subscribe to alerts about jobs we think may be of interest to you
- Verifying details you have provided, using third party resources including: DBS Enhanced checks, references and certificates.
- Adhere to our legal obligation in the prevention and detection of crimes, including taxes or duties and National Statistics
We may at times send you information on topics of jobs you may find of interest. We may send you details of job vacancies we are currently recruiting for or upcoming training opportunities, recruitment bonuses we are offering and other information we feel you maybe interested in.
People whose data we receive from Third Parties such as references details and emergency contacts
- If a candidate provides your information as an emergency contact. We will only use this information in case of an incident or emergency.
- If your details are provided by a candidate or staff member, we will contact you in order to obtain a reference.
- When your details are given, we may sometimes use your details to send you information in relation to recruitment, our services and marketing material.
Who do we share your Personal Data with?
Where appropriate and in accordance with requirements and Laws, we may share your personal information, with the below:
- Organisations or individuals who hold information relating to your application form such as: referees from past, present and prospective employers and personal referees, education facilities.
- Tax and auditors
- Third party service providers who perform functions on our behalf (including professional advisers, accountants, technical support functions and IT consultants carrying out testing and development work on our business technology systems)
- Marketing technology platforms and suppliers such as Message Bird and Mail Chip
- In the case of Candidates: Potential employers to increase your chances of finding employment.
- In the case of Candidates: Job boards where we consider this will improve the chances of finding you the right job.
How do you know your personal data is safe?
- When signing up to our email alerts, we have a double opt in security, allowing you to decline to be added to our job alert emails.
- All of our data is Encrypted using bespoke software built within our server and email system.
How do we safeguard your personal data?
- We are dedicated to ensuring that we take all reasonable steps to protect your personal data from being misused, lost or was subjected to unauthorised access. We have a number of organisational, technical procedures in place.
- If you suspect your data has been mishandled, please let us know immediately. Details of how to get in touch are below.
How long do we keep your personal data for?
- We will delete any personal data we hold if we have not heard from you or you have not picked up work within the last 2 years. We may hold your details longer if we believe the information is still relevant and may be required in the future. After a period of 2 years it is highly likely that your information will no longer be relevant.
- If we have not had meaningful contact with you for example through written or verbal means or where you have not used any of our services within the last 2 years we will delete your information off of our servers.
- For the purposes of references and HMRC, we will hold you employment dates and payroll information on file for 6 years.
How can you see, alter or take back personal data you have given us?
Right to object- This gives you the right to object to us processing your information, we may choose to process your data for the below reasons
- Legitimate interest
- Enable us to perform tasks on behalf of the local authority
- Send you marketing material
- For research and statistical purposes
Once you have logged a request, we will respond to this query within 30 days of the request being received.
Right to withdraw consent- Once we have obtained your consent to process your personal data, you may withdraw your consent at any time and we will stop processing your data, unless we can justify and alternative reason to justify continuing to process your data. In this case we will inform you of this circumstance.
Right to restrict processing- You have the right to request that we cease processing your personal data. In this case we will hold your data on file and will not carry out any further processing until one of the below circumstances changes
- You give your consent
- Further processing is necessary to either protect the rights of another individual, defend legal claims.
Circumstances in which we will restrict your personal data are:
- Where accuracy of the data we are processing is in dispute. In this case we will restrict processing your personal data while accuracy of the data is checked.
- Where you object to the reason behind us processing your data
- Where the data is no longer required but you would prefer us hold your data
Right to rectification- You have the right to request that we amend incorrect, inaccurate and incomplete data we hold on you. If your information has been passed on to one of our clients or supplier we will inform them of this rectification unless it is impossible or involves disproportionate effort.
Right to erasure: You have the right to request your data is erased in certain circumstances. The right to erasure will usually fall in one of the below categories
- We no longer need to hold your data for the original purpose it was required for
- Where you have withdrawn your consent to us processing your data
- Where the data has been processed unlawfully (ie in the way that doesn’t comply with the GDPR)
- It is necessary to us to erase your data to comply with legal obligations
We would only refuse to comply for one of the following reasons;
- To exercise the right to freedom of expression and information
- To comply with legal obligations
- To defend legal claims
- Research and statistical process
Data Subject Access Request (DSAR) – You have the right to request a copy of the personal data we hold on file. If we provide you with information we will not charge you unless the request is unfounded or excessive, in this case we may charge a fee where legally permissible. If we refuse a request we will tell you the reasons why we unable to fulfil this request.
Caring Services feel it is reasonable to think that if you have signed up for our job alerts, applied for a job or registered your interest in working with the agency it is reasonable for us to collect your personal data with the intention of finding you employment and using our recruitment services. We may share your data with our clients and prospective employers and consider your skills and experience against the vacancies we have. Prospective employers and clients may want to double check your information, ie DBS checks, references and qualifications
We also process your data to make sure we are providing you with the best recruitment process and offer you positions that would best suit you.
Also ensure the organisation runs effectively, we may pass your details for internal activities such as payroll and invoicing.
In addition we are also required by law to share your information with any tax collection, crime detection, National Statistics and any anticipated litigation.
To make sure we deliver the best service, we will store your personal data as well as keeping record of any preferences, placements, conversations and registered jobs.
We store and use the personal and organisation information from suppliers in order to pay for the services we use and receive and to ensure a good working relationship.
Data protection breach
If you feel there has been a data protection breach please contact us as soon as possible using the below information.
How to contact us:
To access, amend or take back personal data we hold on file or if you suspect that your data has been misused or lost, similarly if you have any concerns about this policy. Please contact us on the below details
Telephone Number: 0151 924 2073
Postal Address: 5 Roehampton Drive, Liverpool, L23 7XD
How to contact your local supervisory authority:
The UK is governed by the Information Commissioner’s Office
Telephone Number: 0303 123 1113
Postal Address: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AT