Privacy Policy

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. Data retention
  4. Your rights
  5. Login files
  6. Links to external sites
  7. Sale of the business
  8. Data security
  9. Changes to this privacy statement
  10. Complaints or queries

1: Collection and use of personal data

a: 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.

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 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:

  • 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

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, we need to collect we may not be able to continue to provide work-finding services to you.  

d: 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 whom we may seek references from
  • Payroll service providers who manage payroll on our behalf or other payment intermediaries whom we may introduce you to
  • Other recruitment agencies in the supply chain

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:

  • Personal contact details such as name, title, addresses, telephone numbers, and email addresses;
  • Your gender, date of birth, nationality and place of residence;
  • Your professional skills and experience;
  • Your qualifications, training and certifications;
  • Proof of your right to work in the United Kingdom such as copies of your passport and, where applicable, visa, residence permit or similar government documents;
  • Proof of your identity and address, such as copies of your driving licence, utility bills or similar documents;
  • Information about your current or most recent role, including your job title, department, reporting line, responsibilities, salary, benefits and notice period;
  • Your motivation and reasons for seeking new employment;
  • Any information within your CV or any application document which a Client may require you to complete;
  • Any background information which you provide to us during the course of your dealings with us;
  • Details of any Clients to whom you have been introduced by us;
  • Details of any interviews which you have attended and our Clients’ feedback on those interviews;
  • Details of any position which you take up with a Client, including your role, duties, remuneration, department and location;

If you provide any services on a freelance basis:

  • Details of any limited company through which you contract and the nature of your relationship with that company;
  • Information about the days and times which you have worked;
  • Your bank details, tax code and National Insurance Number; and
  • Information about any services which you have carried out, including any comments, feedback and issues relating to such services.

We may also collect, store and use the following “special categories” of more sensitive personal information:

  • Information about your race or ethnicity;
  • Information about your health, including any medical condition, health and sickness records; and
  • Information about criminal convictions and offences.

Sensitive personal data:

  • Health information including whether you have a disability
  • Criminal conviction

Source of the personal data:

The Company sourced your personal data/sensitive personal data where you have:

  • applied for a Client vacancy through us
  • uploaded your CV through our website
  • asked us to provide any work-finding services to you
  • engaged with us through any networking activities or events
  • had any discussions with us about finding alternative employment

Indirectly from:

  • online professional networking sites such as LinkedIn
  • social networking sites such as Facebook or Twitter
  • job boards such as Total Jobs, CV Library, Indeed, Jobsite, Reed, Career Structure, CareerBuilder, Reengineering, etc.
  • referees who provide information about your employment experience and their opinion as to your skills and aptitude
  • your employer’s website and other industry-related websites
  • business information directories
  • online industry databases such as the Construction Industry Training Board
  • where appropriate, third-party background checking services such as the Disclosure & Barring Service

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 personal/and sensitive personal data, we will do so in line with our retention policy.

Data Retention Policy

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Our standard data retention period is three years from the last date on which we are in actual contact with you i.e. where we actually speak with you or exchange correspondence. After this time, we will usually delete any personal data from our records, unless we have a lawful reason for retaining such data as set out below. In any event, we will not use your personal data for recruitment purposes if we have not been in actual contact with you for three years or more.

Where we are required to keep any information (I) for auditing or compliance purposes (ii) to comply with our contractual obligations to third parties or (iii) in respect of any potential or actual legal proceedings, we shall keep your data for as long as is strictly necessary for these purposes, which is typically seven years from the date on which the relevant activities were carried out. 

In some circumstances we may completely anonymise your personal information so that it can no longer be associated with you, in which case we may retain such information indefinitely as it is no longer personal data within the meaning of the Data Protection Legislation.

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.

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/and sensitive personal data you have the right to withdraw that consent at any time by contacting Richard Livermore, Director. 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.   

5: 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.

6: 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. 

7: 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.

8: Data Security

The Company takes every precaution to protect our users’ information including the use of firewalls, browser certification technology, encryption, limited access and 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 Richard Livermore richard.livermore@meliorasc.com

9: 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.

10: Complaints or queries

If you wish to complain about this privacy notice or any of the procedures set out in it please contact: Richard Livermore, 02382 027710

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.