CJD Recruitment Privacy Notice

Our contact details 

Name: Carla Delaney

Phone Number: 07738 175919

E-mail: carla@cjdrecruitment.co.uk

ICO Registration number: ZA799729

We are trading as CJD Recruitment under Infinity Skills LLP

The type of personal information we collect 

The Company is a recruitment agency which provides work-finding/employment services to its clients and work-seekers (candidates). 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. We may also collect them from another source, such as a job board. The Company must have a legal basis for processing your personal data. For the purposes of providing you with work-finding/employment services and/or information relating to vacancies relevant to you we will only use your personal data in accordance with this privacy notice. 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. Automated decision making

  7. Cookies

  8. Login files

  9. Links to external sites

  10. Data security

  11. Changes to this privacy statement

  12. Complaints or queries

  13. Sale of business

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 suitable vacancies, assessing your potential 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 (please refer to the bottom of your registration email for details on this). You can opt-out from receiving these at any time by emailing us to let us know.

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 any 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

  • Ongoing contract(s)

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:

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  • Managing our database and keeping candidate 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 the personal data we need to collect then 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

  • IT Providers who maintain our IT

  • Recruitment & Employment Federation for any future audits

  • Database Provider, currently GEMS

  • Website provider, currently Dan Cummins – dan.cummins.97@gmail.com

2. Information to be provided when data is not collected directly from the data subject

 

A. Categories of data: The Company may collect the following personal data on you:

Personal data:

  • Name, address, mobile number, email address

  • National insurance number

  • Nationality (through right to work check)

  • Previous work history

  • Passport or National ID Card

  • Drivers documents such CPC, Taco Card and other special licenses

  • Information gathered via the recruitment process such as that entered into a CV or included in a CV and/or cover letter;

  • References from former employers and/or agencies

  • Details on your education and employment history 

  • Driving licence

  • Details relating to Diversity/Equal Opportunities such as religious beliefs, ethnicity, gender etc

  • Video recordings such as those that may be submitted as part of the recruitment process (in response to specific screening questions);

  • Photographs if included on CVs or otherwise on supplementary document submitted as part of the recruitment process; and

  • The results of any personality profiling assessment that we may carry out as part of the recruitment process.

 

Sensitive personal data:​​

  • Health/Medical information, including whether you have a disability (if applicable)

  • Any previous criminal convictions (if applicable)

B. Source of the personal data:​​

  • From cv Library, Indeed or Total jobs job boards or via LinkedIn, Facebook, Instagram 

  • From yourself through the registration process, telephone calls, meetings, emails, registration forms etc

  • A former employer

  • A referee whose details you previously provided to us

  • Recommendations from former colleagues, associates, friends or family

 

This information, unless provided by yourself via the registration process came from a publicly accessible source.

3. Overseas Transfers

At the point of writing this Privacy Notice (November 2020) the company will not be intending to send any personal data overseas and has no plans to do this in the immediate future.

       

4. 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 provided 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.

5. 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 your consent at any time.

 

Where you have consented to the Company processing your personal data/sensitive personal data you have the right to withdraw that consent at any time by contacting Carla Delaney Company Director at CJD Recruitment. Email address is carla@cjdrecruitment.co.uk. Please note that if you withdraw your consent to further processing that does not affect any date processing which was done prior to the withdrawal of that consent, or which is done according to any other 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 any reasonable steps to check it’s 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. Automated decision-making

Please note that at this time the company does not use Automated decision-making.

 

7. 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 correctly and/or more efficiently, as well as to provide information to the owners of the site. Cookies also enable us to deliver more personalised content.

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies please refer to our website builder's Cookie policy. (Please note that in a few cases some of our website features may not function if you remove cookies from your browser).

 

8. 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.

9. 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 unique website that collects personally identifiable information.  This privacy notice applies solely to information collected by the Company’s website (CJD Recruitment).

10. Data Security

The Company takes every precaution to protect our users’ information. All personal data is held on a central CRM system (GEMS) which is protected by secure passwords and multi-factor authentication. All devices used to access the data are both encrypted and have antivirus software installed.

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 Carla Delaney at carla@cjdrecruitment.co.uk

11. Changes to this privacy statement

We may update this privacy notice from time to time. We will post any changes to the statement with exact revision dates. If we make any material changes, we will notify you.

12. Complaints or queries

If you wish to complain about this privacy notice or any of the procedures set out in it then please contact:

Carla Delaney (Director) carla@cjdrecruitment.co.uk

 

13. Sale of business

If the Company’s business is sold or integrated with another business your details may be disclosed to our advisers and to any prospective purchasers and their advisers and will be passed on to the new owners of the business.

 

 

You also have the right to raise any concerns with the 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.