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

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. Sale of the business

11. Data security

12. Changes to this privacy statement

13. 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.

ESS may also send you marketing information and news via email/ text.  You can opt-out from receiving these at any time by clicking “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 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

• Approved GDPR compliant supply chain partners

• Other 3rd party recruitment agencies in the recruitment supply chain

• Providers of consultancy services as required by the Company for the proper performance of the business

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

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

 

Personal data:

• Name, address, mobile no., email

• National insurance no.

• Nationality (through right to work check)

• Date of birth (through right to work check)

• Training and qualifications

• Work experience

• CV

• Next of kin or emergency contact

 

Sensitive personal data:

• Health information including whether you have a disability

• Criminal conviction

• Academic & Professional Qualifications

• Membership / certification through relevant industry and trade bodies

 

Source of the personal data: The Company sources your personal data/sensitive personal data:

• From Jobsite, CV Library, Total Jobs jobs boards / databases, LinkedIn

• Social vacancy advertising; LinkedIn, Facebook adverts, Google Careers, Twitter

• A former employer

• A referee whose details you previously provided to us

• Software providers who we use to support our services including

• Cookies listed in section 7

• Attendance / delegate lists from events attended by ESS

 

This information came from a publicly accessible source.

3. Overseas Transfers

The Company 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

 

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 a copy of which is available from The Data Protection Officer; Stuart Pierson, Stuart@ess-holdings.co.uk, 0131 603 5800. 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.

 

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 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 the Data Compliance Officer; Mr Stuart Pierson, stuart@ess-holdings.co.uk. 0131 603 5800. 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.

 

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 list below explains the types cookies we use and why.

Session Cookies - Expire at the end of your browser session and allow us to link your actions during that particular browser session. Persistent Cookies Are stored on your device in between browser sessions, allowing us to remember your preferences or actions across multiple sites.

1st  Party Cookies - Are those set by a website that is being visited by the user at the time in order to preserve your settings, e.g. login details.

3rd Party Cookies - Are placed in your browser by a website, or domain, that is not the website or domain that you are currently visiting. If a user visits a website and another entity sets a cookie through that website this would be a 3rd party cookie, e.g Google Analytics or an embedded Youtube video.

 

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

 

The Company’s website may contains 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.

 

9. 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.

10. Data Security

 

The Company takes every precaution to protect our users’ information. It employs a password management and encryption software service to store all relevant logins and passwords. This is protected via a 2-factor authentication. All of the core software tools, Microsoft suite, JobAdder and PipeDrive are cloud based and protected via 15 character randomly generated alphanumeric passwords and encryption.

 

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 Data Compliance Officer; Mr Stuart Pierson, stuart@ess-holdings.co.uk. 0131 603 5800

 

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.

 

12. Complaints or queries

 

If you wish to complain about this privacy notice or any of the procedures set out in it please contact: Data Compliance Officer; Mr Stuart Pierson, stuart@ess-holdings.co.uk. 0131 603 5800.

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.

 

 

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