PRIVACY NOTICES & COOKIE POLICY

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Privacy Notice (Clients)

Effective Date: 25th May 2018

Introduction

In the course of offering our services to clients, Breedon Consulting Ltd collects and processes personal data about its clients and their employees. This Privacy Notice explains how we collect, store, use and process your data, and who we share it with. The notice also explains how we comply with our legal obligations to you.

What types of data do we collect?

The nature of our service to you means that we may collect a significant amount of personal data relating to you and your employees, including name, address and contact details; terms and conditions of employment and information relating to employee’s performance and conduct at work. We collect this data in order to meet our contractual obligations relating to our service agreement with you, but will only collect data which is necessary for the provision of our services.

How do we collect, and store data?

We collect data in a variety of ways, including during meetings, via emails and telephone calls with company representatives and from documentation provided to us by your company representatives, both in hard copy and electronic format. This data may be held in our manual filing and recording systems and stored in our IT systems, including our office applications and email system, CRM system and HR Management system.

We will retain your data for the duration of our service agreement with you and for one year beyond the expiry of any service agreement, unless you make a written request for us to delete your personal data. If you make such a request, we will delete all data which we are not obliged to hold for legal reasons or which we do not have a legitimate business interest in retaining.

Who do we share data with?

Personal data will be shared with members of the Breedon Consulting team for the proper performance of their duties and may also be shared with other employees of the client company where it is necessary for the provision of our services.

In specific circumstances, data may be shared with third parties, including Legal Advisers, Occupational Health Providers, Health and Safety Advisers and providers of other associated services. Data may be accessed by providers of our IT systems for the delivery of their services to us.

How will we secure your data?

We take the security of your data seriously and have adopted appropriate controls to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by members of our team in the performance of their duties.

Your rights

Under certain circumstances, under law you have a number of rights. You can:

• Access and obtain a copy of your data on request. This is commonly known as a data subject access request, which enables you to receive a copy of the personal information we hold and check that we are lawfully processing it
• Require us to change incorrect or incomplete data held about you
• Require us to delete or remove your data where there is no good reason for us to continue processing it
• Object to the processing of your personal data where we are relying on our legitimate interests as the legal ground for processing
• Request the transfer of your personal data to another party
• If you believe we have not complied with your data protection rights, you have the right to complain to the Information Commissioner's Office

If you would like to exercise any of these rights, please contact Nicki Robson, Director at nicki.robson@breedonconsulting.co.uk

Modifications

This Privacy Notice may be updated from time to time. The effective date is shown at the beginning of this notice.

Privacy Notice (Recruitment Candidates)

Effective Date: 29th January 2020

Breedon Consulting Ltd strongly believes in protecting the privacy of the personal data each candidate provides us. We also believe it is important to be transparent by informing you about how we will process your data. This document explains how we may process your personal data and the rights you have in this respect. Therefore, we encourage you to read this Privacy Notice carefully.

Your personal data will be held by Breedon Consulting Ltd. More information on Breedon Consulting Ltd can be found at http://www.breedonconsulting.co.uk/

Your personal information will be held securely by us so that we can look after your potential employment opportunities, whether working directly for us as a company or one of our clients. This will include information you provide when you apply to us, and any additional information provided by you in various ways.

What information do we collect from you?

The information we collect about our candidates during the selection and recruitment process are:

• Personal information about yourself, such as full name, phone number, email address, postal address, gender and information to verify your identity
• Information regarding your employment and educational history, career aspirations, interests and referee contact details
• Covering letter and CV
• Information provided by the candidate to pass to assessment 3rd parties to carry out tests
• In some cases, an admission test of some form – result of written or oral tests
• Information about your current level of remuneration, including benefit entitlements
• Whether or not you have a disability for which we or our client needs to make reasonable adjustments during the recruitment process
• Information about your entitlement to work in the UK
• Certificates of training
• Driving licence details
• Proof of national insurance number

We collect information about candidates during the course of the recruitment process. Some of this information is collected directly from you for example, in forms that you are asked to complete, or in interviews or through the completion of tests. We also collect data from application forms, CVs and covering letters, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment. Other information is generated automatically when you use or otherwise interact with our systems or provided to us by third parties (for example, job boards, social media, recruitment agencies, referees and educational institutions).

We may also collect personal data about you from third parties, such as references supplied by former employers. We will seek information from third parties/former employers only once a job offer to you has been made you, you have accepted, and you have given us your consent to do so. We will then inform you that this it is what we will be doing.

Where will we store your data?

Your personal data will be stored in a range of different places, including our candidate applicant tracking system (ATS) and on other IT systems (including email).

Why do we process your personal data?

In some cases, the organisation needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts.

We have a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows the organisation to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.

We may process information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.

If your application is unsuccessful, we may keep your personal data on file in case there are future employment opportunities for which you may be suited. We will ask for your consent before we keep your data for this purpose, and you are free to withdraw your consent at any time. This can be done by clicking the link at the bottom of our emails.

Who has access to data?

Your information may be shared internally at Breedon Consulting Ltd and clients for the purposes of the recruitment exercise. This includes the Director, members of the HR and recruitment team, interviewers involved in the recruitment process and IT staff if access to the data is necessary for the performance of their roles.

We will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. We may then share your data with former employers to obtain references for you.

We will only share your data with a client (prospective employer) once you have given us consent to do so.

We will not transfer your data outside the European Economic Area.

How do we protect your data?

We take the security of your data seriously by following internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is only accessed by the recruitment team within Breedon Consulting Ltd and used solely for the purpose of recruitment.

How long do we keep your data?

If your application for employment is unsuccessful, we will hold your data on file for no longer than 24 months after our last contact with you. At the end of that period, or once you withdraw your consent (which you are able to do at any time), your data is erased or destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a new privacy notice.

Your rights

As a data subject, you have a number of rights. You can:

• Access and obtain a copy of your data on request. This is commonly known as a “data subject access request” and enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it
• Require us to change incorrect or incomplete data held about you
• Require Breedon Consulting Ltd to erase your data where there is no good reason for us to continue processing it. You also have the right to ask us to delete your personal information where you have exercised your right to object (see below)
• Object to the processing of your data where Breedon Consulting Ltd is relying on its legitimate interests as the legal ground for processing and there is something about your particular situation which makes you want to object to processing on this ground
• Legitimate Interest means the interest of Breedon Consulting Ltd business in conducting and managing its business to enable it to give you the best service/product; and request the transfer of your data to another party

You also have the right to be informed about how your data will be collected, processed and stored. We are meeting this obligation by publishing this privacy notice but, if you do not feel that the notice is clear or comprehensive enough you are welcome to contact us and we will do our best to explain how your data is handled by us.

If you would like to exercise any of these rights, please contact Nicki Robson at Nicki.robson@breedonconsulting.co.uk

If you believe that we have not complied with your data protection rights, you can discuss this with the Breedon Consulting Ltd Data Protections Contact (see contact details above) or complain to the Information Commissioner's Office which enforces data protection laws: https://ico.org.uk/

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to us during the recruitment process. However, if you do not provide the information, the organisation may not be able to process your application properly or at all.

Automated decision-making

Recruitment processes are not based solely on automated decision-making.

Modifications

This Privacy Notice may be adjusted from time to time. Breedon Consulting Ltd reserves the right to modify or amend this Privacy Notice at any time. The effective date of this Privacy Notice is displayed at the beginning of this notice. Please check back periodically, and especially before you provide any personally identifiable information.

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