Free cookie consent management tool by TermsFeed Privacy Policy | Vibe Recruit

PRIVACY NOTICE – Candidates
The Company is a recruitment business which provides work-finding services to its clients and work-seekers. The Company must process personal data (including special categories of 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. We will comply with current data protection laws at all times.

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
  1. Information to be provided when data is not collected directly from the data subject
    1. Categories of data
    2. Sources of data
  1. Data retention
  2. Your rights
  3. Cookies
  4. Login files
  5. Links to external sites
  6. Sale of the business
  7. Data security
  8. Changes to this privacy statement
  9. 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 special categories of 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.

If you have opted-in we 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.

On some occasions 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 to those that you will 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 require this personal data, and 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 In order to comply with our statutory and legal requirements, 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 (who we may introduce or supply you to)
  • Your former employers who we may seek references from
  • Payroll service providers who manage payroll on our behalf or other payment intermediaries who we may introduce you to
  • Other recruitment agencies in the supply chain
  • Auditors who are assessing the compliance and processes of the business to ensure its adherence to all relevant legislation and good practice guidance
  • The Company CRM – Itris, Careline Live, Easy Recruit
  • Personnel Checks – DBS only
  • Credas – ID verification

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 data:
  • Name, title, contact details, date of birth, gender, marital status
  • Emergency contact and next of kin information
  • National Insurance number
  • Nationality (through right to work check)
  • Bank details, payroll and tax information
  • Employment details such as job title, salary, start/end dates, benefits, and leave
  • CV, applications, interview notes, references, and qualifications
  • Education, training, and professional memberships
  • Information from referees or public professional profiles (e.g., LinkedIn)
Special categories of personal data: The Company may collect and process the following special categories of personal data, where necessary and lawful:
  • Criminal conviction(s)
Source of the personal data/special category data: Your personal data and special category data may have been obtained from:
  • Job boards such as CV Library, Total Jobs, Indeed, Apply4U, S1 Jobs, Broadbean, Facebook, Google Jobs, or LinkedIn
  • A former employer
  • A referee whose details you previously provided
  • Cookies as described in section 7
This information was not obtained from publicly accessible sources.
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 are required to keep your records relating to the right to work in the UK 2 years after employment or the engagement has ended  alterable and working time records including your  48 hour opt out notice annual leave/holiday records 2 years from the time they were created.

Additionally, 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 attached at the bottom of this policy. 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/sensitive personal data, you have the right to withdraw that consent at any time by contacting Jade Caldwell Lloyd – GDPR@viberecruit.com. 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.
<