Privacy Policy

Our use of personal data

This Privacy Policy covers and states our use of Personal Data which we collect through our direct contact with you. We are committed to protecting your personal data in our dealings with you.  Please ensure that you read this Privacy Policy fully so that you understand how we collect and use the Personal Data that you provide to us.

Personal Data is any personally identifiable information or data, such as your name, home or work address, telephone number or bank details, which can directly or indirectly identify you.

Section 1 – What information do we collect about you?

Candidate Data

When you interact with us we may collect the following information:

    • personal and contact details (your name, email address, date of birth, gender)

    • personal and contact details you give us when subscribing to receive emails or marketing information from us;

    • during our registration process before placing you we will request details from you including, your name, your work history, qualifications, contact details, your right to work documentation, details required for equality and discrimination legislation;

    • details of your educational history, employment/career history, bank details and national insurance number, references, right to work and other information you tell us about yourself when you speak with us for the provision of services; or

    • any additional information which you provide voluntarily and/or which we may ask from you to better understand you and your interests when securing you a position.

We may also collect sensitive Personal Data about you such as details of your physical or mental health status, racial or ethnic origin, criminal allegations or offences, and/or other sensitive Personal Data that you may choose to provide to us voluntarily from time to time.

Client Data

We collect limited personal data about Clients. In general, we only need to have your contact details and/or the details of individual contacts at your organisation (such as their names, telephone numbers and email addresses) to enable us to ensure that our relationship runs smoothly. We may also hold additional information that someone in your organisation has chosen to tell us. If for any reason additional personal data is required, we will let you know.

Supplier Data

We collect limited personal data about Suppliers, we only collect the details we require in order for our relationship to run smoothly. This consist of the details of our contacts within your organisation (such as names, telephone numbers and email addresses), we’ll also collect bank details so that we can pay you. We may also hold additional information that someone in your organisation has chosen to tell us.

Referees and Emergency Contacts

We will also collect data about Referees and Emergency Contacts from Candidates and prospective members of Staff. All we need from referees is confirmation of what you already know about our Candidate or prospective member of Staff, so that they can secure that job they are applying for.

Section 2 – How, when and why do we collect your Personal Data?

Candidate Data

We may collect your Personal Data when you apply for a contract, temporary or permanent role through us by:

    • responding to an advert on a job board or other website including our own;

    • by directly contacting our business or by us contacting you;

    • by completing an application form; or

    • when you speak to one of our recruitment consultants by telephone.

Client Data

We may collect your Personal Data though:

    • you contacting us directly, usually by phone or email;

    • us contacting you, usually by phone or email, or through our business development activities more generally;

    • market research and by analysing media sources; or

    • other limited sources and third parties (for example from our Candidates when they provide us with your details to act as a referee for them).

Section 3 – Why do we collect your Personal Data?

We collect and use your Personal Data as we require these details including Personal Data from you in the recruitment process. We collect this data in order to:

    • respond to your questions or enquiries;

    • provide you a suitable and relevant service whilst securing you a position;

    • securing you a contract or temporary assignment with one of our clients; or

    • send you relevant marketing information.

We will only collect and use your Personal Data when:

    • it is necessary for us to carry out legitimate tasks when carrying out our business, in each case, these interests are in line with applicable law and your legal rights;

    • where you have agreed;

    • where it is necessary for legal obligations which apply to a recruitment business or recruitment agency.

Section 4 – How do we use the Personal Data that you provide to us?

We undertake the following processing of your Personal Data on the legal basis that it is necessary to perform the contract with you and to provide the services we have agreed to provide to you. Where we have not entered into a contract with you, we may also carry out this processing because in that pre-contractual stage where we consider it is necessary in our legitimate business interests in order to deal with requests, enquiries or comments you have made to us.

Candidate Data

Submission of details to clients – if you register to apply for a specific role, request to be forwarded to a role or if you have asked us to put you forward for suitable roles, we will share some of your personal details including your name, work history and qualifications with our clients that are offering potential roles which might be suitable for you.

Registration for assignment – If you are offered and accept a position through us, we will need further Personal Data such as your NI number, bank details, emergency contact details and some medical information in order to fulfil our statutory and contractual obligations to both you and our client.

Reporting to clients and managing timesheets, payroll and work performance – We sometimes have to prepare reports for clients relating to the services provided by us for example reports on financial or administrative matters or compliance with legal requirements.  Such reports may contain your Personal Data such as your name, hours worked and pay rate.  In addition we may need to manage submission of timesheets, payroll services and other Human Resourcing services such as managing your statutory rights and work appraisals for our clients, all of which would require use of your Personal Data.

Pre-assignment vetting – We collect your Personal Data which you provide to us when applying for a role or registering for our job-finding services to comply with our (and clients’) legal obligations regarding your right to work and any necessary qualifications for roles. We may also process your Personal Data for this purpose where we consider it necessary for performance of the contract with you, or otherwise with your consent.

Client Data

Recruitment activities – We will store your details (and update them when necessary) on our database so that we can contact you regarding recruitment and undertake customer satisfaction surveys. We will also keep records of our conversations and meetings, so that we can provide targeted services to you and process your data for the purpose of targeting appropriate marketing campaigns.

Marketing activities – Subject to any applicable laws, in general we will not seek your consent when sending marketing materials to a corporate postal or email address.

To assist us in establishing, exercising or defending legal claims – In more unusual circumstances, we may use your personal data to help us to establish, exercise or defend legal claims.

Supplier Data

Recruitment activities – We will store your details (and update when necessary) on our database, so that we can contact you in relation to our agreements. We may contact you in order to obtain support and services from you or to offer services to you.

Marketing activities – Subject to any applicable laws, in general we will not seek your consent when sending marketing materials to a corporate postal or email address.

To assist us in establishing, exercising or defending legal claims – In more unusual circumstances, we may use your personal data to help us to establish, exercise or defend legal claims.

Referees and Emergency Contacts

Emergency contact – If a Candidates or Staff member has supplied your contact details as an emergency contact, we’ll contact you in the event of an accident or emergency affecting them.

Referee – If a Candidate or a prospective member of Staff has put you down as a referee, we will contact you in order to gain a reference.

Recruitment activities – In certain circumstances if you were put down by our Candidate as a referee, we may use your details to contact you in relation to recruitment activities that we think may be of interest to you, in which case we will use your data for the same purposes for which we use the data of Clients.

Section 5 – How and when do we share information with third parties?

Some of the services that we provide require the involvement of third parties. We carefully select these third parties and take steps to ensure that your Personal Data is adequately protected.  The third parties may include our clients, professional advisers such as lawyers, auditors and accountants, factoring and payroll services.

We may share your details with Third party outsourced IT and document storage providers where we have an appropriate processing agreement (or similar protections) in place;

When required we may share your Personal Data with individuals and organisations who hold information related to your reference or application to work with us, such as current, past or prospective employers.

When we believe in good faith that the law or other regulations requires it we may share your Personal Data with Tax, audit, or other authorities (such as, a request by a tax authority) where necessary for the purposes of preventing criminal offences and/or to ensure network and information security;

We only provide these organisations with the information that they need to be able to perform their services.

International Transfers of your Personal Data

We may share your Personal Data with our third-party service providers based in the European Economic Area (“EEA”) who we engage to help us to process the information that we collect from you as part of our business function, and/or to host and maintain our CRM systems, content or services, on our behalf and in accordance with this Privacy Policy.  We will let you know in advance if we need to transfer your Personal Data to any third-party service providers located outside of the EEA and we will only transfer your Personal Data outside of the EEA:

    • where the transfer is to a place that is regarded by the European Commission as providing adequate protection for your Personal Data;

    • where we have put in place appropriate safeguards, for example by using a contract for the transfer which contains specific data protection provisions that have been adopted by the European Commission or a relevant data protection authority. You can request a copy of these contracts by contacting us; or

    • where you have consented to it, or there is another legal basis to allow us to make the transfer.

Section 6 – How long do we store Personal Data for?

It is our policy to retain your Personal Data for the legal length of time required for the specific purposes for which it was collected, which are stated above. Though on occasion we may be obliged to store some data for a longer time as required by applicable laws.

Security and Confidentiality

We use the appropriate security measures to help protect your Personal Data and guard against access by unauthorised persons. Information storage is on secure computers in a secure environment, or in secure, locked storage for hard copy information. The transmission of information via the Internet is not completely secure so we

cannot guarantee the security of your information when it is transmitted to our website or from third party websites such as job boards.

We acknowledge that the information you provide may be confidential. We do not sell, rent, distribute or otherwise make Personal Data commercially available to any third party, but we may share information with our service providers for the purposes set out in this Privacy Policy. We will keep your information confidential and protect it in accordance with our Privacy Policy and all applicable laws.

Section 7 – What are your rights?

One of the GDPR’s main objectives is to protect and clarify the rights of EU citizens and individuals in the EU with regards to data privacy. This means that you retain various rights in respect of your data, even once you have given it to us. These are described in more detail below.

    1. Right to Access – You may request access to or copies of the Personal Data that we hold about you.

    1. Right to Rectification – If you believe that any information we have about you is incorrect or incomplete, please contact us as soon as possible.  We will take steps to seek to correct or update any information if we are satisfied that the information we hold is inaccurate.

    1. Right to Object – You have the right to object to us processing your Personal Data;

    1. Right to Withdraw Consent – You may withdraw any consent given to processing;

    1. Right to Restrict Processing – To the extent we are processing your Personal Data to meet our legitimate interests, you may object to the processing of your Personal Data by us. If we are unable to demonstrate our legitimate grounds for that processing, we will no longer process your Personal Data for those purposes;

    1. Right to be Forgotten – You may request that your Personal Data be deleted, where it is no longer necessary for the purposes for which it is being processed and provided there is no other lawful basis for which we may continue to process such information;

    1. Right to Portability – You have the right to transfer your personal data between data controllers. If requested, we will provide you with your data in a commonly used format that is password-protected so that you can transfer the data;

    1. Right to Complain – You also have the right to lodge a complaint with The Information Commissioner’s Office (ICO) if you are unhappy with the way in which we have handled your Personal Data, the contact details for the ICO are available online.

If you have any questions regarding this Privacy Policy, or if you would like to exercise any of your rights as stated above, you may contact us at: data@vectorsolutions.co.uk or Vector Recruitment Solutions, G7 Worth Corner Business Centre, Turners Hill Road, Pound Hill, Crawley, RH10 7SL.