GDPR Privacy Notice May 2018
As part of any recruitment process, Winhurst Recruitment collects and processes personal data about our employees, clients, suppliers and other individuals for a variety of business purposes. This Privacy Notice sets out how we seek to protect personal data and ensure that staff understand the rules governing their use of personal data to which they have access during their work.
When we collect your information, we need to let you know what we have, and how we intend to use it but also who we intend to share it with.
Who are we?
We are Winhurst Recruitment, an FMCG Recruitment company and as such we are registered with the Information Commissioner's Office (ICO) in order to be legally entitled to process your data.
What info do we hold?
As part of the recruitment process, we hold the most recent copy of your CV that you have provided us with. This will usually include an address, a phone number, your gender, your entitlement to work in the UK, remuneration and other employee benefits and other personal details.
We also keep notes of our conversations, extra information that was not in the CV, details about the jobs we have put you forward for and any feedback from those interviews, either from you or from the client.
Where do we keep it?
We are committed to ensuring that your information is safe and take relevant organisation and technical measures to ensure the information we hold is secure. Winhurst Recruitment will keep your emails and records of telephone conversations with all of the above on email, our CRM System and the OneDrive. All laptops are encrypted with password protection, which also have finger recognition ID. There is access to the OneDrive through an iPad and iPhone, both of which are password protected with finger recognition ID. However the transmission of information via the internet is not completely secure and so we cannot guarantee the security of the data that you send to us electronically.
How do we obtain it?
The information we have comes initially from you, LinkedIn, or a job board, after which we may get extra information from our conversations and from the client, if we are getting feedback from an interview, for example. In certain cases when we have followed up on your references, this information will also go onto our secure locations, see above.
What do we do with it?
All your information is kept confidential and secure. In the case of an interview, if you have agreed to be put forward for a role your CV (generally without any contact details) will be sent across either directly to the hiring manager or to the HR department of the company you are applying for a job with.
If you are offered a telephone/skype interview then those details will be sent across, and if you are successful in being offered the role, then we will send all of your contact details across in order for them to send out the offer to you.
Disclosing your Information
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required to do so by law.
There may be times when we may need to share personal information with third parties for the purposes outlined in this notice, or where we are legally required to do so. The main examples are as follows:
- To comply with the law or a court order;
- In connection with any court proceedings or legal action; and,
- To assist fraud protection and for safeguarding purposes.
You may request details of personal information which we hold about you under the Data Protection Act.
Data Retention Period
We will keep your data for a maximum period of 5 years. Once we have your details on file we will keep them there either until that time, or you ask for them to be removed, or send us an update on your details, or until we no longer need them. We store all your information so that when the next suitable role comes up we will be able to get in touch speedily, and without duplicating previous communication.
What if you do not provide personal data?
You are under no statutory or contractual obligation to provide data to Winhurst Recruitment during the recruitment process. However, if you do not provide the information, then we may not be able to process your application properly or at all.
Complaining to the ICO
If you believe we have mishandled your data we would encourage you to raise this with us and see if we can clarify the situation. If we can't resolve the situation then you have the right to raise a complaint to the I.C.O.
Winhurst Recruitment does not send out any regular marketing emails, we will only email you about jobs that we believe would be of interest to you
You have the right
to have access and obtain a copy of your information – please ask to see our request for Information Policy,
to have inaccuracies corrected,
to have information erased,
to prevent direct marketing,
to prevent automated decision-making and profiling.
We hope this information is clear, please do let us know if you have any questions about any of the above.
Check out our latest vlog on what GDPR means.....in a very short summary and not in it's entirety!