Boyce Recruitment Privacy Policy
General
At Boyce Recruitment we take the privacy of your information very seriously. This Privacy Notice is designed to tell you about our practices regarding the collection, use and disclosure of personal information which may be collected in person from you, obtained via our websites or collected through other means such as by an online form, email, or telephone communication.
This notice applies to personal information provided by our clients and suppliers about their employees and other individuals affiliated with them and also to candidates or prospective candidates (“Candidates”) whose data we process for proposed roles with our clients or prospective clients. Where a given role with our client is to be filled by a limited company or other corporate contractor we may process data relating to that company’s directors or shareholders and in this policy a “Candidate” may include directors and shareholders of corporate contractors.
In this notice “you” refers to any individual whose personal data we hold or process (i.e: an individual candidate or potential candidate, an individual affiliated with a corporate contractor candidate, or an individual or employee associated or affiliated with our client or supplier.
In general, our services are related to the provision of recruitment services to clients and we do not process personal data on a large scale, but we will hold certain data in relation to Candidates and individuals affiliated with our clients and suppliers, and this notice sets out the basis on which we hold that data.
This notice is governed by the EU General Data Protection Regulation .
Why we process your personal data
Personal data we hold about you will be processed either because:
- the processing is necessary in order for us to comply with our obligations under a contract between you and us, specifically for the provision of our services; or
- the processing is necessary in pursuit of a “legitimate interest”, a legitimate interest in this context means a valid interest we have or a third party has in processing your personal data which is not overridden by your interests in data privacy and security
- for certain ‘special categories’ of sensitive personal data including data relating to health and ethnic background which we may process from time to time we will process this data on the basis of your consent.
Personal data we collect
We may collect and process the following personal data (information that can be uniquely identified with you) about you:
- for individuals associated with our clients we may hold contact information such as names, email addresses, phone numbers, addresses, and job titles and/or specific roles within your organisation;
- for individuals associated with our suppliers and other third parties we interact with we may hold contact information such as names, email addresses, phone numbers, addresses, and job titles and/or specific roles within your organisation;
- for Candidates we may have personal information about you, your background, work history etc. This information may include name, address, telephone number, email address, CV, work history, educational qualifications (“Candidate Information”);
- a record of any correspondence or communication between you and us
- marketing information we may hold about you in order to provide information about our services this may include names, email addresses, phone numbers, addresses, and job titles and/or specific roles within your organisation.
We will collect information either from you directly or from a third party (for instance your employer or an introducer). If we do obtain your personal data from a third party your privacy rights under this notice are not affected and you are still able to exercise the rights contained within this notice.
Although you are not required to supply any personal information to us for certain purposes this may mean that we are unable to provide our services to you. You can request us to restrict the data we process or withdraw entirely our authority to process your personal data however there may be legitimate circumstances which mean that we will need to retain and process your personal data . This is outlined below.
How we process your personal data
The manner in which we will process the different types of personal data we hold is explained as below
Candidate Information
We process your data for the purposes of providing you with work finding services and maintaining our records. We will use information supplied by you (including, without limitation, sensitive personal data) to aid the recruitment process and associated administrative functions. This involves us, amongst other things, processing and storing information (including, without limitation, sensitive personal data) and passing or making available online such information to prospective employers and clients; information about vacancies and placements will be passed to candidates and may be posted directly onto the website. We use your data to:
- Keep you updated on job openings and temporary or contract assignments which we feel would be of interest to you
- Submit your cv details and any relevant assessments to any suitable jobs that match your requirements
- Send you updates on the latest jobs available and any relevant industry news, surveys, competitions and promotions. Please email consent@boycerecruitment.co.uk if you are not interested in receiving this.
- Deal with any enquiries you may have
- We also work with and have retained agreements with third party suppliers such as IT. We ensure that they are compliant with our security, confidentiality and policy standards.
- We may need to release personal information to any regulatory or law enforcement agencies
- If we are acquired or we merge or acquire another business then we may share information with the new owners and we will notify you.
Please note we will always discuss job opportunities with you in detail and will not send your cv to any potential employer unless you have fully consented.
We don’t routinely collect special category data however the grounds for processing sensitive data are as follows.
- We have your explicit consent
- It is necessary to carry our obligations under employment, social security, social protection laws or a collective agreement
- It is in the vital interests of the individual
- For Not for Profit bodies with a political, philosophical, religious or Trade union aim.
- The data has already been made public by you
- It is necessary for legal claims
Sensitive data is personal information that could result in illegal discrimination against an individual and or could pose a serious risk to an individual, such as financial loss or identity theft.
Sensitive data is defined as racial or ethnic origin, political opinions, religious beliefs, health data, data about your sex life or sexual orientation, trade union membership, genetic data and biometric data where processed to uniquely identify a person.
Whilst we gather sensitive data to monitor and check the diversity of our internal selection process and shortlisting, please note the following
- It is not compulsory for you to complete this part of the registration process and we have a transparent process for you to grant or waive consent to complete this.
- The data is submitted anonymously
- The sensitive data is not held on our recruitment database but in a secure location accessible only to the Data Manager for the purpose of collating and reporting.
- The sensitive data is used exclusively for monitoring diversity, equal opportunities and inclusion policies and it’s use is in no way connected to our introductory service or employment business
Company / Client Information
We process company information for the purpose of researching, sourcing and recording information relating to your company when we enter into an agreement with you, when we communicate with you or any employees for the purposes of delivering recruitment services to you.
We process company information to ensure that we are compliant with our legal and tax obligations.
Data Retention
We review the personal data (and the categories of personal data) we are holding on a regular basis to ensure the data we are holding is still relevant to our business and is accurate. If we discover that certain data we are holding is no longer necessary or accurate, we will take reasonable steps to correct or delete this data as may be required.
Our current policy is to delete or destroy (to the extent we are able to) the personal data we hold about you in accordance with the following:
| Category of personal data | Length of retention |
| Records relevant for tax authorities | 6 years from the end of the year to which the records relate |
| Candidate Data | The later of 6 years from placing a Candidate in a given role with our client, or in the case of contractors, 6 years from the end of the role with our client, or 6 years from the last date on which you have interacted with us. |
| Candidate Data where we have researched and located Candidate Data without direct interaction | 1 year from date of data collection |
| Personal data processed in relation to a contract between you and us | 6 years from either the end of the contract or the date you last used our services, being the length of time following a breach of contract in which you are entitled to make a legal claim. |
The retention periods stated in the table may be prolonged or shortened if legally required
Amendment/ Changes to your Personal Data
If you wish to request that data we hold about you is amended, please contact our recruitment team at enquiries@boycerecruitment.co.uk
If you wish for your personal data to be deleted then please out your request in writing to our Data Controller at
info@boycerecruitment.co.uk and by post to
Boyce Recruitment Ltd,
31- 35 Kirby Street,
London Ec1n 8te .
Sharing your information
We do not disclose any information you provide to any third parties other than as follows:
We will disclose Candidate Data to our clients or potential clients and our clients will be the data controller for that Candidate Data;
We may disclose information to our group companies;
- if we are under a duty to disclose or share your personal data in order to comply with any legal obligation (for example, if required to do so by a court order or for the purposes of prevention of fraud or other crime);
- in order to enforce any terms and conditions or agreements for our services that may apply;
- if we are sub-contracting services to a third party we may provide information to that third party in order to provide the relevant services;
- we may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganisation, but we will take steps with the aim of ensuring that your privacy rights continue to be protected;
- to protect our rights, property and safety, or the rights, property and safety of our users or any other third parties. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
Other than as set out above, we shall not disclose any of your personal information unless you give us permission to do so. If we do supply your personal information to a third party we will take steps to ensure that your privacy rights are protected and that third party complies with the terms of this notice.
Security
We will take all reasonable steps to ensure that appropriate technical and organisational measures are carried out in order to safeguard the information we collect from you and protect against unlawful access and accidental loss or damage. These measures may include (as necessary):
- protecting our servers with software firewalls;
- locating our data processing storage facilities in secure locations;
- encrypting all data stored on our server with an industry standard encryption method that encrypts the data between your computer and our server so that in the event of your network being insecure no data is passed in a format that could easily be deciphered;
- when necessary, disposing of or deleting your data so it is done so securely;
- regularly backing up all data we hold.
We ensure that our employees are aware of their privacy and data security obligations. We will take reasonable steps to ensure that the employees of third parties working on our behalf are aware of their privacy and data security obligations.
Our procedures for handling personal data will be reviewed as necessary.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to the Site; any transmission is at your own risk. Once we have received your information, we will use the strict procedures and security features referred to in this clause to try to prevent unauthorised access.
Transferring your information outside Europe
The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). It may also be processed by us or transferred to international companies who are based outside of the EEA. For example we may transfer Candidate Information to our client outside of the EEA where this is necessary to perform a contract between us and the client and this is in the interests of the Candidate.
If you contact us while you are outside the EEA, your information may be transferred outside the EEA in order to communicate with you.
If we transfer your information outside of the EEA other than in accordance with this clause and the third country or international organisation in question has not been deemed by the EU Commission to have adequate data protection laws, we will provide appropriate safeguards and we will be responsible for ensuring your privacy rights continue to be protected as outlined in this notice.
Your privacy rights
You have the following rights in respect of personal data we hold about you:
| The right to be informed | You have a right to know about our personal data protection and data processing activities, details of which are contained in this notice. |
| The right of access | You can make a “Subject Access Request” to request information about the personal data we hold about you (free of charge, save for reasonable expenses for repeat requests). If you wish to make a Subject Access Request please contact us in writing to “Data Protection” Boyce Recruitment Ltd, 31- 35 Kirby Street, London EC1N 8TE . We will endeavour to comply with such requests as soon as possible but in any event we will comply within one month of receipt (unless a longer period of time to respond is reasonable by virtue of the complexity or number of your requests). |
| The right to correction | Please inform us if information we hold about you is incomplete or inaccurate in any way and we will update our records as soon as possible, but in any event within one month.
We will take reasonable steps to communicate the change to any third parties to whom we have passed the same information. |
| The right to erasure (the ‘right to be forgotten’) | Please notify us if you no longer wish us to hold personal data about you (although in practice it is not possible to provide our services without holding your personal data and we may need to keep your data in some circumstances). Unless we have reasonable grounds to refuse the erasure, on receipt of such a request we will securely delete the personal data in question within one month. The data may continue to exist in certain backup, but we will take steps to ensure that it will not be accessible.
We will communicate the erasure to any third parties to whom we have passed the same information. |
| The right to restrict processing | You can request that we no longer process your personal data in certain ways, whilst not requiring us to delete the same data. However again, some of our Services will not be available if processing is restricted. |
| The right to data portability | You have right to receive copies of personal data we hold about you in a commonly used and easily storable format (please let us know a format which suits you). You may also request that we transfer your personal data directly to a third party (where technically possible). |
| The right to object | Unless we have overriding legitimate grounds for such processing, you may object to us using your personal data for direct marketing purposes (including profiling) or for research or statistical purposes. Please notify your objection to us and we will gladly cease such processing. |
| Rights with respect to automated decision-making and profiling | You have a right not to be subject to automated decision-making (including profiling) when those decisions have a legal (or similarly significant effect) on you. You are not entitled to this right when the automated processing is necessary for us to perform our obligations under a contract with you, it is permitted by law, or if you have given your explicit consent. |
| Right to withdraw consent | If we are relying on your consent as the basis on which we are processing your personal data, you have the right to withdraw your consent at any time. Even if you have not expressly given your consent to our processing, you also have the right to object (see above). |
Complaints or Data Breaches
If personal data we hold about you is subject to a breach or unauthorised disclosure or access, we will report this to the Information Commissioner’s Office (ICO) and/or our Director Manuela Boyce on info@boycerecruitment.co.uk
If a breach is likely to result in a risk to your data rights and freedoms, we will notify you as soon as possible but ideally within 5 working days.
Notification of changes to the contents of this notice
We will post details of any changes to our policy on our website to help ensure you are always aware of the information we collect, how we use it, and in what circumstances, if any, we share it with other parties.
Contact us
If at any time you would like to contact us or have an enquiry about any of the above in relation to our privacy policy, please contact the directors at the following address info@boycerecruitment.co.uk
Boyce Recruitment Limited, 31-35 Kirby Street, London EC1N 8TE