For the purpose of applicable data protection legislation (including but not limited to the General Data Protection Regulation (Regulation (EU) 2016/679) (the “GDPR”), the company responsible for your personal data (“GBIT Recruitment” or “GBIT” or “GB Recruitment” or “us”) can be found here.
What kind of personal data do we collect?
We aim to provide you with the best possible employment opportunities and in order to do so we need to process certain information about you. Only the details which are required to help you, such as details about how to contact you, details about your previous education, details about your previous employment, who to contact in case of an emergency, immigration status, National Insurance details and financial information which we will use to ensure you are paid.
Below is a full list of details we collect.
- Date of birth
- Marital status
- Contact details
- Education details
- Employment history
- Emergency contacts details
- Referee details
- Immigration status
- Nationality/citizenship/place of birth
- A copy of your ID (passport, ID Card or Birth Cert)
- Financial information (so we can process payments to you)
- National insurance number
- Details of any criminal convictions (if client requirement)
- Information on your interests and needs regarding future assignments or employment, both collected directly and inferred, for example from jobs viewed on our website
- Extra information that you choose to tell us
- Extra information that your referees chooses to tell us about you
- Extra information that our clients may tell us about you
If you are a customer of GBIT Recruitment, the data we collect from you is limited to basic contact information such as name, telephone number and email address. Throughout the course of providing you with services, we will need to contact you from time to time in order to help us in find candidates who are the right fit for your company/organisation.
Below is a list of the details we collect.
- Company Name
- Company Number
- Company Financials where applicable
- Contact details including telephone numbers, postal address and relevant email address’s
- Nature of your business
For anyone else we may contact, including referees and emergency contacts:
To help us fulfill our commitment to finding the best possible opportunities for our candidates, in the safest and most secure manner possible, we need to collect basic background information from referees who have been listed as a point of contact by a candidate. We also need to collect basic contact details from people listed as emergency contact by a candidate.
How do we collect personal data?
We will only ever collect your personal data directly from you. This data will be collected either in person in written form, or via our website.
There are a number of methods in which you can share your information with us, including:
- Sending your details through the GBIT website using the online application form, as part of the registration process.
- Leaving a hard copy of your CV at a GBIT recruitment office or event.
- Emailing your CV to a GBIT consultant or being interviewed by them over the phone or in person.
- Applying for jobs through a job aggregator.
- Sending your details through our social media channels such as Facebook or Twitter.
- Your personal information may be shared with us by our clients;
- We may obtain information about you by searching third party sources, such as LinkedIn and other job sites.
There are two main ways in which we collect your personal data:
- Directly from you, either in an email addressed to a GBIT Recruitment member of staff.
- From third parties (such as one of our candidates) and other sources (such as online media).
How do we use your personal data?
When we’re in the process of finding you suitable roles, it is fundamental that we are able to contact you. In order to offer you our full service we need as much information about you as possible. Your skillset and ambitions are also important to employers and if such information is available to us we may use it to support your application.
When appropriate, we may use your details for marketing activities. This will not involve any third parties. Our marketing activities include:
- Email Newsletters – this is information which we feel is relevant to your application for work or your current role.
- Recruitment Activities – We may periodically send you job vacancies that we think you may find interesting, or to ask for your help with connecting other candidates with jobs.
- Social Media – We may periodically post job vacancies on our social media accounts (Facebook/Twitter/LinkedIn).
During the process of working with you to find suitable candidates for your business or organisation, we may send you information that ensures the relationship can run smoothly. This might include:
- Identifying candidates who we think will be the right fit for your business/organisation.
- Information relating to changes within the industry or legislation.
- Information on us and what we are doing to improve the service we deliver to you.
People whose contact details we receive from candidates such as referees or emergency contacts:
We use referees’ personal data to help our candidates to find employment which is suited to them. If we are able to verify their details and qualifications, we can make sure that they are well matched with prospective employers. We use the personal details of a candidate’s emergency contact in the case of an accident or emergency affecting that candidate.
Who do we share your personal data with?
We will only share your information with prospective employers to increase your chances of securing the job you want.
We will only share your data to ensure that we provide you with a suitable pool of candidates.
People whose data we receive from candidates or clients such as referees or emergency contacts.
We will only share your data when appropriate with prospective employers to give the candidate the best chance of employment and to ensure a safe and secure working environment for the employer.
How long do we keep your personal data for?
If we have not had meaningful contact with you (or, where appropriate, the company you are working for or with) for a period of 6 years, we will delete your personal data from our systems unless we believe in good faith that we are required to preserve it.
How can you access, amend or take back the personal data that you have given to us?
If you have any queries or concerns in relation to your personal data, please contact us. We will seek to deal with your request as quickly as we can.
You can contact us here – email@example.com
Right to object:
If we are using your data because we deem it necessary for our legitimate interests to do so, and you do not agree, you have the right to object. We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases). Generally, we will only disagree with you if certain limited conditions apply.
Right to withdraw consent:
Where we have obtained your consent to process your personal data for certain activities (for example, for profiling your suitability for certain roles), or consent to market to you, you may withdraw your consent at any time.
Data Subject Access Requests:
You have the right to ask us to confirm what information we hold about you at any time, and you may ask us to modify, update or delete such information. At this point we may comply with your request or, additionally do one of the following:
- We may ask you to verify your identity or ask for more information about your request.
- Where we are legally permitted to do so, we may decline your request, but we will explain why if we do so.
Right of data portability:
If you wish, you have the right to transfer your data from us to another data controller. We will help with this – either by directly transferring your data for you, or by providing you with a copy in a commonly used machine-readable format.
If your interests or requirements change, you can unsubscribe from part or all of our marketing content (for example job role emails or GBIT newsletters) by clicking the unsubscribe link in the email, or by updating your preferences through our preference centre on the GBIT website (by signing into your account or entering your email address).
How do we collect your personal data?
We collect candidate personal data in three primary ways:
- Personal data that you, the candidate, have given to us.
- Personal data that we receive from other sources.
Personal data you give to us
GBIT needs to know certain information about you in order to provide you with the best possible service. This will enable us to provide you with the best opportunities and should save you time in not having to trawl through information about jobs and services that are not relevant to you.
We collect Client data in three ways:
- Data that we receive directly from you.
- Data that we receive from other sources.
Personal data that we receive directly from you
We both share the same goal – to make sure that you have the best staff for your business or organisation. We will receive data directly from you in two ways:
- Where you contact us proactively, usually by phone or email.
- Where we contact you, either by phone or email, or through our consultant’s business development activities.
Personal data we receive from other sources
Where appropriate and in accordance with any local laws and requirements, we may seek more information about you or your colleagues from other sources generally by way of due diligence or other market intelligence including:
- From third party market research and by analysing online and offline media.
- From delegate lists at relevant events.
- From other limited sources and third parties (for example from our Candidates to the extent that they provide us with your details to act as a referee for them).
Personal data we collect via our website
To the extent that you access our website or read or click on an email from us, where appropriate and in accordance with any local laws and requirements, we may also collect your data automatically or through you providing it to us.
How do we safeguard your personal data?
We are committed to taking all reasonable and appropriate steps to protect the personal information that we hold from misuse, loss, or unauthorised access. We do this by having in place a range of appropriate technical and organisational measures. These include measures to deal with any suspected data breach.
If you suspect any misuse or loss of or unauthorised access to your personal information, please let us know immediately.
You can contact us here firstname.lastname@example.org
Who is responsible for processing data gained from the GBIT website?
If you have any queries or concerns in relation to who at GBIT Recruitment has access to your personal data, please contact us. We will seek to deal with your request as quickly as we can.
You can contact us here email@example.com
We think it’s reasonable to expect that if you are looking for employment or have posted your professional CV information on a job board or professional networking site, you are happy for us to collect and otherwise use your personal data to offer or provide our recruitment services to you, share that information with prospective employers and assess your skills against our list of vacancies.
Once it’s looking like you may get the job, your prospective employer may also want to double check any information you’ve given us or to confirm your references, qualifications and criminal record. We need to do these things so that we can function as a profit-making business, and to help you and other candidates get the jobs you deserve.
We want to provide you with the best possible job recommendations and relevant articles to read to help you on your job hunt. We therefore think it’s reasonable for us to process your data to make sure that we send you the most appropriate content.
We have to make sure our business runs smoothly, so that we can carry on providing services to candidates like you. We therefore also need to use your data for our internal administrative activities, like payroll and invoicing where relevant.
Article 4(11) of the GDPR states that (opt-in) consent is “any freely given, specific, informed and unambiguous indication of the data subject’s wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her.” This means that:
- You have to give us your consent freely, without us putting you under any type of pressure.
- You have to know what you are consenting to – so we’ll make sure we give you enough information.
- You should have control over which processing activities you consent to and which you don’t. You can update your communication preferences on our website here. www.gbit.org.uk
- You need to take positive and affirmative action in giving us your consent – we’re likely to provide a tick box for you to check so that this requirement is met in a clear and unambiguous fashion.
This includes all applicants for any role which is advertised or promoted by GBIT, and anyone who may have sent a CV to us in a speculative manner not in relation to any specific role.
This includes any customer to whom GBIT Recruitment provides services for throughout the course of its business.
any individual who accesses any the GBIT Recruitment website (www.gbit.org.uk).
General Data Protection Regulation (GDPR)
A European Union statutory instrument which aims to harmonise European data protection laws. It has an effective date of 25 May 2018, and any references to it should be construed accordingly to include any national legislation implementing it.
If you require further information regarding any of the terms used within this document, or if you like to access, amend or take back your personal information please do not hesitate to contact us: firstname.lastname@example.org