Fair Processing Notice
Sharri Plimbley Associates Limited is committed to protecting the privacy and security of our candidates, clients and visitors to our website at www.plimbleyassociates.co.uk. This Notices explains the ways in which we collect and use data through our dealings with you and our website.
1 Introduction
1.1 You can find out more here about your privacy rights and how we gather, use and share your personal information. How we use your personal information will depend on the services we provide to you.
1.2 If you have any queries regarding our use of your personal information, please contact us at sharri@plimbleyassociates.co.uk or by post at 115 Ardrossan Road, Seamill, North Ayrshire, KA23 9NF.
1.3 This Fair Processing Notice provides up to date information about how we use your personal information and will update any previous information we have given you about using your personal information (also referred to as personal data).
1.4 We are the controller of your personal information under relevant data protection legislation, unless otherwise stated in this Fair Processing Notice.
2 Your Privacy Rights
2.1 You can exercise any of your rights by writing to us at: 115 Ardrossan Road, Seamill North Ayrshire, KA23 9NF or by email to www.ico.org.uk.
Your rights in relation to your personal information include:
Right to be informed | We will use this Fair Processing Notice to inform you about the collection and use of your personal information. |
Right to access | You have a right to request access to the personal information that we hold about you by making a "subject access request". |
Right of rectification | If you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information. |
Right of erasure | If you wish us to delete your personal information, you may request that we do so in certain circumstances. |
Right to restrict processing | You have a right to request that we restrict the processing of your personal information for specific purposes. |
Right to object | You have a right to object to us processing your personal information in certain circumstances. |
Right to portability | You have a right to obtain and reuse your personal information for your own purposes in certain circumstances. |
3 What kinds of personal information we use and why
We collect and you provide us with various pieces of personal information which we may use in several different ways.
Contact and socio-demographic information | In all cases, we need to use your name and contact details, including your postal address, e-mail address and phone number. This is used to contact you but we may also use this data and date of birth to allow us to check your identity and employment history. |
Race, ethnic origin, politics, religion, trade union membership, sex life, sexual orientation | These special categories of personal information may be required by employers in particular recruitment circumstances. |
Health and medical information | Employers will consider this information relevant when considering candidates. |
Criminal offence data | Employers will consider this information relevant when considering candidates. |
Information relating to financial status or position | This will allow us to consider what roles may be suitable for candidates and their future expectations. |
Personal information contained in communications across different channels. | Copies of letters received by or sent to us, information relating to emails received by or sent from us, file notes and other information or logs about when communication has taken place (rather than the content of that communication). |
Social relationships | Personal information relating to an individual's family and social relationships including status of spouse/partnerships, wider family including parental and caring status may assist us in considering suitable positions for candidates and may be relevant to potential employers. |
Open data and public records | Personal information relating to individuals that are, or can be, collected from public or open sources. These do not necessarily have to be collected from open data/public records and may come from other sources (e.g. from you directly, or from employers or referees). |
Consents | Personal information relating to permissions, consents or preferences given to us by individuals, including marketing permissions, contact permission and marketing preferences. |
National Identifiers | Unique identifiers attributed to an individual from a government department, such as Tax ID, National Insurance Number, passport number. This information will be considered relevant by prospective employees. |
4 How we gather personal information
4.1 We obtain personal information from a wide range of sources:
4.1.1 Directly from you, for example when you submit an enquiry through our website, complete a registration form, sign up to an event or to receive marketing communications, complete a survey which we provide for research purposes, or contact us in writing, by email, in person, by telephone or other method.
4.1.2 From information you have made publicly available.
4.1.3 From other people you know including current, historic and future employers.
5 How we use your personal information
5.1 To respond and communicate
We use personal information to allow us to respond to you and communicate with you regarding your questions, comments, support needs, complaints or concerns.
5.2 Using client information
5.2.1 When you become a client (either as a candidate or employer), we will collect, store and use the personal information that you provide to us in your instructions and during the course of our relationship.
5.2.2 We need to collect personal information so that we can perform our obligations under our service agreement with clients. We will use such personal information to:
5.2.2.1 provide clients with advice, including communicating with them by email, letter and/or telephone, etc. in connection with the services that we provide;
5.2.2.2 represent clients in connection with such services;
5.2.2.3 provide clients with advice in respect of the matter(s) upon which we are instructed;
5.2.2.4 process and make payments in connection with such matter(s).
5.2.3 If clients do not provide us with all of the personal information that we need to collect then this may affect our ability to provide them with advice and/or represent them.
5.3 Business clients and other stakeholders
For business clients we will use personal information about key individuals in the business, so we can operate and administer the services which we provide.
5.4 To market services to you
We will use contact details provided by our clients and information on the services clients have used and their employment history to assess what other services would be most beneficial to them.
5.5 Online Activity
5.5.1 Our website may, from time to time, contain links to and from other websites operated by third parties. These are provided for your information and convenience only. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal information to these websites.
5.5.2 IP addresses and cookies
5.5.2.1 We may collect information about your computer, including where available your IP address, operating system and browser type, for system and business administration and for usage monitoring.
5.5.2.2 Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. Most browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org.
6 Our legal basis for using your personal information
6.1 We only use your personal information where that is permitted by the applicable data protection legislation. We only use personal information where:
6.1.1 we have your consent (if consent is needed);
6.1.2 we need to use the information to comply with our legal obligations;
6.1.3 we need to use the information to perform a contract with you, including taking steps to enter into a contract with you; and/or
6.1.4 it is fair to use the personal information either in our interests or someone else's interests, where there is no disadvantage to you – this can include where it is in our interests to promote our services by sending clients communications with potential employment opportunities and information for upcoming events and employment updates.
6.2 Where we use personal information under 6.1.4 above, you may contact us at sharri@plimbleyassociates.co.uk to opt out of receiving communications or select the types of communications that you would like to receive.
6.3 Where we have your consent, you have the right to withdraw it.
7 Sharing personal information
7.1 As part of the services we provide, information about candidates will be provided to prospective employers and vice versa.
7.2 We may pass personal data to a third party who has acquired, or expresses an interest in acquiring, our business.
7.3 In the event that we do share such personal information with external third parties, we will only share such personal data strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal data in accordance with those purposes.
8 Storing personal information
8.1 We will protect your personal information in order to prevent unauthorised access to, or use or disclosure of, your personal information through a number of physical and technical security measures. Your personal information is stored on our systems to which access is both physically and electronically controlled.
8.2 Our staff receive data protection training and we have detailed data protection and information security procedures in place.
9 How long we keep your personal information for
9.1 We will retain your personal information for as long as is required to comply with our obligations set out above, unless you ask us to return any copies of it to you or a third party.
9.2 Certain data may also be relevant to future services which we might provide to you and be retained for that purpose.