ambient people GDPR and Privacy Policy
At Ambient People, we are committed to being transparent about how we collect, use, store, transfer and retain this data and in meeting our data protection obligations. When working with Ambient People, you trust us with you information and we are committed to preserving that trust and providing a safe and secure user experience. We will ensure that the information you submit to us via our website or through any of our office locations is only used for the purposes set out in this Privacy Policy.
What data do we collect and where from?
Ambient People will collect personal data from the following types of people to allow us to undertake our recruitment business;
· Candidates (this includes prospective and placed candidates, employees, consultants, temporary workers and contractors)
· Clients (this includes prospective and placed and referee contacts)
· Supplier contacts to support our services
Candidates:
For individuals wishing to use or using our recruitment services or looking for a role to work with us. we may collect the following range of information and personal data including but not limited to:
· Your name, address, date of birth and contact details, including email address, social media addresses and telephone numbers
· Details of your qualifications, skills, experience and employment history
· Information about your entitlement to the work in the UK
· Information about your current level of remuneration
· Bank details, national insurance and tax (payroll) information
· Next of kin and family details
· Contact details of referees
· Information relating to hobbies, interests and pastimes
· Contact details of referees
· Your marketing preferences
· Whether or not you have a disability for which the company needs to make reasonable adjustments during the recruitment process
· Equal opportunities monitoring information, including information about your race, ethnic origin, gender, sexual orientation, health and religion or belief
· Information relating to criminal processes or convictions
Ambient People may collect this information from a variety of sources. This includes but is not limited to data that might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews. We may also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal record checks. The company will seek information from third parties only once a job offer to you has been made and we will inform you that we are doing so.
In some circumstances we may also need to collect sensitive data, such as your personal medical information. We only collect and hold this after you have given us your explicit consent to do so.
Clients and Suppliers:
Ambient People may collect a range of your personal data through the course of our dealings including but not limited to:
· Your names, job titles and contact details including emails and telephone numbers
· Your statements and opinions about a candidate, for example a reference
· Information relating to our relationship with you, i.e. records of meetings
· Your marketing preferences
We may collect this information from a variety of sources including but not limited to data coming from you for the purposes of our recruitment services, staff or representatives of your organisation, candidates, the public domain and social media.
How we will use your personal data?
For Candidates we will collect and securely store your personal data in electronic files. The use of your personal data allows us the ability to match your skills and educations with the requirements expressed by a potential employer and to notify you of potential opportunities for you. Also, if we are engaging you for a role with us or our clients we will require additional information, for example payroll information. We may also have legal obligations to share your information in connection with tax collection, crime detection or other reasons defined by legal authorities.
For Clients and Suppliers we will collect and securely store your personal data in electronic files. This information will to enable us to let you know about potential workers we have for you or to pursue activities related to our Recruitment Services. We will retain records of our dealings with you and the organisations that you represent.
Our legal justification for collecting and holding your information will predominantly be down to our legitimate business interests as described above, however we will always follow the lawful bases for processing that are set out in Article 6 of the UK GDPR. At least one of these must apply whenever we process personal data:
(a) Consent: the individual has given clear consent for you to process their personal data for a specific purpose.
(b) Contract: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.
(c) Legal obligation: the processing is necessary for you to comply with the law (not including contractual obligations).
(d) Vital interests: the processing is necessary to protect someone’s life.
(e) Public task: the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.
(f) Legitimate interests: the processing is necessary for your legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests. (This cannot apply if you are a public authority processing data to perform your official tasks.)
How long will we keep hold of your data?
Ambient People will delete your personal data from our systems if we have not had any meaningful contact with you (or, where appropriate, the company you are working for or with) based on the following:
If you have contracted with us, we have a contractual right to keep details for at least 6 years since the contract ended
If you have formally registered and actively looking, we believe we have a legitimate interest to keep your details for 3 years since our last recorded contact with you about possible work
If you are an unregistered candidate who has submitted personal data for roles, we believe we have a legitimate interest to keep your details for at least 1 year in the event that, for example, we are a business that can in time help you given our client base and functional expertise or if, for example, your search was put on hold. In the event that we don’t formally register you as a candidate within 12 months of receiving your CV (this could be for various reasons including either party being unavailable), but believe we still have a legitimate interest to retain your details, we will endeavour to contact you to check that you are comfortable with your details being retained.
After this period, it is possible that your data will no longer be relevant for the purposes for which it was collected.
For those Candidates whose services are provided via a third-party company or other entity, “meaningful contact” with you means meaningful contact with the company or entity which supplies your services. Where we are notified by such company or entity that it no longer has that relationship with you, we will retain your data for no longer than three years from that point or, if later, for the period of three years from the point we subsequently have meaningful contact directly with you.
When we refer to “meaningful contact”, we mean, for example, communication between us (either verbal or written), or where you are actively engaging with our consultants or social media websites. If you are a Candidate we will consider there to be meaningful contact with you if you submit your updated CV onto our website. We will also consider it meaningful contact if you actively communicate with us about potential roles, either by verbal or written communication or click through from any of our marketing communications.
Who has access to your data?
Ambient People shall not share your personal information unless we are entitled to do so. The categories of persons with whom we may share your personal information include:
· Individuals, hirers and other third parties, necessary for the provision of our Recruitment Services
· Any regulatory authority or statutory body pursuant to a request for information or any legal obligation which applies to us
· Parties who process data on our behalf include:
o IT support
o storage service providers including cloud
o background screening providers
· Legal and professional advisers
· Insurers
Transfer of data outside the EEA:
We do not transfer personal data out of the EEA. However if this changed in future we would ask for your consent before doing so.
Automated Decision Making:
We do not carry out automated profiling.
What are your rights do you have in relation to the data we hold on you?
Under data protection law, you have the following rights:
· Your right of access - You have the right to ask us for copies of your personal information.
· Your right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
· Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
· Your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances.
· Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.
· Your right to data portability - You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
We will normally act on requests and provide information free of charge. We may charge a reasonable fee to cover our administrative costs if providing information for baseless, excessive or repeated requests or if further copies of information have already been provided.
If you make a request, we aim to respond within one month of receipt. If there is any delay to this we will contact you to let you know. Please contact the GDPR Responsible Person outlined in this policy if you wish to make a request.
Do we use cookies to collect personal date on you?
We may collect personal data when you browse our website to help provide the best possible user experience and offer the most relevant information based on your needs.
We do not use cookies to gather any personal information that could be used to advertise products or services to you on other websites.
how to complain, and how to contact us
If you have any further enquiries on any aspects of this privacy policy, please contact liam@ambientpeople.co.uk
If you are dissatisfied about the way we process your data, please contact our GDPR Responsible Person at liam@ambientpeople.co.uk. This does not affect your right to make a complaint to the Information Commissioner’s Office: https://ico.org.uk