Hindmore Recruitment Solutions Limited ("Hindmore", "we", "us" or "our") is committed to protecting and respecting your privacy. This Policy describes what personal information we collect, how we use it, who we share it with, how long we keep it for and the rights available to individuals whose personal data we process in the course of our recruitment and related business activities and through our website.
For the purposes of UK data protection law, Hindmore Recruitment Solutions Limited is the controller of the personal information covered by this Policy. Where we disclose candidate information to a client, managed service provider (MSP), recruitment process outsourcer (RPO), end client or other intermediary in the labour supply chain, that organisation will usually process the information as a separate controller for its own recruitment, compliance and governance purposes.
Contents
We may collect personal information when you visit our website, correspond with us, register as a candidate, apply for a role, ask us to recruit on your behalf, supply services to us or otherwise engage with our business.
Your personal information may be collected and handled by us for the following purposes:
What does the law say about this?
Our use of your personal information as described above is permitted by UK data protection law because it is based on one or more of the following legal grounds:
Do you have to give us the personal information we ask for?
You are not obliged to provide personal information merely to browse our website. However, if you want us to consider you for roles, represent you to a client, respond fully to a request, enter into a contract, supply services or manage a placement, some information will be necessary.
If you do not provide information that is required for these purposes, we may be unable to progress your application, provide our services, engage with you commercially or comply with our legal obligations.
Do we process information about you without any human intervention at all?
We may use recruitment databases, search tools, filtering tools, website analytics and workflow systems to help us organise information, identify potentially relevant roles or candidates, and improve our services.
However, Hindmore does not ordinarily make decisions based solely on automated processing where those decisions produce legal effects or similarly significant effects for you without meaningful human involvement.
How long do we keep your personal information for?
We keep personal information only for as long as is necessary for the relevant purpose, subject to legal, regulatory and business requirements. Retention periods vary depending on the type of data and the relationship involved.
As a guide:
Sharing with third partiesTo facilitate our efficient use of your information and to provide recruitment and related services, we may disclose your personal information to third parties where appropriate. These may include:
Where we submit candidate data to a client, MSP, RPO or end client for its own recruitment or governance purposes, that recipient will usually act as a separate controller of the data it receives.
IP addresses and cookies
We may collect information about your device and your use of our website, including your IP address, browser type, operating system, referring pages, timestamps and browsing activity, for security, system administration, analytics and service improvement purposes.
We may use cookies or similar technologies to help our website function, remember preferences, understand website traffic and improve user experience. Where non-essential cookies are used, we will seek consent in accordance with applicable law.
For more information about cookies used on our website, please refer to our cookie notice or cookie settings where available.
Where your personal information is stored and processedWe primarily store and process personal information using systems and service providers located in the United Kingdom. Access to information is limited to those who need it for legitimate business purposes.
Some service providers may process data on our behalf outside the UK from time to time. Where that happens, we will ensure appropriate safeguards are in place and that your information continues to be protected in accordance with applicable law.
Data security
We take appropriate technical and organisational measures to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.
These measures may include access controls, authentication measures, encryption where appropriate, system monitoring, secure hosting, staff confidentiality obligations and policies for the handling of personal data and security incidents.
Although we do our best to protect personal information, transmission of information over the internet is not completely secure and any transmission is at your own risk.
Your rights.
How you can access, correct and delete your personal information
Subject to the conditions and limitations set by law, you may have the right to:
You also have the right to complain to the Information Commissioner’s Office (ICO) if you are concerned about how your personal information is being handled. The ICO can be contacted via www.ico.org.uk.
Marketing communications
We may send marketing communications by email, telephone or other business communication channels where permitted by law and, where required, with your consent.
If you no longer wish to receive marketing communications from us, you can opt out at any time by using the unsubscribe facility in a message where available, by telling your contact at Hindmore, or by emailing us at [email protected].
Please note that opting out of marketing will not prevent us from contacting you about specific vacancies, assignments, applications, contracts, compliance matters or other non-marketing service communications.
Changes to this Policy
We may update this Policy from time to time to reflect changes in law, guidance, our business practices, our website or the services we provide. The latest version will be made available on our website and may also be provided directly on request.
Contact
Questions, comments and requests regarding this Policy are welcomed and should be addressed to:
For the purposes of UK data protection law, Hindmore Recruitment Solutions Limited is the controller of the personal information covered by this Policy. Where we disclose candidate information to a client, managed service provider (MSP), recruitment process outsourcer (RPO), end client or other intermediary in the labour supply chain, that organisation will usually process the information as a separate controller for its own recruitment, compliance and governance purposes.
Contents
- Personal information we may collect from you
- How we use your personal information
- What does the law say about this?
- Do you have to give us the personal information we ask for?
- Do we process information about you without any human intervention at all?
- How long do we keep your personal information for?
- Sharing with third parties
- IP addresses and cookies
- Where your personal information is stored and processed
- Data security
- Your rights. How you can access, correct and delete your personal information
- Marketing communications
- Changes to this Policy
- Contact
We may collect personal information when you visit our website, correspond with us, register as a candidate, apply for a role, ask us to recruit on your behalf, supply services to us or otherwise engage with our business.
- Depending on the nature of our relationship with you, this information may include your name, contact details, postal address, date of birth, right to work and immigration information, education and employment history, qualifications, CV, salary or rate expectations, notice period, availability, interview notes, references, emergency contact details, limited financial information required for compliance purposes, and information relevant to suitability for a role or assignment.
- For clients, prospective clients and other business contacts, we may collect names, business contact details, job title, employer details, contractual information, assignment or vacancy details, correspondence records and notes relevant to the services we provide.
- For suppliers and professional advisers, we may collect contact details, contract information, service records, billing and payment information and due diligence information reasonably required to onboard and manage the relationship.
- For website users, we may collect IP address, browser type, device information, timestamps, page interactions, cookies, contact-form content and other technical or usage data. We may also keep records of correspondence where you contact us by email, telephone or through our website.
- We may obtain personal information directly from you, from job boards, professional networking sites, referrals, referees, clients, MSPs, RPO providers, compliance providers, public sources and, where relevant, government or regulatory sources.
- Where it is necessary and lawful to do so, we may also process more sensitive information such as health information, diversity information, criminal records information, sanctions screening results or other special category data where relevant to a role, legal obligations, safeguarding, equal opportunities monitoring or the establishment, exercise or defence of legal claims.
- The provision of personal information through our website, contact forms or registration process is generally not a statutory or contractual requirement. However, where information is necessary to progress an application, assess suitability, represent you to a client, manage a placement or comply with law, we will not be able to do so without it.
Your personal information may be collected and handled by us for the following purposes:
- to provide work-finding and recruitment services to candidates, clients and intermediaries in the labour supply chain;
- to assess suitability for vacancies, assignments and projects, including matching skills, experience, availability and other relevant criteria;
- to contact you about roles, candidates, assignments, services or enquiries you have made;
- to present candidate details to clients, MSPs, RPO providers and end clients, subject to appropriate authority and process;
- to verify identity, right to work, qualifications, references and other compliance requirements where relevant;
- to maintain candidate, client, supplier and relationship management records;
- to manage contracts, introductions, assignments, payments, invoicing, credit control and general business administration;
- to operate, secure and improve our website, systems, databases and communications;
- to investigate or respond to incidents, complaints, disputes or legal claims;
- to comply with legal, regulatory and professional obligations; and
- where permitted by law, to send marketing communications about services, vacancies, events or insights that may be relevant to you.
What does the law say about this?
Our use of your personal information as described above is permitted by UK data protection law because it is based on one or more of the following legal grounds:
- it is necessary for our legitimate interests in operating and developing a specialist recruitment business, providing recruitment and work-finding services, maintaining records, protecting our business and communicating with candidates, clients and suppliers, provided those interests are not overridden by your rights and interests;
- it is necessary to take steps at your request before entering into a contract, or for the performance of a contract with you or the organisation you represent;
- it is necessary for compliance with a legal obligation, for example where we need to carry out right to work checks, retain records, cooperate with regulators, respond to lawful requests or meet tax, employment or other legal requirements;
- it is necessary for the establishment, exercise or defence of legal claims;
- where required, it is based on your consent, for example where consent is the appropriate basis for certain marketing or certain categories of optional processing;
- where we process special category data, we do so only where an additional condition under data protection law also applies, for example where processing is necessary for employment, social security or social protection law obligations, equal opportunities monitoring, safeguarding, the assessment of working capacity, or the establishment, exercise or defence of legal claims.
Do you have to give us the personal information we ask for?
You are not obliged to provide personal information merely to browse our website. However, if you want us to consider you for roles, represent you to a client, respond fully to a request, enter into a contract, supply services or manage a placement, some information will be necessary.
If you do not provide information that is required for these purposes, we may be unable to progress your application, provide our services, engage with you commercially or comply with our legal obligations.
Do we process information about you without any human intervention at all?
We may use recruitment databases, search tools, filtering tools, website analytics and workflow systems to help us organise information, identify potentially relevant roles or candidates, and improve our services.
However, Hindmore does not ordinarily make decisions based solely on automated processing where those decisions produce legal effects or similarly significant effects for you without meaningful human involvement.
How long do we keep your personal information for?
We keep personal information only for as long as is necessary for the relevant purpose, subject to legal, regulatory and business requirements. Retention periods vary depending on the type of data and the relationship involved.
As a guide:
- candidate and prospective candidate records are typically retained for up to 2 years from the later of registration, last meaningful contact, last active consideration for a role or last introduction activity, unless a longer period is justified by an ongoing relationship, legal claim, active vacancy or another lawful reason;
- certain records relating to applications from hirers and work-seekers must be retained for at least 1 year from the last date on which work-finding services were provided, in line with the Conduct of Employment Agencies and Employment Businesses Regulations 2003;
- placement, assignment, contract, timesheet, invoicing and accounting records may be retained for up to 6 years or longer where law, tax rules or legal claims require it;
- right to work and related compliance evidence may be retained for the period required by applicable immigration or employment law;
- supplier and client relationship records are typically retained for up to 6 years after the end of the relationship;
- website enquiry and general correspondence records are usually retained for up to 2 years unless a longer period is necessary for follow-up, security or legal reasons.
Sharing with third partiesTo facilitate our efficient use of your information and to provide recruitment and related services, we may disclose your personal information to third parties where appropriate. These may include:
- clients, prospective clients, MSPs, RPO providers, end clients and other intermediaries involved in the labour supply chain;
- job boards, advertising platforms and professional networking platforms where relevant to recruitment activity;
- referees, compliance providers, identity verification providers, screening or vetting providers and occupational health or assessment providers where relevant;
- IT, cloud hosting, CRM, communications, website, analytics, document management and professional service providers;
- payroll, umbrella, payment, invoicing and finance providers where relevant to an assignment or commercial arrangement;
- professional advisers, auditors, insurers, funders, regulators, law enforcement agencies, courts or public authorities where disclosure is required or reasonably necessary.
Where we submit candidate data to a client, MSP, RPO or end client for its own recruitment or governance purposes, that recipient will usually act as a separate controller of the data it receives.
IP addresses and cookies
We may collect information about your device and your use of our website, including your IP address, browser type, operating system, referring pages, timestamps and browsing activity, for security, system administration, analytics and service improvement purposes.
We may use cookies or similar technologies to help our website function, remember preferences, understand website traffic and improve user experience. Where non-essential cookies are used, we will seek consent in accordance with applicable law.
For more information about cookies used on our website, please refer to our cookie notice or cookie settings where available.
Where your personal information is stored and processedWe primarily store and process personal information using systems and service providers located in the United Kingdom. Access to information is limited to those who need it for legitimate business purposes.
Some service providers may process data on our behalf outside the UK from time to time. Where that happens, we will ensure appropriate safeguards are in place and that your information continues to be protected in accordance with applicable law.
Data security
We take appropriate technical and organisational measures to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.
These measures may include access controls, authentication measures, encryption where appropriate, system monitoring, secure hosting, staff confidentiality obligations and policies for the handling of personal data and security incidents.
Although we do our best to protect personal information, transmission of information over the internet is not completely secure and any transmission is at your own risk.
Your rights.
How you can access, correct and delete your personal information
Subject to the conditions and limitations set by law, you may have the right to:
- request access to the personal information we hold about you;
- request correction of inaccurate or incomplete information;
- request deletion of your personal information in certain circumstances;
- request restriction of processing in certain circumstances;
- object to processing based on legitimate interests, including direct marketing;
- request transfer of certain information to you or another controller in a portable format where applicable;
- withdraw consent at any time where we rely on consent, without affecting the lawfulness of earlier processing.
You also have the right to complain to the Information Commissioner’s Office (ICO) if you are concerned about how your personal information is being handled. The ICO can be contacted via www.ico.org.uk.
Marketing communications
We may send marketing communications by email, telephone or other business communication channels where permitted by law and, where required, with your consent.
If you no longer wish to receive marketing communications from us, you can opt out at any time by using the unsubscribe facility in a message where available, by telling your contact at Hindmore, or by emailing us at [email protected].
Please note that opting out of marketing will not prevent us from contacting you about specific vacancies, assignments, applications, contracts, compliance matters or other non-marketing service communications.
Changes to this Policy
We may update this Policy from time to time to reflect changes in law, guidance, our business practices, our website or the services we provide. The latest version will be made available on our website and may also be provided directly on request.
Contact
Questions, comments and requests regarding this Policy are welcomed and should be addressed to:
- Hindmore Recruitment Solutions Limited, 61-63 Stanley Road, Bootle, Merseyside, L20 7BZ
- Privacy queries: [email protected] | Candidate registration enquiries: [email protected]
- Service and finance enquiries: [email protected] | Telephone: 0151 434 4010 | Website: www.hindmore.co.uk
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