MindMatch Recruitment is a recruitment business which provides work-finding services to its clients and work-seekers. The Company must process personal data (including sensitive personal data) so that it can provide these services – in doing so, the Company acts as a data controller.
You may give your personal details to the Company directly, such as on an application or registration form or via our website, or we may collect them from another source such as a jobs board. The Company must have a legal basis for processing your personal data. For the purposes of providing you with work-finding services and/or information relating to roles relevant to you we will only use your personal data in accordance with the terms of the following statement.
a. Purpose of processing and legal basis
MindMatch has collected your personal data (which may include special categories of personal data) and will process your personal data for the purposes of providing you with work-finding services. This includes for example, contacting you about job opportunities, assessing your suitability for those opportunities, updating our databases, putting you forward for job opportunities, arranging payments to you and developing and managing our services and relationship with you and our clients.
In some cases we may be required to use your data for the purpose of investigating, reporting and detecting crime and also to comply with laws that apply to us. We may also use your information during the course of internal audits to demonstrate our compliance with certain industry standards
The legal bases that we rely upon to offer these services to you are:
- Your consent
- Where we have legitimate interest
- To comply with a legal obligation that we have
- To fulfil a contractual obligation we have with you
b. Categories of data
The Company has collected the following personal data on you:
Personal data:
· [Name/contact details]
· CV
Special categories of personal data:
· [Disability/criminal conviction]
- Compliance data as per framework or specific client standards
c. Legitimate interest
This is where MindMatch has a legitimate reason to process your data provided it is reasonable and does not go against what you would reasonably expect from us. Where the Company has relied on a legitimate interest to process your personal data our legitimate interests is/are as follows:
· To ensure employment search services and subsequent placement in a compliant way.
d. Recipient/s of data
MindMatch will process your personal data and/or sensitive personal data with the following recipients:
· Clients (whom we may introduce or supply you to)
· Former employers whom we may seek references from
· Payroll service providers who manage payroll on our behalf or other payment intermediaries whom we may introduce you to
· Other recruitment agencies in the supply chain
· Auditors who are assessing the compliance and processes of the Company to ensure it is adhering to all relevant legislation and good practice guidance
· [Insert the identity of the recipients or category of recipients
MindMatch will retain your personal data only for as long as is necessary for the purpose we collect it. Different laws may also require us to keep different data for different periods of time.
The Conduct of Employment Agencies and Employment Businesses Regulations 2003, require us to keep work-seeker records for at least one year from (a) the date of their creation or (b) after the date on which we last provide you with work-finding services. We must also keep your payroll records, holiday pay, sick pay and pensions auto-enrolment records for as long as is legally required by HMRC and associated national minimum wage, social security and tax legislation.
Where MindMatch has obtained your consent to process your [personal/[and] special categories of personal data/specify which personal data], we will do so in line with our retention policy [(a copy of which is attached)]. Upon expiry of that period the Company will seek further consent from you. Where consent is not granted the Company will cease to process your [personal data/[and] sensitive personal] data].
Please be aware that you have the following data protection rights:
· The right to be informed about the personal data the Company processes on you;
· The right of access to the personal data the Company processes on you;
· The right to rectification of your personal data;
· The right to erasure of your personal data in certain circumstances;
· The right to restrict processing of your personal data;
· The right to data portability in certain circumstances;
· The right to object to the processing of your personal data that was based on a public or legitimate interest;
· The right not to be subjected to automated decision making and profiling; and
· The right to withdraw consent at any time.
Please note that if you withdraw your consent to further processing that does not affect any processing done prior to the withdrawal of that consent, or which is done according to another legal basis.
There may be circumstances where MindMatch will still need to process your data for legal or official reasons. We will inform you if this is the case. Where this is the case, we will restrict the data to only what is necessary for the purpose of meeting those specific reasons.
If you believe that any of your data that the Company processes is incorrect or incomplete, please contact us using the details above and we will take reasonable steps to check its accuracy and correct it where necessary.
You can also contact us using the above details if you want us to restrict the type or amount of data we process for you, access your personal data or exercise any of the other rights listed above.
MindMatch sourced your personal data/sensitive personal data by the following means:
· Social Media
· Online Job Boards
- Publically accessible records
· Professional Memberships contact data
This information came from a publicly accessible source.
If you wish to complain about this privacy notice or any of the procedures set out in it please contact: Olivia.Spruce@mindmatchrecruitment.co.uk
You also have the right to raise concerns with the Information Commissioner’s Office on 0303 123 1113 or at https://ico.org.uk/make-a-complaint/, or any other relevant supervisory authority should your personal data be processed outside of the UK, if you believe that your data protection rights have not been adhered to.