Information Notice for Candidates (Associate and Permanent)
We have produced this notice to explain how we will handle your personal information when you apply for a position with us, when we add you to our database of potential consultants or when we put you forward for a client assignment. We have tried to set out the information as clearly as possible but if you find any part of this notice unclear, or have further questions about how we will handle your personal information, please do not hesitate to contact us.
Who we are and how you can contact us
We are New Link Consulting LLP (company number OC368927).
You can contact us:
- in writing at: 1stFloor, 65 Leonard St, London, EC2A 4QS
- by email at: firstname.lastname@example.org
- by telephone on: +44 (0)203 826 9700
You can read this whole policy or click on the links below to see specific information about:
- What personal data we collect about you
- What we use your personal data for
- When we we will share your personal data with others
- Personal data you are legally obliged to provide
- When we need your consent to use your personal data
- How we use your personal data for marketing
- How we keep your personal data safe
- When we will send your personal data to other countries
- How long we keep your personal data
- Automated decision making and profiling
- Your rights to know what personal data we hold and how to control how we use it
- How you can make a complaint
- How we keep this policy up to date
We will collect your personal data when you apply for a position with us; this information is added to our database of potential consultants or put forward for client assignments. This may include:
- Personal information that you provide to us. You will share personal information with us when you provide us with a copy of your CV and during the communications we have with you in the course of considering your application for a position with us, adding you to our database of potential consultants or placing you on a client assignment. The personal information that you provide to us may include your name, address, telephone numbers, date of birth, e-mail address, qualifications, work and education history, salary information and history, details of any disciplinary proceedings, your eligibility to work, your opinions and preferences, career goals or ambitions and diversity and equality monitoring information. If we interview you we may also retain written interview notes, including details of our opinions regarding your performance during an interview
- Personal information that we receive from third parties. It is likely that the personal information you provide to us directly will be supplemented by additional personal information that we receive from third parties in the course of considering your application for a position with us, deciding to add you to our database of potential consultants or putting you forward for client assignments. For example, we may collect references about you from your named referees or clients we wish to place you with may provide copies of interview notes or feedback on nominated consultants
2. WHAT WE USE YOUR PERSONAL DATA FOR
We only use your personal information in the course of considering your application for a position with us or when we are considering adding you to our database of potential consultants or placing you on a client assignment. We will use your personal information to:
- manage and administer the internal recruitment process and our database of potential consultants (including to assess your suitability for vacancies or assignments, invite you to the social events we run for consultants from time to time, put you forward for interviews with clients with whom you may be placed on assignment, prepare contracts and to obtain references and feedback)
- provide consultancy services to our clients
- manage and administer our business
Data collected from third parties is combined with the personal information that you provide to us and used for the purposes described above.
3. WHEN WE WE WILL SHARE YOUR PERSONAL DATA WITH OTHERS
We will share your personal information with current or potential clients with whom you may be placed on assignment and with any sub-contractors or suppliers we use in the course of vetting applicants and potential consultants or providing consultancy services to our clients.
We may also share your personal information if:
- we are under a duty to disclose or share your personal data in order to comply with any legal obligation or in order to enforce any legal agreements we enter into with you or to protect the rights, property, or safety of our clients, ourselves or others. This includes exchanging information with other companies and organisations for the purpose of fraud protection
- we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets
4. PERSONAL DATA YOU ARE LEGALLY OBLIGED TO PROVIDE
You are not under any legal obligation to provide us with any of your personal information but please note that if you elect not to provide us with your personal information we may be unable to consider you for a position with us, add you to our database of potential consultants or put you forward for assignments with clients.
5. WHEN WE NEED YOUR CONSENT TO USE YOUR PERSONAL DATA
Whilst we always want you to be aware of how we are using your personal information, this does not necessarily mean that we are required to ask for your consent before we can use it. In the day to day running of our business we may use your personal information without asking for your consent because:
- we are entering into and carrying out our obligations under a contract to provide consultancy services between us and one of our current or potential clients or we are considering entering into a contract of employment or a consultancy contract with you
- we are required to take certain actions to meet our legal or regulatory obligations e.g. confirming your “right to work” in the UK
- we need to use your personal information for our own legitimate purposes (such as the administration and management of our business, identifying potential consultants to add to our database and the improvement of our services and network) and our doing so will not interfere with your privacy rights
In exceptional circumstances we may wish to use your personal information for a different purpose which does require your consent. In these circumstances we will contact you to explain how we wish to use your personal information and to ask for your consent. You are not required to give consent just because we ask for it. If you do give consent you can change your mind and withdraw it at a later date. Please see “Your rights to know what personal data we hold and to control how we use it” below.
6. HOW WE USE YOUR PERSONAL DATA FOR MARKETING
As part of our network of potential consultants, we will email you from time to time to ask if you wish to introduce any friends or contacts who may wish to be added to our database of potential consultants. If you do not wish to receive such emails from us, please reply and request to unsubscribe and we will make sure you no longer receive these emails.
You can check and update your current marketing preferences at any time by calling or emailing us using the details set out in the “Who we are and how you can contact us” section above.
We never share your personal data with third parties for marketing purposes.
7. 7. HOW WE KEEP YOUR PERSONAL DATA SAFE
We take every care to ensure that your personal information is kept secure. The security measures we take include:
- only storing your personal data on our secure servers or in a secure cloud environment
- keeping paper records to a minimum and ensuring that those we do have are stored in locked filing cabinets on our office premises
- maintaining up to date firewalls and anti-virus software to minimise the risk of unauthorised access to our systems
- enforcing a strict policy on the use of mobile devices and out of office working
- limiting access to data on a need to know basis
Unfortunately, sending information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of personal data sent to our website; you send us personal data at your own risk. Once we have received your personal data, we will use strict procedures and security features (some of which are described above) to try to prevent unauthorised access.
8. WHEN WE WILL SEND YOUR PERSONAL DATA TO OTHER COUNTRIES
The below table shows how data is currently transferred outside of the EEA:
|Description of supplier||Reason for transfer||Destination to which data is transferred||Safeguards implemented|
|Mailchimp||For automated distribution of marketing communications by email||US||Registered with the EU – US Privacy Shield|
|Dropbox||For cloud based document storage||US||Registered with the EU – US Privacy Shield|
9. HOW LONG WE KEEP YOUR PERSONAL DATA
We update our databases periodically to ensure that we are not retaining personal information for longer than we need it.
We undertake a candidate database review and cleanse every year and will automatically flag and contact you to ask if you would like your details removed if our records show that there has been no communication between us for 18 months or more at the point that a database review is undertaken. If you wish us to remove your details from our database earlier than this, you can contact us at any time to request this.
If we have successfully placed you on assignment with a client, your candidate assignment record will be deleted during the first review undertaken after the expiry of seven years from the completion of assignment. During the course of your engagement with us we will also collect additional personal information in relation to ongoing administration which will be stored and handled separately in accordance with our internal policies and procedures. Note that any client with whom you are placed on assignment may also collect and use your personal information in connection with that assignment on its own account and in accordance with its own policies and procedures for which we are not responsible.
If you are employed by us we will retain the personal information that we collected about you during the recruitment process on our database. During the course of your employment with us we will also collect additional personal information in relation to the ongoing management and administration of your employment which will be stored and handled separately in accordance with our internal staff policies and procedures.
10. AUTOMATED DECISION MAKING AND PROFILING
We will not use your personal information to make automated decisions about you or to profile you.
11. YOUR RIGHTS TO KNOW WHAT PERSONAL DATA WE HOLD AND HOW TO CONTROL HOW WE USE IT
You have a legal right to know what personal data we hold about you – this is called the right of subject access. You can exercise this right by sending us a written request at any time. Please mark your letter “Subject Access Request”and send it to us by post or email using the details in the “Who we are and how you can contact us” section.
You also have rights to:
- prevent your personal data being used for marketing purposes
- have inaccurate personal data corrected, blocked or erased
- object to our using your personal data in ways that are likely to cause you damage or distress
- restrict our use of your personal data
- require that we delete your personal data
- require that we provide you, or anyone that you nominate, with a copy of any personal data you have given us in a structured electronic form such as a CSV file
You can find full details of your personal data rights on the Information Commissioner’s Office website at www.ico.org.uk.
12. HOW YOU CAN MAKE A COMPLAINT
If at any time, for any reason, you are unhappy with how we hold or process your personal information, please raise your concerns with us immediately.
You are also entitled to make a complaint to the Information Commissioner’s office at www.ico.org.uk. Whilst you are not required to do so, we encourage you to contact us directly to discuss any concerns that you may have and to allow us an opportunity to address these before you contact the Information Commissioner’s Office.
13. HOW WE KEEP THIS POLICY UP TO DATE
We will review and update this policy from time to time. This may be to reflect a change in the services we offer or a change to our internal procedures or it may be to reflect a change in the law.
The easiest way to check for updates is by looking for the latest version of this policy on our website or you can contact us (see “Who we are and how to contact us”) to ask us to send you the latest version of our policy.
Each time we update our policy we will update the policy version number shown at the end of the policy and the date on which that version of the policy came into force.
This is policy version 1.0 which came into effect on 25th May 2018.