In line with the General Data Protection Regulation, Embark Recruitment is committed to providing clarity regarding the types of personal information we collect, how we use the information, who we share it with, and your data rights in terms of how your information is used, stored and shared.
Contact us at firstname.lastname@example.org if you have any questions or problems regarding the use of your personal data and we will gladly assist you.
We will only process Personal Data on the basis of one or more of the lawful bases set out in the General Data Protection Regulation (GDPR).
This includes: Legitimate Interest: We collect Personal Data which is held and processed in the legal Interest of Embark Recruitment for recruitment purposes which have been considered through the use of an Legitimate Interest Assessment (LIA) and using the balance test to not be outweighed by risks to the rights, freedoms and interests of the Data Subject (You)
Personal Information That We May Request from You
We will collect personal information about you using a variety of methods, such as (but not limited to) through our website, social media channels, events, job boards, job applications, interview and subsequent online, telephone and email contact. As part of providing our recruitment service, we may request the following types of personal information from you:
- Contact information (name, address, email address and telephone number etc.
- Employment history, education, qualifications, professional registrations and information about you provided in your CV or that you complete in our application form.
- Details of your skills, competencies and capability.
- Information about citizenship, visa status and right to work in the UK.
- Details provided relating to age, gender, disabilities / health related information as well as information relating to other protected characteristics as defined under the Equality Act 2010 which may be gathered to support diversity monitoring.
- Information provided about you in references.
- Information you provide about family, friends or other people you would like us to contact.
- Login details required for use of our website.
PLEASE NOTE: by completing our application form and other company or registration documentation, you are giving permission for us to use, store and share your personal data for the purpose of sourcing suitable work for you, monitoring /managing your assignments or placements. This is the legal basis on which we process your personal data and you can withdraw your consent at any time by emailing:
Deborah Irons, email@example.com
or writing to:
Embark Recruitment, 3 Jenny’s Lane, Ravenstone, Leicestershire, LE67 2AP
We will stop processing if we have no other legal basis or requirement to do so.
Where the personal data collected includes sensitive/special category data, we will obtain a separate, explicit consent from you for this, which may be withdrawn in the same way. Examples of special category data include but are not limited to information about your health, race, sexual orientation, criminal convictions etc.
Automated Information We May Collect from You
When you visit our website, we may collect certain information by automated means, such as using cookies, web beacons and web server logs. The information we may collect in this manner includes IP address, unique device identifier, browser characteristics, device characteristics, operating system, language preferences, referring URLs, information on actions taken on our website, dates and times of visits to our website and other usage statistics.
These are the cookies we use and why
Necessary cookies – these cookies are required for you to be able to use some important features on our website, such as logging in. These cookies don’t collect any personal information.
Analytics cookies – these cookies are used to track the use and performance of our website and services
Functionality cookies – these cookies provide functionality that makes using our service more convenient and makes providing more personalised features possible. For example, they might remember your name and e-mail in comment forms, so you don’t have to re-enter this information next time when commenting.
A web beacon – is an often-transparent small graphic image that is placed on a website or in an email that is used to monitor the behaviour of the user visiting the website or sending the email. It is often used in combination with cookies. We may obtain data (including but not limited to your browser information) through these automated collection methods as you click through various pages on our website. You may be able to restrict or disable certain types of cookies; however, this may prevent full use of all the features on our website. As required by law, we will obtain your consent before collecting personal data using cookies or similar automated means.
You can remove cookies stored in your computer via your browser settings. Alternatively, you can control some 3rd party cookies by using a privacy enhancement platform such as optout.aboutads.info or youronlinechoices.com. For more information about cookies, visit allaboutcookies.org.
We use safe protocols for communication and transferring data (such as HTTPS). We use anonymising and pseudonymising where suitable. We monitor our systems for possible vulnerabilities and attacks. We have installed Shield Security on our website
Your IP address may be disclosed to third-party analytics providers
We may also use third-party apps, tools, plug-ins and widgets on our website and these may use automated means to collect information relating to how you interact with these features. Such information collected is subject to the privacy policies of those providers and to applicable law. Embark Recruitment is not responsible for the practices of these providers.
How We Use the Information We Collect
We will use the information you provide to:
- Provide you with our recruitment services.
- Respond to your enquiries.
- Assess your suitability as a candidate and validate your experience, competence, qualifications, registrations etc as required by the position for which you are applying.
- Provide you with job opportunities and work.
- Provide career advice.
- Audit compliance with prevailing employment law and honour contractual agreements with our clients.
- Manage client relationships.
- Manage Supplier Relationships
- Analyse data and trends from our websites and using data held on our recruitment software.
- Send you information about vacancies.
- Prevent fraudulent and unlawful activity and comply with legal requirements, industry standards, contractual obligations and company policies/procedures.
- Improve our business services and the performance of our website.
- Create and manage online accounts.
We do not intend to collect or knowingly collect information from children. We do not target children with our services.
Information From Our Partners
We gather information from our trusted partners with confirmation that they have legal grounds to share that information with us. This is either information you have provided them directly with or that they have gathered about you on other legal grounds.
List of Partners:
Logic Melon, CV Library, Reed, Total Jobs, Job Magpie, Jobs at Job Team, Top Engineer, Job Flurry, Go Job Search, Facebook for Business, Twitter, LinkedIn, and any other job board we may use from time to time.
Information We Share
We will only disclose personal information we collect about you to facilitate the delivery of our services. As such your personal data may be shared with clients or organisations with whom we work to help you find a job.
We may disclose your personal data to third parties in the event that we sell or buy any business or assets. If we merge with or are acquired by, another business, personal data held by us may be shared, but you will be sent notice in advance
Where personal information is shared with a managed service provider or other 3rd party supplier, we do not authorise them to use or disclose your personal data except in the provision of the service that they have been engaged to supply or to comply with legislation e.g. database management.
Finally, we may disclose your personal data to comply with any applicable law, in connection with an investigation of suspected or actual fraudulent activity or is based on a lawful disclosure request.
We will never:
- Sell your personal data to a third party.
- Share your personal data with a third party for marketing purposes without your consent.
How Long We Will Retain Your Personal Data
We will retain your personal information for a reasonable duration to provide you with our services and to comply with prevailing legislation and regulations. For many types of HR records, there is no definitive retention period and we are entitled to decide how long to keep them. Embark Recruitment has based our records retention periods below on the time limits for potential UK tribunal or civil claims and guidance in the Conduct of Employment Agencies and Employment Businesses Regulations 2003. The UK Limitation Act 1980 contains a 6-year time limit for starting many legal proceedings, so where documents may be relevant to a contractual claim, we will keep these records for at least this period. Other records may be retained longer or permanently. These retention periods are in line with CIPD recommendations.
Types of Records and Minimum Retention Period
Application forms and interview notes – 6 to 12 months (for unsuccessful candidates)
Candidate files, personnel files and CVs – 7 years after the date on which we last provide services to the associated applicant.
After these durations have elapsed, your personal data will be securely deleted or destroyed.
How We Protect Your Personal Information
We maintain administrative, technical and physical safeguards to protect the personal information you provide against accidental, unlawful or unauthorised destruction, loss, alteration, access, disclosure or use.
Your Rights & Choices
If you have any questions about the use of your personal information or would like to update your preferences, please contact us at firstname.lastname@example.org
Your Right to Object
You have the right to ask us not to process your personal data if you do not believe we are permitted to do so, including for marketing purposes. Following such notification, we will stop processing your personal data unless there is a legal basis or requirement to do so.
We will inform you (before collecting your data) if we intend to use your data for marketing purposes. We will only use your data for this if you have agreed in advance.
Correction of Information
If you notify us that the personal data, we hold is incomplete or inaccurate we will correct or complete the information as soon as possible.
Deletion of Information
You have the right to request that your personal data be deleted; including if we no longer need it for the purpose we collected it, or you withdraw your consent.
Following such a request we will erase your personal data without undue delay unless continued retention is necessary and permitted by law. If we made the personal data public, we will take reasonable steps to inform other data controllers processing about your erasure request.
Restriction on Processing
You have the right to request that we stop processing your personal data, but hold it for you, in the event the personal data we hold is inaccurate, the processing is unlawful, or we no longer need the personal data. Once the processing is restricted, we will only continue to process your personal data if you consent or we have another legal basis for doing so.
Access to Information
You have the right to access information held about you and any access request will usually be free of charge and responded to within 30 days. We will endeavour to provide information in a format requested, but we may charge you a reasonable fee for additional copies.
You have the right to receive a copy of your personal data which you gave to us. The copy will be provided in a commonly used and machine-readable format. You can also have it transmitted directly from us to another data controller, where technically possible.
If we fail to respond to your Data Subject Access Request (DSAR) within 30 days of receipt or you wish to make a complaint relating to our response to your DSAR or any other data rights request, you should initially contact our (DPR) Data protection representative:
3 Jenny’s Lane,
Leicestershire, LE67 2AP
Tel: 01530 588841
We will aim to acknowledge a complaint within 24 hours, an Investigation will commence immediately with an assessment of the situation and contact with all individuals involved.
Where appropriate, internal interviews will be held as soon as possible.
In every case, we will take all reasonable and practicable steps to resolve the complaint within 15 working days of its receipt unless the nature of the complaint requires additional investigation or action by an appropriate third party in which case the complaint will be resolved as soon as possible thereafter.
During the complaints resolution process, we will ensure that you are kept abreast of progress in resolving the complaint.
We maintain a written log of all complaints which includes your name and contact details, nature of the complaint, actions taken to resolve it and any changes to procedures to prevent a recurrence.
If the Data Protection Representative cannot resolve the problem or if you are dissatisfied with any aspect of the handling of your complaint, you should contact Managing Director Dave Irons outlining the details in full:
3 Jenny’s Lane,
Leicestershire, LE67 2AP
Tel: 01530 588841
You also have the right to complain to the Information Commissioner’s Office if you believe that we have not complied with the above policy or the law pertaining to your personal information on the following number:
0303 123 1113 (Local rate call)
01625 545 745 (National rate call)
Or in writing to
Information Commissioner’s Office
We are registered with the Information Commissioner’s Office and our registered number is Z3027375
Updated on 25th May 2018