RYTONS ASSOCIATES LTD PRIVACY NOTICE
In accordance with the General Data Protection Regulation (GDPR), we have implemented this privacy notice to inform you of the types of data we process about you. We also include within this notice the reasons for processing your data, the lawful basis that permits us to process it, how long we keep your data for and your rights regarding your data.
A) DATA PROTECTION PRINCIPLES
Under GDPR, all personal data obtained and held by us must be processed according to a set of core principles. In accordance with these principles, we will ensure that:
- processing is fair, lawful and transparent
- data is collected for specific, explicit, and legitimate purposes
- data collected is adequate, relevant and limited to what is necessary for the purposes of processing
- data is kept accurate and up to date. Data which is found to be inaccurate will be rectified or erased without delay
- data is not kept for longer than is necessary for its given purpose
- data is processed in a manner that ensures appropriate security of personal data including protection against unauthorised or unlawful processing, accidental loss, destruction or damage by using appropriate technical or organisation measures
- we comply with the relevant GDPR procedures for international transferring of personal data
B) TYPES OF DATA HELD
Specifically, we hold the following types of data, as found in your CV when contacting us:
- personal details such as name, address, phone numbers
- your gender
- marital status
- payment rates
C) COLLECTING YOUR DATA AND HOW WE USE IT
The personal details we obtain are from your Curriculum Vitae (later referred as CV) which you have sent us directly, or if you have applied to one of our advertised positions via the third-party job boards. Throughout the recruitment process, we are sometimes collecting further information about you. This may be information you have shared with us during the recruitment process, or it may be information provided by third parties, such as organisations to whom we have provided your CV or who have engaged with you as a part of a job application. We may also request to contact your previous employer in order to collect reference to support your job application to specific positions as and when requested by our clients.
If you are interested in applying for any roles we may have now or in the future, you can send your CV to us directly, via our website or email address, or by applying for advertised positions via our third-party job boards.
Your CV will be stored on the Company’s CRM and it will be accessible by our recruitment consultants.
We collect your data in order to:
- Provide recruitment services to you
- For marketing purposes to make you aware of new positions and opportunities we may have as long as you have provided us with your consent (the communication will be made via emails, telephone, text message or any other means of communication). Please note you may at any time withdraw your consent. For further information please look at the section “Consent”.
- To enable you to submit your CV for general applications or for specific roles we currently have
- To match your criteria for job vacancies and to assist you in finding the most suitable position for you. We send your personal information (including sensitive personal information) to clients in order to apply for jobs.
- To respond and answer any of your questions or queries
- To fulfil contractual obligations with our clients
- To release personal information to regulatory or law enforcement agencies if we are required or permitted to do so
- For Business Development
- To ensure that the content provided through our Website is presented in the most effective manner for you and for your device.
D) LAWFUL BASIS FOR PROCESSING
The law on data protection allows us to process your data for certain reasons only. In the main, we process your data in order to comply with a legal requirement, in order to perform the recruitment process or in pursuit of our legitimate interests.
Performance of the contract: In order for Rytons Associates Ltd to process your personal data to perform the obligations that we undertake in a providing service to you, or in order to take the steps at your request to enter into a contract with us.
Legal Obligation: Rytons Associates Ltd is a subject to certain legal requirements which may require you to process your personal data. We may also be obligated by the law to disclose your personal data to a regulatory body or law enforcement agency.
Legitimate interests: Rytons Associates Ltd or a third party will need to process your personal data for the purposes of either ours or the third party’s legitimate interests, provided we have established that those interests are not overridden by our rights or freedoms. This will include your right to have your personal data protected. Rytons Associates Ltd.’s legitimate interests include responding to requests and queries from you and/ or the third party, managing our website and customer experience, informing you about our products and services and making sure that our operations are conducted in an appropriate and efficient manner.
Consent: There will be certain circumstances when we will ask for your consent to process your personal data in a particular way.
The information below categorises the types of data processing we undertake and the lawful basis we rely on.
|Activity requiring your data||Lawful basis|
|Carry out the recruitment process for you e.g. using your name, contact details||Our legitimate interests|
|Ensuring you receive payment (where applicable)||Performance of the contract|
|Making decisions which clients will be suited for your requirements||Our legitimate interests|
|Business planning and restructuring exercises||Our legitimate interests|
|Dealing with legal claims made against us||Our legitimate interests|
|Preventing fraud||Our legitimate interests|
|Ensuring our administrative and IT systems are secure and robust against unauthorised access||Our legitimate interests|
E) SPECIAL CATEGORIES OF DATA
Special categories of data are data relating to your:
- sex life
- sexual orientation
- ethnic origin
- political opinion
- trade union membership
- genetic and biometric data.
Most commonly, we will process special categories of data when the following applies:
You have given explicit consent to the processing
- we must process the data in order to carry out our legal obligations
- we must process data for reasons of substantial public interest
- you have already made the data public.
We do not need your consent if we use special categories of personal data in order to carry out our legal obligations. However, we may ask for your consent to allow us to process certain particularly sensitive data. If this occurs, you will be made fully aware of the reasons for the processing. As with all cases of seeking consent from you, you will have full control over your decision to give or withhold consent and there will be no consequences where consent is withheld. Consent, once given, may be withdrawn at any time. There will be no consequences where consent is withdrawn.
F) CRIMINAL CONVICTION DATA
We will only collect criminal conviction data where it is appropriate given the nature of the services we are providing and only where the law permits us. This data will usually be collected during contract negotiation, such you enter temporary contract via Rytons Associates with any of our clients. We use criminal conviction data to determine your suitability or your continued suitability for the engagement. We rely on the lawful basis of legitimate interest to process this data.
G) WHO WE SHARE YOUR DATA WITH
Employees within our company who have responsibility for recruitment, administration of payment and contractual benefits and the carrying out performance related procedures will have access to your data which is relevant to their function. All employees with such responsibility have been trained in ensuring data is processing in line with GDPR.
Data is shared with Clients who have vacancies for jobs in which you are interested in, for the following reason:
To carry out the recruitment process as you would expect us to do
We may also share your data with Trusted third parties (where we have retained them to provide services that you or our clients have requested, verification of details you have provided from third party sources) or for other reasons to comply with a legal obligation upon us.
We do not share your data with bodies outside of the European Economic Area.
H) PROTECTING YOUR DATA
We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such. And we treat your data very seriously.
I) RETENTION PERIODS
We only keep your data for as long as we need it for, which will be at least for the duration of your engagement with us as an employment agency, though in some cases we will keep your data for a period after your engagement has ended. Often, we support our candidates with placements over many years, and potentially throughout their careers, therefore us retaining the candidate data is often an ongoing purpose. We perform regular data -cleansing and updating exercise with candidates to make sure that the data that we hold is accurate and we are not holding it for too long.
It states in our standard terms of business, that our clients should retain the candidate data such as CVs for the purposes of the specific role you apply for that, as controllers of your data, they should inform you if they plan to retain your CV on file in order to notify you about potential future roles, or to otherwise hold or use your data for other purposes.
J) AUTOMATED DECISION MAKING
Automated decision making means making a decision about you using no human involvement e.g. using computerised filtering equipment. No decision will be made about you solely on the basis of automated decision making (where a decision is taken about you using an electronic system without human involvement) which has a significant impact on you.
K) DATA SUBJECT RIGHTS
You have the following rights in relation to the personal data we hold on you:
- the right to be informed about the data we hold on you and what we do with it
- the right of access to the data we hold on you. More information on this can be found in our separate policy on Subject Access Requests
- the right for any inaccuracies in the data we hold on you, however, they come to light, to be corrected. This is also known as ‘rectification’
- the right to have data deleted in certain circumstances. This is also known as ‘erasure’
- the right to restrict the processing of the data
- the right to transfer the data we hold on you to another party. This is also known as ‘portability’
- the right to object to the inclusion of any information
- the right to regulate any automated decision-making and profiling of personal data.
More information can be found on each of these rights in our separate policy on your rights in relation to your data.
Where you have provided consent to our use of your data, you also have the right to withdraw that consent at any time. This means that we will stop processing your data.
To subscribe to job alerts emails, you will be required to provide some personal details, such as your name and your email address. This will be used for the purpose of keeping you informed by email on the latest opportunities in the area of your interest and to provide you with any news and other information related to our services.
M) MAKING A COMPLAINT
If you think your data rights have been breached, you are able to raise a complaint with the Information Commissioner (ICO). You can contact the ICO at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF or by telephone on 0303 123 1113 (local rate) or 01625 545 745.
N) DATA PROTECTION COMPLIANCE
Our appointed compliance officer in respect of our data protection activities is:
Suite 2A, Whitefriars, Lewins Mead, Bristol BS1 2NT; 01173790990.
The policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and website owners. Furthermore, the way this website processes, stores and protects user data and information will also be detailed within this policy.
This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies to all UK national laws and requirements for user privacy.
Cookies are small files saved to the user’s computers hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.
Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors.
Other cookies may be stored to your computers hard drive by external vendors when this website uses referral programs, sponsored links or adverts. Such cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer. No personal information is stored, saved or collected.
Although this website only looks to include quality, safe and relevant external links, users are advised to adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text/ banner/image links to other websites, similar to; www.creamside.co.uk and Pembrokeshire Windows this.)
The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should, therefore, note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.
Adverts and Sponsored Links
This website may contain sponsored links and adverts. These will typically be served through our advertising partners, to whom may have detailed privacy policies relating directly to the adverts they serve.
Social Media Platforms
Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are customs to the terms and conditions as well as the privacy policies held with each social media platform respectively.
Users are advised to use social media platforms wisely and communicate/engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.
This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.
Shortened Links in Social Media
This website and its owners through their social media platform accounts may share web links to relevant web pages. By default, some social media platforms shorten lengthy URLs [web addresses]
(this is an example: http://bit.ly/zyVUBo).
Users are advised to take caution and good judgement before clicking any shortened URLs published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine URLs are published many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.
Contact & Communication
Users contacting this website and/or its owners do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required or has no use, as detailed in the Data Protection Act 1998. Every effort has been made to ensure a safe and secure form to email submission process but advise users using such form to email processes that they do so at their own risk.
This website and its owners use any information submitted to provide you with further information about the products/services they offer or to assist you in answering any questions or queries you may have submitted. This includes using your details to subscribe you to any email newsletter program the website operates but only if this was made clear to you and your express permission was granted when submitting any form to email process. Or whereby you the consumer have previously purchased from or enquired about purchasing from the company a product or service that the email newsletter relates to. This is by no means an entire list of your user rights in regard to receiving email marketing material. Your details are not passed on to any third parties.
This website operates an email newsletter program, used to inform subscribers about products and services supplied by this website. Users can subscribe through an online automated process should they wish to do so but do so at their own discretion. Some subscriptions may be manually processed through the prior written agreement with the user.
Subscriptions are taken in compliance with UK Spam Laws detailed in the Privacy and Electronic Communications Regulations 2003. All personal details relating to subscriptions are held securely and in accordance with the Data Protection Act 1998. No personal details are passed on to third parties nor shared with companies/people outside of the company that operates this website. Under the Data Protection Act 1998, you may request a copy of personal information held about you by this website’s email newsletter program. A small fee will be payable. If you would like a copy of the information held on you please write to the business address at the bottom of this policy.
Email marketing campaigns published by this website or its owners may contain tracking facilities within the actual email. Subscriber activity is tracked and stored in a database for future analysis and evaluation. Such tracked activity may include; the opening of emails, forwarding of emails, the clicking of links within the email content, times, dates and frequency of activity [this is by no far a comprehensive list].
This information is used to refine future email campaigns and supply the user with more relevant content based on their activity.
In compliance with UK Spam Laws and the Privacy and Electronic Communications Regulations 2003 subscribers are given the opportunity to unsubscribe at any time through an automated system. This process is detailed at the footer of each email campaign. If an automated un-subscription system is unavailable clear instructions on how to un-subscribe will by detailed instead.