The primary purpose of this document/site is to provide you with information regarding the services provided by CVG Recruitment and its consultants.

We explain below how we collect and store personal information about you.

Overview:

This notice explains what personal data (information) we will hold about you, how we collect it, and how we will use and may share information about you. We are required to notify you of this information, under data protection legislation. Please ensure that you read this notice (sometimes referred to as a ‘privacy notice’) and any other similar notice we may provide to you from time to time when we collect or process personal information about you.

The 6 key GDPR principles, that CVG Recruitment will comply with when managing personal data are:

– Information will be processed lawfully, fairly, and in a transparent manner relating to individuals. – Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes. – Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed. – Accurate and, where necessary, kept up to date; – Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed. – Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against

accidental loss, destruction or damage, using appropriate technical or organisational measures.

Who collects the information

CVG Recruitment (‘Company’) is a ‘data controller’ and gathers and uses certain information about you. This information is solely used by us and so, in this notice, references to ‘we’ or ‘us’ means the Company.

Data protection principles

We will comply with the data protection principles when gathering and using personal information, as set out in our Data Protection Policy.

Data we process

For candidates, we may collect the following information as part of our initial stages of recruiting:

– Your name and contact details (i.e. address, home and mobile phone number(s), email address); – Details of your qualifications, experience, employment history (including job titles, salary and working hours) and interests; – Details of your referees.

For clients, we may collect the following information as part of our recruiting process:

– Your name and contact details (i.e. address, work and mobile phone numbers, email address); – Details of your employment history and interests; – References that we collect from you.

We may collect the following information after the initial recruitment stage and before making a final decision to recruit:

– Information about your previous academic and/or employment history, including details of any conduct, grievance or performance issues, appraisals, time and

attendance, from references obtained about you from previous employers and/or education providers; – Information regarding your academic and professional qualifications; – Information regarding your criminal record and disability status; – Your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information; – A copy of your driving licence and verification of any driving offences you hold.

You are required (by law or in order to enter into your contract) to provide the categories of information above to us to enable us to verify your right to work and suitability for the position.

LinkedIn

Use of LinkedIn is done so with the clear expectation that members will communicate and network with each other. Essentially day to day use of the platform is not impacted by GDPR.

Data is, from time to time, collected from LinkedIn and processed and controlled in line with data protection laws.

Job Listings and Applications

We do not utilise job adverts, however, we do access online CV databases and may use these to obtain your personal details so that we can contact you about similar positions or our wider recruitment services in the future.

If you wish to use the Site to apply for a job, we would follow-up via a meeting and look to collect basic information about you, including your name, [address], [telephone number] and email address.

If you proceed with a job application, you may be required to submit additional personal information, such as your date of birth, your education and career history and a curriculum vitae, or resume.

We may ask you to provide information relating to protected characteristics, such as your race or marital status. Such information is always anonymised and aggregated as part of our data collection.

Data protection principles

We will comply with the data protection principles when gathering and using personal information.

Why we collect the information and how we use it

We will typically collect and use this information for the following purposes:

To take steps to enter into a contract;

For compliance with a legal obligation (e.g. our obligation to check that you are eligible to work in the United Kingdom);

For the purposes of our legitimate interests, but only if these are not overridden by your interests, rights or freedoms.

We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.

How we may share the information

We may also need to share some of the above categories of personal information with other parties, such as clients. The recipient of the information will be bound by confidentiality obligations. We may also be required to share some personal information as required to comply with the law. When sharing some of the above categories of personal information, for example for submission to a specific role, we will ensure that you are happy to be submitted for that role.

About the information we collect and hold

The table set out below summarises the information we collect and hold, how and why we do so, how we use it and with whom it may be shared.

We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.

No automated decisions are made affecting your personal data.

Where information may be held

Information may be held at our offices.

How long we keep your information

We keep the personal information that we obtain about you for no longer than is necessary for the purposes for which it is processed. How long we keep your information will depend on whether your application is successful and you become engaged by us or whether we have regular contact with you for recruitment purposes, the nature of the information concerned and the purposes for which it is processed.

We will keep recruitment information (including interview notes) for no longer than is reasonable, taking into account the limitation periods for potential claims such as race or sex discrimination (as extended to take account of early conciliation), after which they will be destroyed. If there is a clear business reason for keeping recruitment records for longer than the recruitment period, we may do so but will first consider whether the records can be pseudonymised, and the longer period for which they will be kept.

Where we have been unsuccessful in placing you, we will retain your data for 3 years from the date we created your record in our database. If we have placed you, we will retain your information for 5 years from the date of placement.

We will retain certain pay-related and other financial information for 7 years in order to comply with our legal obligations.

Your rights to correct and access your information to ask for it to be erased

You have the right to:

– access your data; – request that we correct data we hold about you; and – ask for it to be erased.

If you would like to exercise these one or more of these rights, please contact our Data Protection Officer (DPO) at info@cvg-recruitment.com.

Your rights

Under the General Data Protection Regulation you have a number of important rights free of charge. In summary, those include rights to:

– Fair processing of information and transparency over how we use your use personal information – Access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address – Require us to correct any mistakes in your information which we hold – Require the erasure of personal information concerning you in certain situations – Receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right

to transmit those data to a third party in certain situations – Object at any time to processing of personal information concerning you for direct marketing – Object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you – Object in certain other situations to our continued processing of your personal information – Otherwise restrict our processing of your personal information in certain circumstances

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.

If you would like to exercise any of those rights, please:

– Email us – Let us have enough information to identify you – Let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill), and – Let us know the information to which your request relates

If you would like to unsubscribe from any centralised marketing campaign or newsletter you can also click on the ‘unsubscribe’ button at the bottom of the email. It may take up to 1 day for this to take place.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit http://www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

How to complain

We hope that our Data Protection Officer can resolve any query or concern you raise about our use of your information. If not, contact the Information Commissioner at ico.org.uk/concerns/ or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.

What We Collect How We Collect it Why We Collect It How we use it Your name, contact details (ie: address, home and mobile phone numbers, email address) From you, from people who know you, from databases to which we have a subscription such as job boards or LinkedIn Legitimate interest: to ascertain your interest in vacancies To contact you to ascertain your interest in particular vacancies. Information shared with third party providers of software in the following categories: – CRMs – applicant tracking systems – onboarding systems Your work history, skills, experience and educational background* From you, from databases to which we have a subscription such as job boards or LinkedIn Legitimate interest: to assess your suitability for vacancies which may interest you To determine your suitability for particular vacancies Details of salary and benefits, your age From you To perform the contract including payment of
salary and benefits. Legitimate interests: to maintain records and to comply with legal, regulatory and corporate governance obligations and good practice Anonymised for aggregate market data Your nationality right to work
status and information from related documents, such as your passport or other identification* From you and, where necessary, the Home Office To enter into/perform the contract. To comply with our legal obligations. Legitimate interest: to maintain records. To carry out right to work checks. Information may be shared with the Home Office A copy of your driving licence* From you To perform the contract. To comply with our legal obligations. To ensure that you have an acceptable driving record Your racial or ethnic origin, sex and sexual orientation, religious or similar beliefs From you To comply with our legal obligations and for reasons of substantial public interest (equality of opportunity or treatment) To comply with our equal opportunities monitoring obligations and to follow our policies Details in references about
you that we receive from others From third parties you identify to us Consent. To comply with our legal obligations.
Legitimate interests: to maintain records and to comply with legal, regulatory and corporate governance obligations and good practice. To determine your suitability for particular vacancies. Information shared with clients. Details in references about you that we give to others From your records To perform the contract. To comply with our legal obligations. Legitimate interests: to maintain records and to comply with legal, regulatory and corporate governance obligations and good practice. To provide you with the relevant reference. Information shared with the recipient(s) of the reference.

NB: You are required to provide (by law or under the terms of your contract with us) or we are required by law to obtain the categories of information marked * above to us to enable us to verify your right to work and suitability for vacancies,