Introduction

This notice explains what personal data (information) we hold about you, how we collect it, and how we use it. 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 policy’) and any other similar notice we may provide to you from time to time when we collect or process personal information about you.

Who collects the information

Hamiltons Elebe Limited is a registered data controller with ICO UK. We will collect your personal details, including but not limited to your name and contact details (together with your e-mail address) and other relevant information from your Curriculum Vitae (“CV”). On occasion this will also include sensitive personal information such as details of criminal convictions and ethnic origin.  When we receive your details and CV electronically, this may be through a direct application on one of our websites or an application that you have made through a third-party job board.

Data protection principles

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

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 may also need to share some of the categories of personal information set out with other parties, such as external contractors and our professional advisers. In most cases, information is only shared for the performance of our contract with you or to comply with our legal obligations.

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.

Automated decision making. No automated decisions are made affecting your personal data.

Where information may be held

Information may be held at our offices and those within our group of companies, and third-party agencies, service providers, representatives and agents as described above. Information may be transferred internationally within the EU countries and possibly to other countries around the world, including countries that do not have data protection laws equivalent to those in the UK, for the reasons described above. We have security measures in place to seek to ensure that there is appropriate security for information we hold.

How long we keep your information

The period for which we keep your information is dependent on whether or not we have placed you in a temporary or permanent booking.

Where we have been unsuccessful in placing you in a temporary or permanent booking, 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 or date on which you last worked for us.

We will retain certain pay-related and other financial information for 10 years or more 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 specialists@hamiltonselebe.co.uk.

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 will do so only in an authorised manner and 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.

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.

Information will collect How the information is collected
Your name; contact details – email, home address, mobile phone, NINO. From candidates/applicants; database to which we subscribed i.e. Job boards, Indeed; LinkedIn
Your work history; skills; educational qualifications; experience From candidates/applicants; database to which we subscribed i.e. Job boards, Indeed; LinkedIn
Your emergency contacts – name, relationship, home and mobile numbers. From candidates/applicants
Salary & benefits; bank & building society details; age; ethnicity. From candidates/applicants
Your nationality; immigration status – passport details, ID card, immigration letters / information from Home Office From candidates/applicants
Copy of your driving licence; p45; old payslips; council tax bills From candidates/applicants
Information in your sickness & absence records; physical and / mental health From candidates/applicants
Your racial or ethnic background; sex and sexual orientation; religious beliefs From candidates/applicants
DBS / Criminal record information From candidates/applicants; the DBS
Credit check information From a credit reference agency
Skills Assessments From skill assessment providers
Information on complaints; conduct issues From candidates/applicants and / or other individuals i.e. – clients
Details of your time and attendance record From candidates/applicants; time management system, time clock record
Your photo From you – candidate / applicant
Details in references about you that we receive from others From 3rd parties you identify to us
Details in references about you that we give to others From your record
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