WHO ARE WE?
Good Soul Hunting Ltd is registered with the ICO in the United Kingdom for the purposes of the Data Protection legislation and General Data Protection Regulation (GDPR). Our registration number is A8486812 and our registered office address is 7 Bell Yard, London, WC2A 2JR, United Kingdom. We are a recruitment agency. For any data protection queries, you can contact us on firstname.lastname@example.org.
WHAT DOES THIS POLICY COVER?
At Good Soul Hunting we take your personal data seriously. This policy:
sets out the types of personal data that we collect about you;
explains how and why we collect and use your personal data;
explains how long we keep your personal data for;
explains when, why and with who we will share your personal data;
sets out the legal basis we have for using your personal data;
explains the effect of refusing to provide the personal data requested;
explains the different rights and choices you have when it comes to your personal data; and explains how we may contact you and how you can contact us.
WHAT PERSONAL DATA DO WE COLLECT ABOUT YOU?
Candidates: We collect and use only the information necessary to be able to find the best available opportunities and any further information needed to assess your eligibility through the different stages of recruitment. This information includes CVs, identification documents, educational records, work history, employment and references and financial information.
We may also collect sensitive personal data about you, related to your health, diversity information or details of any criminal convictions. We only collect sensitive personal data from you, and further process this data, where you have given your explicit consent.
Clients: We collect and use only the information necessary to provide you, or people in your organisation with services such as finding the best available candidates for your opportunities.
Other data subjects: We collect and use only the information necessary to be able to contact you and pay you for the services you provide.
Website Users; We collect and use only the information necessary to improve your experience when using our website. This may include how, when and how often you visit us.
WHERE DO WE COLLECT PERSONAL DATA ABOUT YOU FROM?
The following are the different sources we may collect personal data about you from.
Directly from you. This may be via our registration process, information requests and applications via our website.
An agent or third party acting on your behalf. This may be where you are consulting via a Limited Company or referred to us on your behalf.
Publicly available sources. We may also obtain your information from professional networking sites or job boards, where you have actively published or submitted your information.
Reference or word of mouth. You may be recommended by a friend, former employer or colleague.
HOW DO WE USE YOUR PERSONAL DATA?
Candidates: We will use your information to facilitate the recruitment process and provide you with recruitment services, including but not limited to:
providing our services by using your details to match your skills, experience and education with a role that suits your requirements;
making you aware of current opportunities that may suit your requirements;
contacting and updating you about applications you have made or roles you have been submitted for; and
sharing your details with Clients with the aim of securing a potential role.
If you are selected by the Client for an interview or the next stage of the recruitment process, we will need further information from you. This is likely to come directly from you but may also be from third parties such as a referee for example.
We may also analyse the data internally so that we can offer a more relevant service, for marketing and strategic development purposes or for research purposes to improve our service.
Clients: We use your personal data to ensure that we can find the right candidates for the opportunities that you may have or for contractual obligations.
Suppliers: We use your personal data to ensure that we can contact you and for contractual obligations.
Website Users: We use your information to improve your website experience.
HOW LONG DO WE KEEP YOUR PERSONAL DATA FOR?
We will only retain your information for as long as is necessary for us to use your information as described above or to comply with our legal obligations. However, we may retain some of your information after you cease to use our services, if we believe in good faith that it is necessary to meet our legal obligations, such as retaining the information for tax and accounting purposes.
When determining the relevant retention periods, we will take into account factors including:
(a) our contractual obligations and rights in relation to the information involved;
(b) legal obligation(s) to retain data for a certain period of time;
(c) statute of limitations under applicable law(s);
(d) (potential) disputes;
(e) if you have made a request to have your information deleted; and
(f) guidelines issued by relevant data protection authorities.
Otherwise, we securely erase your information once this is no longer needed.
WHO DO WE SHARE YOUR PERSONAL DATA WITH?
There may also be circumstances where disclosure is required or permitted by law (such as to government bodies and law enforcement bodies).
Clients: We share your data with candidates during the course of providing recruitment services to you, and with third parties as part of our contractual relationship.
Suppliers: We share your data third parties as part of our contractual relationship.
WHAT LEGAL BASIS DO WE HAVE FOR USING YOUR INFORMATION?
For prospective candidates, contractors, referees and clients, our processing is necessary for our legitimate interests - we need this information in order to be able to assess suitability for potential roles, to find potential candidates and to contact clients and referees, and suppliers.
We do not consider our legitimate interests to be overridden by your interests or fundamental rights and freedoms. We take into consideration the reasonable expectations of individuals who are actively applying for jobs or making their personal information publicly accessible on professional networking sites.
If you are interviewed and submitted as a candidate, then this may involve the processing of more detailed personal data including sensitive data such as health information or details of any criminal convictions that you or others provide about you. In that case we always ask for your consent before undertaking such processing.
WHAT HAPPENS IF YOU DO NOT PROVIDE US WITH THE INFORMATION WE REQUEST OR ASK THAT WE STOP PROCESSING YOUR INFORMATION?
If you do not provide the personal data necessary or withdraw your consent for the processing of your personal data, we may not be able to match you with available job opportunities.
HOW DO WE SAFEGUARD YOUR PERSONAL DATA?
We take the security of your data very seriously and have put in place appropriate measures that are designed to prevent unauthorised access to or misuse of your personal data.
WHAT RIGHTS DO YOU HAVE IN RELATION TO THE DATA WE HOLD ON YOU?
By law, you have a number of rights when it comes to your personal data. Further information and advice about your rights can be obtained from the data protection regulator in your country.
1. The right to be informed
You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we are providing you with the information in this Policy.
2. The right of access
3. The right to rectification
You are entitled to have your information corrected if it’s inaccurate or incomplete.
4. The right to erasure
This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there’s no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.
5. The right to restrict processing
You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.
6. The right to data portability
You have rights to obtain and reuse your personal data for your own purposes across different services. For example, if you decide to switch to a new provider, this enables you to move, copy or transfer your information easily between our IT systems and theirs safely and securely, without affecting its usability.
7. The right to object to processing
You have the right to object to certain types of processing, including processing for direct marketing.
8. The right to lodge a complaint
You have the right to lodge a complaint about the way we handle or process your personal data with your national data protection regulator.
9. The right to withdraw consent
If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful). This includes your right to withdraw consent to us using your personal data for marketing purposes.
We usually act on such requests and provide information free of charge, but may charge a reasonable fee to cover our administrative costs of providing the information for:
· baseless or excessive/repeated requests, or
· further copies of the same information.
Please consider your request responsibly before submitting it. We will respond as soon as we can. Generally, this will be within one month from when we receive your request but, if the request is going to take longer to deal with, we will let you know.
HOW WILL WE CONTACT YOU?
We may contact you by phone, email or social media. If you prefer a particular contact please just let us know.
We will always strive to collect, use and safeguard your personal information in line with data protection laws. If you have any issues or concerns then we ask that in the first instance you let us know in writing by email email@example.com and we will do our best to make things right.
If we are unable to deal with your complaint to your satisfaction then you can complain to the ICO which is the UK supervisory authority.