Candidate Privacy Notice

Dated: 8th June 2022

About Us
Conrad Consulting Ltd is a UK based recruitment company. This Privacy Notice is intended for you if we are helping you search for work or have done so in the past. It explains how we collect and process your personal data and our lawful bases for doing so.

We retain our right to update this Privacy Notice at any time and will contact you when we do so.

If you have any questions or want to exercise your data protection rights, please contact our Data Protection Lead, Paula Moyse.

• Email: [email protected]
• Phone no: 01728 726 129
• Address: Conrad House, Fore Street, Framlingham, Suffolk, IP13 9DY

The personal data we collect:
We collect and process some or all the following personal data:

• Identity information including name, identification numbers, copy of your driving licence, passport and other relevant documents
• Contact information including telephone number, email, and postal addresses
• Employment information including your curriculum vitae (CV), and other relevant information including experience, qualifications, education, salary, notice period, references and right to work status
• Work seeker information including details of potential employers we introduced you to and when
• Special category data when specific requirements are relevant to the role you are looking for and/or are documented on your CV e.g., health conditions.

About our services:

We collect and process your personal data to assist you with work searches both now and in the future. As part of our work search services, we:

• Notify you about suitable vacancies and employment opportunities;
• Facilitate job applications and interviews with potential employers;
• Provide you with aftercare and follow-on support; and
• Stay in touch so we may assist you again in future.

You also have the option to use our online service. This automatically sends email notifications when a vacancy is posted that matches your search criteria. This is detailed further in our Website Privacy Notice.

How we collect your data and our lawful basis for processing: 

We may collect and process personal data about you in several different ways.

When you sign up via our website:

• You supply your personal data via our website registration form and give permission for our assistance with your search for work
• If we obtain your permission, we will provide our work search services
• We will only share your personal data with potential employers when you have agreed for us to do so, using the lawful basis of contract.

When you are in direct contact with one of our consultants:

• You supply your personal data verbally, via email or through social media messaging to one of our consultants
• We will request written permission to assist you with your work search
• If we obtain your permission, we will provide our work search services
• We will only share your personal data with potential employers when you have agreed for us to do so, using the lawful basis of contract.

When you apply for an advertised role:

• You supply us with your personal data via the relevant job application and/or your CV
• We use this information to consider your suitability for the role
• If we feel your application is suited to the role, we will contact you with further details of the potential employer, job details and ask for permission to apply for the job on your behalf
• We will only share your personal data with potential employers when you have agreed for us to do so, using the lawful basis of contract. You can opt out of the application at any time
• You will receive an automated response with a link for us to obtain permission to assist your search more widely (if you do not click the link, we will continue to process your application for the role you have applied for but will be unable to assist you more widely).

When we find your CV on a job site e.g., CV Library:

• We use the information you publish on the job site to contact you using the lawful basis of legitimate interests
• We will email you requesting permission to assist you more widely in your work search
• If we obtain your permission, we will provide our work search services
• We will only share your personal data with potential employers when you have agreed for us to do so, using the lawful basis of contract
• We always act in accordance with the Terms and Conditions of the job site.

When you send us your special category data:

• You may supply us with any special category data you deem necessary to effectively manage your work search or to pursue a specific vacancy
• We never collect special category data about you from third parties
• When we process your special category data in this way, we use the lawful basis of legitimate interests alongside the Article 9 condition for employment. We only collect and process special category data when it is necessary to do so in line with Article 9 paragraph 2 (b) employment and social security.

When we collect information from potential employers:

• We may receive and process feedback about you from potential employers you have agreed to engage with. This includes job application and interview technique feedback. We process this information using the lawful basis of legitimate interests
• You can opt out of this processing at any time.

When we ask you to take part in our annual salary survey:

• We may contact you and ask you to take part in market research that enables us to produce our Annual Salary Survey which is helpful both to candidates and employers
• We will contact you by email using the lawful basis of legitimate interests
• If you do not want to take part, you can opt out by clicking the unsubscribe link in the email provided.

When we send you promotional emails:

• From time to time we like to send you emails with information about our products and services, events, or company news
• When you register as a candidate; you are added to our mailing list using ‘soft-opt in’ rules. You are given the opportunity to opt out of marketing emails when you first sign up and can unsubscribe from any email we send using the link provided.

How we share your personal data: 

We never share or sell your personal data to another company for commercial gain. We only ever share your personal data with:

• Potential employers (with your agreement as detailed above); or
• Organisations that help us to deliver our services (our data processors).

We work with a range of other organisations to supply our work search services to you. These organisations are known as our data processors.

We require all data processors to respect the security of your personal data and to treat it in accordance with the law. Data processors are not allowed to use your personal data for their own purposes; we only permit them to process your personal data in accordance with our instructions.

Some of our data processors will store your personal data in the UK. This means that it will be fully protected under the UK GDPR. Some of our data processors will store your personal data within the European Economic Area (the “EEA”), where your personal data will be fully protected under the EU GDPR and/or to equivalent standards by law.

Some of our data processors may store your personal data in countries outside of the UK and EEA. In these cases, we take additional steps to ensure that your personal data is treated just as safely and securely as it would be within the UK as follows:

• We will store or transfer personal data in or to countries that are deemed to provide an adequate level of protection for personal data; or
• We will use standard contractual clauses or specific approved contracts, or other approved measures.

Please contact us for a list of our data processors or for further information about the data protection safeguards used when transferring your personal data to a third country.

How we store and retain your personal data:

Records of your personal data and communications are stored securely in our database, shared filing, and e-mail.

We aim to email you every two years to request written ‘refresher’ permission and to check that we still hold accurate information about you.

If you object to our use of your data, or do not respond to our request within thirty days, we will delete any personal data we no longer need including your employment information and some identification documents, within two weeks.

By law, we must keep work seeker information for twelve months after we assist you.

By law, we must keep a record of any communications or requests relating to your data protection rights. We retain this information for seven years.

We may also need to keep records for other tax or legal reasons. Where applicable, this information is retained for seven years.

How your data is kept secure:

We implement a wide range of techniques and measures to keep your personal data safe and protected including but not limited to:

• Putting appropriate security measures in place, to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed in an unauthorised way
• Limiting access to your personal data on a ‘need to know’ only basis
• Ensuring our staff are trusted and trained in data protection compliance and confidentiality
• Following due process to deal with any suspected personal data breach
• Only transferring your data outside of the UK and EEA with the required safeguards and guarantees in place
• Only retaining your personal data for as long as necessary to fulfil the purpose we collected it for.

Opting out of our services:

Please note that we cannot assist you in your search for work if you do not provide us with permission to do so. If you previously gave permission but no longer want to use our services, you can request removal by visiting our website or contacting us directly.

Whenever we use the lawful basis of legitimate interests, you can opt out of that processing, and it should not affect our ability to assist you in your wider search for work. For example, you can opt out of our aftercare services, follow up support and any employment application process.

To opt out of any marketing communications please use the unsubscribe link provided in our emails.

For more information, or to take any of the above action, please contact our Data Protection Lead.

Your other data protection rights:

We fully support your rights and will always seek to uphold them. At any point you can also contact us to exercise your:

• Right of access – contact us for a copy of the data we hold about you
• Right of rectification – let us know if the data we hold is out of date or inaccurate and we will update it
• Right to erasure – please contact us and we will delete the data we are able to. We may need to retain certain information for legal or taxation purposes
• Right to restrict processing – in certain circumstances you can ask us to restrict our processing
• Right to portability – we will support reasonable requests to transfer your data to another party should you require it
• Right to object to automated decision making and profiling – we do not undertake any form of automated decision making or profiling.

When you submit a request to us, we have one month to respond to you. You will not have to pay to exercise your rights unless your request becomes unfounded or excessive.

How to make a complaint:

If you are unhappy with the way we have processed your data, please contact us using the details provided. If we ever refuse to uphold your rights, we will explain why.

If this does not resolve your issue to your satisfaction, you have the right to lodge a complaint with the UK’s Supervisory Authority, the Information Commissioner’s Office.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Tel: 0303 123 1113
Web: https://ico.org.uk/make-a-complaint/