This privacy policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Our Company contact details are:
Name: Kelly Jennings & Associates
Address: Titanic Suites | 55-59 Adelaide Street | Belfast | BT2 8FE
Phone Number: +4428 9558 2083
E-mail: info@yourrecruitmentpartnerni.com
It is important that you read this privacy policy so that you are fully aware of how and why we are using your data.
We are required under the General Data Protection Regulation (GDPR) to notify you of the information contained in this privacy policy. Your rights under the UK GDPR are set out in this privacy policy which was last updated on 4 May 2021.
Kelly Jennings & Associates is a recruitment consultancy that provides recruitment consultancy and work-finding services to its clients and jobseekers. We must process personal data (including sensitive personal data) so that we can provide these recruitment services. In doing so, we act a data controller.
You may give your personal details to us directly, such as on an application or registration form or via our website, or we may collect them from another source such as a jobs board. We must have a legal basis for processing your personal data. For the purposes of providing you with recruitment or work-finding services and/or information relating to roles relevant to you, we will only use your personal data in accordance with this privacy statement. At all times we will comply with current data protection laws.
The Information we collect about you and the purpose for processing this
Kelly Jennings & Associates will collect your personal data (which may include sensitive personal data) and will process your personal data for the purposes of providing you with recruitment or work-finding services. This includes, for example, contacting you about job opportunities, assessing your suitability for those opportunities, updating our databases, putting you forward for job opportunities, arranging payments to you, and developing and managing our services and relationship with you and our clients.
If you have opted-in, we may also send you marketing information and news via email/ text. You can opt-out from receiving these at any time by clicking “unsubscribe” when you receive these communications from us.
In some cases, we may be required to use your data for the purpose of investigating, reporting and detecting crime and also to comply with laws that apply to us. We may also use your information during the course of internal audits, to demonstrate our compliance with certain industry standards.
To carry out our core recruitment consultancy and/or work-finding services, we may collect and process personal and sensitive data about you to include:
- Your name, address and postcode
- Your private and corporate e-mail address
- Your contact phone number(s)
- Your referee’s and references
- Your qualifications and experience
- Your proof of right to work in the United Kingdom
- Your criminal record
- Your next of kin and/ or emergency contact details
- Your national insurance or social security number
- Your fitness to work/health
- Your curriculum vitae and photograph (if provided)
- Your current and past employment
- Your employment preferences
- Your notice period or earliest start date
- Details about your current remuneration package and your required remuneration package
- Your marketing preferences
- Publicly available information about you, such as your business or private social media presence
- Diversity monitoring information
- Extra information that you choose to tell us
- Extra information that your referees choose to tell us about you;
- Extra information that our clients or another third party may tell us about you, or that we find from other third-party sources such as job sites
- The dates, times and frequency with which you access our services
- If we have proactively found your details, the source of this information (eg Linked In, job board)
- Selection information, including correspondence, interview notes, internal notes, the results of any written or online selection tests (e.g. technical assessments, ability tests)
If you are a temporary worker or limited company contractor, in addition to the above, we may collect additional data about you, in order to fulfil or contractual duties and requirements:
- Staff number (for payroll purposes)
- Location of your employment/workplace and details of your direct line manager
- Details of any leave you take or request during or sickness absence while engaged as a temporary worker
- Information about your performance in your role
- Details of bonuses payable to you
- Details of travel undertaken
- Your bank account details
Cookies
We may obtain data about you from cookies. These are are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. Cookies also enable us to deliver more personalised content.
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, please refer to our Web Privacy and Cookie policy. Please note that in a few cases some of our website features may not function if you remove cookies from your browser.
Log Files
We use IP addresses to analyse trends, administer the site, track users’ movements, and to gather broad demographic information for aggregate use. IP addresses are not linked to personally identifiable information. To find out more about log files, please refer to our Web Privacy and Cookie policy.
How we collect this information and why we have it
Most of the personal data we process is provided to us directly by you, either by filling out a form on our website www.yourrecruitmentpartnerni.com, via our candidate portal or by corresponding with us by phone, e-mail or otherwise.
In addition, we may source your personal data or sensitive personal data from other sources to include job boards (such as NIjobs), LinkedIn, CV Libraries, publicly available information, personal recommendations, networking events, a former employer, background checks, a referee whose details you provided or via Cookies, on our website.
In this case – and within 90 days of collecting – we will inform you that we hold this personal data, the source the data originated from, whether it came from publicly accessible sources, and for what purpose we intend to retain and process your personal data.
Our legal basis for processing data
We must have a legal basis to process your personal data. The legal bases we rely upon to offer our recruitment or work-finding services to you are:
- Your consent - You can remove your consent at any time. You can do this by contacting dpo@yourrecruitmentpartnerni.com
- Where we have a legitimate interest - This is where we have a legitimate reason to process your data provided it is reasonable and does not go against what you would reasonably expect from us. Where we have relied on a legitimate interest to process your personal data our legitimate interests is/are as follows
(a) Managing our database and keeping work-seeker records up to date;
(b) Providing work-finding services to you and our clients;
(c) Contacting you to seek your consent where we need it;
(d) Giving you information about similar products or services that you have used from us recently;
- We need it to comply with a legal obligation, e.g. the obligation not to discriminate during our recruitment process, or the obligation not to employ someone who does not have the right to work in the UK. We may also collect and use your personal information in order to meet legal requirements set out in the General Data Protection Regulation and UK law.
- To fulfil a contractual obligation that we may have – we have certain legal and contractual requirements to collect personal data (e.g. to comply with the Conduct of Employment Agencies and Employment Businesses Regulations 2003, immigration and tax legislation, and in some circumstances safeguarding requirements.) Our clients may also require this personal data, and/or we may need your data to enter into a contract with you, for example, some clients may require criminal records checks from Access NI.
If you do not provide us with or give us consent to processing the personal data we need to collect, we may not be able to continue to provide recruitment or work-finding services to you.
Data Security - How and where we store your data
We take every precaution to protect our users’ information.
Your personal data is stored on our recruitment software, which is secured through the Microsoft Azure Infrastructure and located at two data centre’s locations within Europe. Our primary centre is located in Microsoft’s Western European centre, and these facilities are secured by a series of measures, including (but not limited to) biometric access, security alarm systems and round-the-clock security staff. Additional security information on Microsoft’s data centres can be found here.
Only employees or trusted partners, who need the information to perform a specific job, (for example, consultants, our accountant or a marketing assistant) are granted access to your information.
Kelly Jennings & Associates uses all reasonable efforts to safeguard your personal information. However, you should be aware that the use of email/ the Internet is not entirely secure and for this reason, we cannot guarantee the security or integrity of any personal information which is transferred from you or to you via email/ the Internet.
If you share a device with others, we recommend that you do not select the “remember my details” function when that option is offered.
Data Retention
We will retain your personal data only for as long as is necessary for the purpose we collect it. Different laws may also require us to keep different data for different periods of time. For example, the Conduct of Employment Agencies and Employment Businesses Regulations 2003, require us to keep work-seeker records for at least one year from (a) the date of their creation or (b) after the date on which we last provide you with work-finding services.
The criteria we use to determine whether we should retain your personal data includes:
- The nature of the personal data
- Its perceived accuracy
- Your engagement levels with our services
- Our legal obligations
We must also keep your payroll records, holiday pay, sick pay and pensions auto-enrolment records for as long as is legally required by HMRC and associated national minimum wage, social security and tax legislation. This is currently 3 to 6 years.
If we have obtained your consent to process your personal data, but we have not provided work-finding or recruitment services or you are not showing engagement with our services, our current retention policy is 3 years / 36 months. Upon expiry of that period, your data will be securely destroyed.
We may archive part or all your personal data or retain it on our financial systems but delete all or part of it from our recruitment software system. On removal, we may anonymise parts of your data – particularly following a request for suppression or deletion of your data – to ensure we do not re-enter your personal data to our database, unless you have requested us to do so.
Links to external websites
Our website (www.yourrecruitmentpartnerni.com) may contain links to other external websites. Please be aware that we are not responsible for the privacy practices of such other sites. When you leave our site, we encourage you to read the privacy statements of each and every website that collects personally identifiable information. This privacy statement applies solely to information collected by us.
Sale of business
If the Company’s business is sold or integrated with another business your details may be disclosed to our advisers and any prospective purchasers and their advisers and will be passed on to the new owners of the business.
Your rights
Please be aware that you have the following data protection rights:
- The right to be informed about the personal data the Company processes on you;
- The right of access to the personal data the Company processes on you;
- The right to rectification of your personal data;
- The right to erasure of your personal data in certain circumstances;
- The right to restrict processing of your personal data;
- The right to data portability in certain circumstances;
- The right to object to the processing of your personal data that was based on a public or legitimate interest;
- The right not to be subjected to automated decision making and profiling; and
- The right to withdraw consent at any time.
Where you have consented to Kelly Jennings & Associates processing your personal data/and sensitive personal data you have the right to withdraw that consent at any time by contacting dpo@yourrecruitmentpartnerni.com. Please note that if you withdraw your consent to further processing, that does not affect any processing done prior to the withdrawal of that consent, or which is done according to another legal basis.
There may be circumstances where we will still need to process your data for legal or official reasons. Where this is the case, we will tell you and we will restrict the data to only what is necessary for those specific reasons.
If you believe that any of your data that we pocess is incorrect or incomplete, please contact us using the details above or below and we will take reasonable steps to check its accuracy and correct it where necessary.
You can also contact us using the above or below details, if you want us to restrict the type or amount of data we process for you, access your personal data or exercise any of the other rights listed above.
We encourage you to log in to your profile through our website to ensure your data is accurate, complete and up to date at all times. You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
If you wish to make a request, please contact us at:
E-mail: dpo@yourrecruitmentpartnerni.com
Postal Address: Kelly Jennings & Associates, FAO Data Protection Officer
Titanic Suites | 55-59 Adelaide Street | Belfast | BT2 8FE
Phone Number: +4428 9558 2083
How to complain
If you wish to complain about how we have used your data, this privacy notice or any of the procedures set out in it, please contact
Kelly Jennings & Associates
Titanic Suites | 55-59 Adelaide Street | Belfast | BT2 8FE
Phone Number: +4428 9558 2083
E-mail: complaints@yourrecruitmentpartnerni.com
Website: www.yourrecruitmentpartnerni.com
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address is:
Information Commissioner’s Office | Wycliffe House | Water Lane | Wilmslow | Cheshire | SK9 5AF
ICO Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
Changes to our privacy notice
Any changes we make to our privacy notice in the future will be posted on this page and, where appropriate, you will be notified by e-mail. Please check back frequently to view any updates or changes to our privacy notice or for any further information please email info@yourrecruitmentpartnerni.com