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By uploading your CV, applying to one of our advertised roles or asking us to act on your behalf to find suitable relevant employment, you confirm that you have read and agree to use of your data in accordance with our data privacy policy, a copy of which is available here

Data Protection and Privacy Policy

Data Protection and Privacy Policy

We are Intellectual Capital Resources Limited whose registered office is Hive 2, 1530 Arlington Business Park, Theale, Berkshire. RG7 4SA. We trade as IC Resources Ltd (registration number 03852801) and IC Creative LLP (registration number OC361706). We own and operate the Sites ic-resources.com and ic-creative.co.uk (our Sites). Our related operations in the UK and overseas also abide by this policy. We are committed to protecting and respecting your privacy. For the purpose of applicable data protection legislation (including but not limited to the General Data Protection Regulation (Regulation (EU) 2016/679) (the “GDPR”)) the companies responsible for your personal data are Intellectual Capital Resources Limited trading as IC Resources Ltd (registration number 03852801) and IC Creative LLP (registration number OC361706). Intellectual Capital Resources Limited is referred to throughout as “we”, “us”, “our” and “ours”.

We take our obligations in respect of the privacy of personal data very seriously and we will only process personal information as detailed in this notice unless we inform you otherwise. In order to ensure that the personal data we hold is accurate and up to date, we request that you inform us of any relevant changes to the personal information we hold about you.

We help individuals ‘Candidates’ to find work and we are also an employer. Our core business activity is recruitment, we assist candidates in finding work with our clients, whether this is directly or through supply by us, and we assist clients in introducing or supplying the staff that they require. We also recruit staff to work for us to provide our recruitment services. For the purposes of this Privacy Notice, our commercial activities and services for candidates and clients are referred to as ‘Recruitment Services’

This Data Protection and Privacy Policy applies to the personal data of our Website Users, Candidates, Clients, Suppliers, and other people whom we may contact in order to find out more about our Candidates or whom they indicate is an emergency contact. It also applies to the emergency contacts of our Staff. This Data Protection and Privacy Policy explains what we do with your personal data, whether we are in the process of helping you find a job, continuing our relationship with you once we have found you a job, providing you with a service, receiving a service from you, using your data to ask for your assistance in relation to one of our Candidates, or you are visiting our Sites. This Data Protection and Privacy Policy applies in relevant countries throughout our company.

Please read this Data Protection and Privacy Policy carefully. By accessing or browsing these Sites, you confirm that you have read, understood and agree to this Data Protection and Privacy Policy in its entirety.  If you do not agree to this Data Protection and Privacy Policy in its entirety, you must not use these Sites and if you do not wish us to process personal data in accordance with this Policy, then please do not provide it to us. If you have any queries relating to how we collect, use and store your personal information, or if you have any other privacy-related questions, please contact us by emailing dataprotection@ic-resources.com, call us on 0118 988 1150 or write to us at Intellectual Capital Resources Limited, Hive 2, 1530 Arlington Business Park, Theale, Berkshire. RG7 4SA. This Data Protection and Privacy Policy was last updated on 25th May 2018.

1. Information we may collect from you
When you access and browse our Sites (including when you submit personal information to us through data entry fields on the Sites) or otherwise use our services or interact with us or our Sites, we may collect and process the following information:

Candidates: We only ask for details that will help us to help you. Depending on the relevant circumstances and applicable local laws and requirements, we may collect some or all of the information listed below:
Name; Sex/gender; Address; Date of Birth; Photograph; Marital status; Email and other Contact details; Education details; Employment history; Emergency contacts and details of any dependents; Referee details; Visas and other right to work or identity information; Nationality/citizenship/place of birth; A copy of your driving license and/or passport/identity card; Financial information (where we need to carry out financial background checks); NI number (or equivalent in your country) and any other tax-related information; Details of next of kin and family information; Information relating to hobbies and interests; Details regarding any criminal convictions if this is required for a role that you are interested in applying for; Information from any necessary pre-employment checks; Details about your current remuneration, pensions and benefits arrangements; Information on your interests and needs regarding future employment, both collected directly and inferred, for example from jobs viewed or articles read on our Sites; Extra information that you choose to tell us; Extra information that your referees chooses to tell us about you; Extra information that our Clients may tell us about you, or that we find from other third party sources such as job Sites; IP address; The dates, times and frequency with which you access our services; and CCTV footage if you attend our premises.

Sensitive Personal Data (SPD): Sensitive personal data is information which is intensely personal to you and is usually irrelevant to our consideration of your suitability for a job role. Examples of SPD include information which reveals your political, religious or philosophical beliefs, sexual orientation, race or ethnic origin, or information relating to your health.

Regardless of the basis for your dealings with us, we request that you do not provide us with any sensitive personal data unless absolutely necessary. However, to the extent that you do provide us with any sensitive personal data, such as data which you choose to share with us in conversation, we shall only use that data for the purposes of our relationship with you or for the provision of our Recruitment Services. This will be for one or more of the following reasons:

  • You have explicitly consented to the processing
  • For the purpose of our assessment of your suitability for job roles or working capacity
  • Where processing is necessary for the purpose of obligations or rights under employment, social security or social protection law
  • To maintain records of our dealings to address any later dispute, including but not limited to the establishment, exercise or defence of any legal claims.

Clients: We may need to collect and use information about you, or individuals at your organisation, in the course of providing you services such as: (i) finding Candidates who are the right fit for you or your organisation; (ii) providing you with outsourced solutions; (iii) notifying you of content published by us which maybe relevant, such as Salary Surveys or industry initiatives. The data we collect will be very limited. In most scenarios we only need to have your contact details or the details of individual contacts at your organisation (such as their name, telephone number and email address) to enable us to ensure that our relationship runs smoothly. We also hold information relating to your online engagement with Candidate profiles and other material published by IC Resources. We may also hold extra information that someone in your organisation has chosen to tell us. If we need any additional personal data for any reason, we will let you know.  

Suppliers: We need a small amount of information from Suppliers. This may be contact details of relevant individuals at your organisation so that we can communicate with you. We may also need other information such as your bank details so that we can pay for the services you provide (if this is part of the contractual arrangements between us). We may collect the details for our contacts within your organisation, such as names, telephone numbers and email addresses. We may also hold extra information that someone in your organisation has chosen to tell us.

Referees, referrals and emergency contacts: In order to provide Candidates with suitable employment opportunities safely and securely, we need some basic background information. We only ask for very basic contact details, so that we can get in touch with you either for a reference or a potential candidate has been recommended to us (referrals) for future employment consideration.

Website users: We may collect a limited amount of data from our Sites which we use to help us to improve your experience when using our Sites and to help us manage the services we provide. This includes information such as how you use our Sites, the frequency with which you use our Sites, your browser type, the location you view our Sites from and the times that our Sites are most popular. If you contact us via the Sites, we will collect any information that you provide to us, for example your name and email address.

2. How do we collect your personal data?
Candidates: There are numerous ways you can share your information with us. These may include:

  • Information provided at an interview;
  • Conversations on the telephone/video conferencing;
  • Notes following a conversation or meeting;
  • Information provided by other candidates; such as someone who may have referred you to us;
  • Entering your details on the Sites or via an application form, as part of the application process;
  • Leaving a hard copy CV or business card at an event, job fair or office;
  • Emailing your CV to an IC Resources consultant or being interviewed by them;
  • Applying for jobs through a job aggregator or job board, which then redirects you to the Sites;
  • Uploading your CV to the Sites;
  • Providing personal details to us via one of our social media channels such as Instagram, Facebook or Twitter.
  • Our Clientsmay share personal information about you with us;
  • We may obtain information about you from third party sources, such as LinkedIn and other job Sites;
  • If you ‘like’ our page on Facebook or ‘follow’ us on Twitter we may receive your personal information from those Sites; and
  • If you were referred to us through one of our recruitment partners, they may share personal information about you with us.

Clients: There are two main ways in which we collect your personal data: Directly from you; and from third parties (e.g. our Candidates) and other limited sources (e.g. online and offline media). These may include:

– Where you contact us proactively, usually by phone or email;
– Where we contact you, either by phone or email, or through our consultants’ business development activities more generally;
– From delegate lists at relevant events; and
– From other limited sources and third parties (for example from our Candidates to the extent that they provide us with your details to act as a referee for them).

Suppliers: We collect your personal data during the course of our work with you. To the extent that you access our Sites or read or click on an email from us, we may also collect certain data automatically or through you providing it to us.

Referees, referrals and emergency contacts: We collect your contact details only where a Candidate or a member of our Staff puts you down as their emergency contact, or where a Candidate gives them to us in order for you to serve as a referee, or where you have been referred to us by a Candidate.

Website users: When you visit our Sites, there is certain information that we may automatically collect, whether or not you decide to use our services. This includes your IP address, the date and the times and frequency with which you access the Sites and the way you browse its content. We may also collect data from you when you contact us via the Sites.

We may collect your data via cookies, in line with cookie settings in your browser. If you would like to find out more about cookies, including how we use them and what choices are available to you, please read on.

3. How do we use/process your personal data?
Our main reason for collecting and using your personal information is to provide our Recruitment Services. We may enter into a contract with you and/or a third party. In order to enter into a contract, we will need certain information, for example your name and address. A contract will also contain obligations on both your part and our part and we shall process your data as is necessary for the purpose of those obligations. For example, in order to process payroll, a national insurance number and bank details will be required.

We will only process your personal information where you have given your consent (which you may withdraw at any time) or where processing is necessary in relation to any contract with you or our legitimate interests or legal obligations. We (or limited categories third party data processors acting on our behalf) may collect, use and store your personal information provided by you:

(a)  to make our Sites available to you;
(b)  to process any enquiry made by you and to provide you with services that you request;
(c)  to communicate with you, including to provide you with updates about any changes to our policies, terms and conditions and any other matter we may need to tell you;
(d)  for research purposes including, where you have given us your consent, to ask you to complete surveys that we use for research purposes, although you do not have to respond to them;
(e)  for profiling and statistical purposes (on an aggregate, anonymous basis) to establish how our Sites and email communications are used, to help us identify any part of them which is not performing as well as it should and to improve any related content;
(f)  to contact you using information you have shared in the public domain including on social media platforms. These platforms have their own privacy policies explaining how they collect, use and share your personal information. We have no responsibility or liability for these policies or activities of the platform owner or operator. You should always read these policies carefully before using these Sites to make sure you are happy with their content. We won’t share any information obtained from social media platforms other than in accordance with this policy;
(g) where you have given us your consent, to contact you (including by e-mail) regarding services which we think may interest you and/or to provide you with industry news; and
(h) to assist in any disputes, claims or investigations and to comply with our legal obligations.

We must comply with a number of statutory provisions when providing our Recruitment Services, which necessitate the processing of personal data. These include the Conduct of Employment Agencies and Employment Businesses Regulations 2003, which amongst other things requires us to:

  • Verify your identity
  • Assess your suitability for an external job role
  • Maintain records for specific periods

Where we engage a person to work for us (whether directly or as supplied to a Client), there are other statutory obligations that must be complied with including payroll, tax, social security, HMRC reporting requirements, and any other law or regulation.

We are also required to comply with statutory and regulatory obligations relating to business generally, for example complying with tax, bribery, fraud/crime prevention and data protection legislation, and co-operating with regulatory authorities such as HMRC or the Information Commissioner’s Office. Information may be stored manually or electronically. Any personal information you give us will be stored and processed in accordance with applicable data protection and privacy law in the UK.

Candidates: The only reason for using your personal details is to help you find employment or other work roles that might be suitable for you. We may use it in a number of ways.

  • Collecting or storing your details on our database, whether in manual or electric files, so that we can contact you in relation to recruitment;
  • Providing you with our recruitment services and to facilitate the recruitment process;
  • Assessing and reviewing your suitability for job roles;
  • Sending your information to Clients, in order to apply for jobs or to assess your eligibility;
  • Enabling you to submit your CV or apply online for jobs;
  • Carrying out our obligations arising from any contracts entered into between us;
  • Carrying out our obligations arising from any contracts entered into between IC Resources and third parties in relation to your recruitment;
  • Facilitating our payroll and invoicing processes;
  • Complying with our legal obligations in connection with the detection of crime or the collection of taxes or duties;
  • Processing your data to enable us to send you targeted, relevant industry related marketing information;
  • Engaging you for a role with our Clients including any related administration e.g. timesheets and payroll;
  • Retaining a copy of our dealings;
  • For the purposes of backing up information on our computer systems.

Clients: The main reason for using information about Clients is to ensure that the contractual arrangements between us can properly be implemented so that the relationship can run smoothly. This will involve:

  • Identifying candidates who we think will be the right fit for you or your organisation;
  • Storing your details (and updating them when necessary) on our database;
  • Keeping records of meetings;
  • Processing your data for the purpose of industry related marketing campaigns.

Suppliers: The main reasons for using your personal data are to ensure that the contractual arrangements between us can properly be implemented so that the relationship can run smoothly, and to comply with legal requirements.

Referees, referrals and emergency contacts: We use referees’ personal data to help our Candidates to secure employment. We may use referrals’ personal data to contact them in relation to recruitment activities that may be of interest to them. We use the personal details of a Candidates or Staff member’s emergency contacts in the case of an accident or emergency affecting that Candidate or member of Staff.

Website users: We use your data to help us to improve your experience of using our Sites, for example by analysing your recent job search criteria to help us to present jobs to you that we think you’ll be interested in. If you are also a Candidate or Client of IC Resources, we may use data from your use of our Sites to enhance other aspects of our communications with, or service to, you. 

If you do not wish to provide us with necessary data; There may be circumstances where we require you to provide data which is necessary in order for us to meet statutory or contractual obligations or perform our Recruitment Services. If you do not wish to provide us with information we request, then please notify us at dataprotection@ic-resources.com. However, please be aware that as a result we may be unable to provide you or the party who you represent with a Recruitment Service, and in some cases may result in a breach of the contract we have with you or a third party you represent.

4. How do we store your personal information?
All information you provide to us is stored on our secure servers in Europe.Where you contact us in relation to a vacancy outside of the UK, your personal information may be transferred to, processed by and stored at, our offices outside the European Economic Area (EEA). By submitting your personal information for such vacancies, you agree to this transfer, storing or processing.

Our collection, use and storage of your personal information will continue to be governed by this Data Protection and Privacy Policy. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with General Data Protection Regulations and Privacy Law in the UK.

Unfortunately, the transmission of information via the internet cannot be guaranteed to be completely secure. Whilst we take appropriate technical and organisational measures to safeguard the personal information that you provide to us and we will do our best to protect your personal information, we cannot guarantee the security of your data transmitted over the internet to us or our Site; any transmission is at your own risk. The length of time for which we retain your personal information depends on the purposes for which we use it and any applicable legal obligations.

If you have previously been in contact with us but we have not had meaningful contact with you for a period of five years, we will Delete your personal data from our systems unless we believe in good faith that the law or other regulation requires us to preserve it (for example, because of our obligations to tax authorities or in connection with any anticipated litigation).

If we have not been in contact with you previously and receive your information by another method, we will endeavour to contact you either by phone, email or other communication method. If we do not receive any response from you in a 30-day period, we will Delete your information from our database.

5. Who do we share your personal data with?
Candidates: We shall not share your personal information unless we are entitled to do so. We never sell your personal information and only share it as outlined in this Data Protection and Privacy Policy or when you ask us to or give us your consent to do so. We may share your personal information with or allow access to it by certain third parties who provide services or undertake functions on our behalf. They only have access to the personal information they need to provide those services and are required to keep your personal information confidential. They may not use it other than as we ask them to and always in accordance with this policy. These third parties may include:

We may share your information with prospective employers to increase your chances of securing the job you want;

  • Third parties that help us with our marketing, financial, audit or administrative services, IT technologies (e.g. data storage and security);
  • Third parties that help us to provide our services; and
  • Third parties to whom we need to provide your information or submit your CV for the purposes of any job vacancy or application we are progressing on your behalf.

We may also disclose your personal information to third parties to comply with any applicable legal process or national or local law. If you do not wish for us to share your details with any third parties (or wish to withdraw and consent you have previously given) please e-mail dataprotection@ic-resources.com or write to us at the address above with your full name, address and postcode.

Clients: We will share your data to ensure that we provide you with a suitable pool of Candidates.

Website users: Unless you specify otherwise, we may share your information with providers of web analytics services, marketing automation platforms and social media services to make sure any advertising you receive is targeted to you.

6. How do we safeguard your personal data?
We care about protecting your information. That’s why we put in place appropriate measures that are designed to prevent unauthorised access to, and misuse of, your personal data. 

We are committed to taking all reasonable and appropriate steps to protect the personal information that we hold from misuse, loss, or unauthorised access. We do this by having in place a range of appropriate technical and organisational measures. These include measures to deal with any suspected data breach.

If you suspect any misuse or loss of or unauthorised access to your personal information, please let us know immediately by emailing dataprotection@ic-resources.com.

7. How long do we keep your personal data for?
If you have previously been in contact with us, but we have not had meaningful contact with you for a period of five years, we will Delete your personal data from our systems unless we believe in good faith that the law or other regulation requires us to preserve it (for example, because of our obligations to tax authorities or in connection with any anticipated litigation).

If we have not been in contact with you previously and receive your information by another method, we will endeavour to contact you either by phone, email or other communication method. If we do not receive any response from you in a 30-day period, we will Delete your information from our database.

When we refer to “meaningful contact”, we mean, communication between us (either verbal or written), or where you actively engage with our online services. If you are a Candidate, we will consider there to be meaningful contact with you if you submit your updated CV onto our Sites. We will also consider it meaningful contact if you communicate with us about potential roles, either by verbal or written communication or click through from any of our marketing communications.

8. How can you access, amend or take back the personal data that you have given to us?
If we already hold your personal data, you still have various rights in relation to it. If you would like to contact us regarding your data, please email dataprotection@ic-resources.com

Right to object: If we are using your data because we deem it necessary for our legitimate interests to do so, and you do not agree, you have the right to object. We will respond to your request within 30 days.
Right to withdraw consent: Where we have obtained your consent to process your personal data, you may withdraw your consent at any time.
Data Subject Access Requests (DSAR): You have the right to ask us to confirm what information we hold about you at any time, and you may ask us to modify, update or Delete such information. At this point we may comply with your request or, additionally do one of the following:

  • we may ask you to verify your identity, or ask for more information about your request; and
  • where we are legally permitted to do so, we may decline your request, but we will explain why if we do so.

Right to erasure: You have the right to request us to “erase” your personal data. We will respond to your request within 30 days. While we will endeavour to permanently erase your personal data while it is waiting to be overwritten this may not be possible. This data has been put beyond use, meaning that, while it still exists on an archive system, this cannot be readily accessed by any of our operational systems, processes or Staff.
Right of data portability: If you wish, you have the right to transfer your data from us to another data controller. We will help with this – either by directly transferring your data for you, or by providing you with a copy in a commonly used machine-readable format. 
Right to lodge a complaint with a supervisory authority: You also have the right to lodge a complaint with your local supervisory authority, details of which can be found below. 

Details of your local supervisory authority: The Information Commissioner’s Office. You can contact them in the following ways: Phone: 0303 123 1113. Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF. Email: casework@ico.org.uk

9. How do we store and transfer your data internationally?
IC Resources is a global organisation, in very rare situations we may need to transfer or store your data internationally. This may include:

  • to overseas offices:
  • to overseas Clients;
  • to a cloud-based storage provider; and
  • to other third parties.

To ensure that your personal information receives an adequate level of protection, we have put in place appropriate procedures with the third parties we share your personal data with to ensure that your personal information is treated by those third parties in a way that is consistent with and which respects the law on data protection.

10. Who is responsible for processing your personal data on the IC Resources Sites?
IC Resources controls the processing of personal data on its Sites(s). If you’ve got any further questions, or want further details, please email dataprotection@ic-resources.com.

11. Automated decisions
We may use software to review the personal data of individuals recorded on our database, or who have applied for specific roles. The software may determine suitability for a specific role via targeted questions relating to the role, and/or may identify and select individual personal information according to the stored characteristics. For example, the software may enable us to quickly identify individuals from our database who have specific skills, e.g. an engineer and exclude individuals whose characteristics do not match particular requirements of a job role.

Where we use software to assist us with our assessment of your suitability for a particular job role and you consider that any such assessment has been made wrongly or incorrectly, you may ask for an explanation

12. Cookies
A “cookie” is a bite-sized piece of data that is stored on your computer’s hard drive. They are used by nearly all Sites and do not harm your system. We may use them to track your activity to help ensure you get the smoothest possible experience when visiting our Sites. We may use the information from cookies to ensure we present you with options tailored to your preferences on your next visit. We may also use cookies to analyse traffic and for advertising purposes. If you want to check or change what types of cookies you accept, this can usually be altered within your browser settings.

If you don’t want to receive cookies that are not strictly necessary to perform basic features of our site, you may choose to opt-out by changing your browser settings. Most web browsers will accept cookies but if you would rather we didn’t collect data in this way you can choose to accept all or some or reject cookies in your browser’s privacy settings. However, rejecting all cookies means that you may not be able to take full advantage of all our Sites’ features. Each browser is different, so check the “Help” menu of your browser to learn how to change your cookie preferences. For more information generally on cookies, including how to disable them, please refer to aboutcookies.org. You will also find details on how to delete cookies from your computer.  

13. Third party Sites
Our Sites may, from time to time, contain links to and from the Sites of third parties and clicking on this links may result in your transferal to Sites owned or operated by those parties who may have their own privacy policies explaining how they collect, use and share your personal information.Where you visit a third-party Sites you should always read their policies carefully before using that site to make sure you are happy with how your personal information is being collected and shared. This Data Protection and Privacy Policy applies only to the personal information that we collect through our Site or in the course of our interaction and dealings with you. We are not responsible for and have no control over the policies or processing activities of these third parties.

14. Changes to our Data Protection and Privacy Policy
Any changes we may make to our Data Protection and Privacy Policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Continued use of our services after such changes will constitute your acceptance of such changes.