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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 and we own and operate the site ic-resources.com (our site). 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 company responsible for your personal data is Intellectual Capital Resources Limited trading as IC Resources. 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’
1. Information we may collect from you
When you access and browse our site (including when you submit personal information to us through data entry fields on the site) or otherwise use our services or interact with us or our site, 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 site; 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:
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, Salary Reviews 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 site which we use to help us to improve your experience when using our site and to help us manage the services we provide. This includes information such as how you use our site, the frequency with which you use our site, your browser type, the location you view our site from and the times that our site is most popular. If you contact us via the site, 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:
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 site 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 site, 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 site and the way you browse its content. We may also collect data from you when you contact us via the site. 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 site 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 site 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 our site 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.
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:
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 site, 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 site 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 firstname.lastname@example.org. 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.
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?
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 email@example.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 firstname.lastname@example.org.
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 site. 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 email@example.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:
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: firstname.lastname@example.org
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 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 site?
IC Resources controls the processing of personal data on its site. If you’ve got any further questions, or want further details, please email email@example.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
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 of our site’s 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 site
14. Changes to our Data Protection and Privacy