GDPR Candidate Agreement
First Future Candidate Agreement & Privacy Policy
It is a legal requirement that First Future Recruitment Ltd publishes the steps taken on receiving CVs from job seekers. The publication of this notice acts as a formal agreement between both First Future Recruitment Ltd and candidates who submit CVs to the company speculatively, for job applications, career management or CV critique.
First Future Recruitment Ltd are to provide you the candidate with recruitment services and we will act as an agency as defined under the Employment Agencies Act 1973.
On receipt of a candidate CV for a job application, First Future Recruitment Ltd consultant will assess the CV and invite the most suitable candidates for interviews. Candidates may also be asked to undertake further assessment to help both the company and candidates to understand the candidate's personality better as well as ensuring the "best fit" for employers. Due to the sheer volume of applications received sometimes it’s not always possible to advise candidates they have not made it past the first initial assessment, so in this case only successful candidates who make it past the first initial assessment/CV review will be contacted. Typically if you have not been contacted within 7 days of application, it is likely you have not made it through initial first phase selection.
The CVs and assessments and a further written assessment by First Future Recruitment Ltd are then submitted to the potential employer for their approval and selection. At this stage, the CVs of the candidates will also be vetted to the level required by the employer and/or for security purposes depending upon the post. After final selection, we will seek to inform all the candidates who submitted CVs of the result and give them the opportunity to withdraw their CVs and not have them submitted to other interested employers. The CVs of those who withdraw during the recruitment process will be securely retained on the First Future Recruitment Ltd database unless the candidates states otherwise. Candidates who failed selection may be selected for a post-selection interview where their future and CVs can be reassessed and a plan can be set up together with First Future Recruitment Consultants.
Candidate CV's and information will be securely retained on the First Future database for a period of three years. If no meaningful engagement has been evidenced during this time then the candidates CV and details will archived and deleted. If meaningful engagement has happened during the three year period, then the three year period will reset and the clock will start again.
CVs submitted for career management and CV improvements will be distributed to employers and advertised in accordance with the wishes of the candidate. FOR DATA PROTECTION PURPOSES, First Future Recruitment Ltd will not enter into any agreement to submit CVs or assessments to employers or retain CVs if any candidate expresses a clear wish for First Future Recruitment Ltd not to do so. We take this very seriously and First Future Director Keith Payne will ensure this is the case 100% of the time.
Thank you for selecting First Future Recruitment Ltd and should you have any queries or require any further information on the services we provide please contact us on 01506 34303
First Future Candidate Privacy Policy
1. About this Privacy Policy
We are an employment business which seeks to find individuals work with our hirer clients and provides the services of workers we have engaged (Workers) to the hirer.
This privacy policy is designed to give you, the Worker, information as to how we will obtain and process personal data relating to you in connection with the services we provide to you. It is important that you read this Privacy Policy together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you.
We will process your personal data as a “data controller”. This means that we have responsibility (on our own or acting jointly with another party) for deciding how we hold and use personal data relating to you.
2. Who we are and how to contact us
First Future Recruitment Ltd (Company, We, us, our) is a limited company registered in [Scotland] under company number SC445843 and has its registered address at 77 Badger Park, Broxburn, EH52 5GY].
Our Data Protection Officer is Keith Payne and can be contacted at [email protected] or on 01506343034.
The person responsible for data protection matters within our organisation is Keith Payne - Director and can be contacted at [email protected] or telephone on 01506343034
3. The data we collect and process about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
Identity Data including name, title, date of birth, nationality, gender and other information contained in identity documents (such as passports or birth certs or Visa’s)Contact Data including postal address, email address and telephone numbers.[Worker Status Data including visa information and information relating to your right to work in the UKPayroll and PAYE Data including bank details, information relating to hours worked, rate of pay, tax code, unique tax reference number in connection with Construction Industry Scheme tax deductions (if applicable), National Insurance number.
4. How we collect personal data
We may obtain your personal data directly from you (e.g. in a Curriculum Vitae, application or registration form, via our website, or in correspondence, a meeting or telephone call), a hirer, the third party company we engage to provide payroll and administration services on our behalf, or online jobsites, public domain, former employers.
5. How and why we use your personal data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
Where it is necessary to comply with a legal or regulatory obligation that we are subject to.
Where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
We have set out in the table below a description of the ways we may use your personal data, and the legal bases we rely on to do so.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground applies.
Purpose/Activity
Setting you up as a new Worker on our systems
Setting you up as a new candidate in relation to the activities set out in our candidate agreement below for either Permanent, Fixed Term Contract or Temporary Work,
Types Of Data
Identity Data including name, title, date of birth, nationality, gender and other information contained in identity documents (such as passports or birth certs or Visa’s)
Contact Data including postal address, email address and telephone numbers.
[Worker Status Data including visa information and information relating to your right to work in the UK
Payroll and PAYE Data including bank details, information relating to hours worked, rate of pay, tax code, unique tax reference number in connection with Construction Industry Scheme tax deductions (if applicable), National Insurance number.
Lawful basis for processing including basis of legitimate interest
Performance of a contract with the data subject
Assessment of a data subject credentials, suitability and experience in relation to either Temporary, Fixed Term Contract or Permanent assignments and vacancies in line with the Employment Agencies Act 1973.
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
6. Sensitive personal data
We do not intend to collect any “special categories of personal data” (such as information which reveals your political, religious or philosophical beliefs, sexual orientation, race or ethnic origin or information relating to your health). However, to the extent that you do provide us with any special categories of data, we will only use that data for the purposes of our relationship with you and providing our recruitment services to you. This may be for one or more of the following reasons:
with your explicit consent (in limited circumstances);where we need to carry out our legal obligations or exercise rights in connection with employment;where the processing is necessary for the purposes of preventive or occupational medicine or for assessing your working capacity;where it is needed in the public interest, such as for equal opportunities monitoring or in relation to our occupational pension scheme.
7. If you fail to provide personal data
Where we need to collect personal data by law or in order to perform a contract to which you are a party, and you fail to provide that data when requested, we may not be able to perform the contract. In this case, we may have to cancel the contract, but we will notify you if this is the case at the time.
8. Disclosures of your personal data
We may share personal data with hirers or other third parties in connection with the provision of our recruitment services.
We may also disclose personal data to:
third party service providers who process data on our behalf, such as:
Outsourced payroll services;IT support
Professional advisers including lawyers, bankers, auditors and insurers for the purpose of providing consultancy, banking, legal, insurance and accounting services to us;HM Revenue & Customs, regulators and other authorities who require reporting of processing activities in certain circumstances;Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.
We require all our data processors to respect the security of your personal data and to treat it in accordance with the law. We do not allow our data processors to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
9. International transfers
We may transfer information you provide to us to countries outside the European Economic Area (EEA) in the course of providing our recruitment services. This may, for example, be [to clients, or third parties who provide support services to us]. Where this is the case, we will take steps to ensure that appropriate safeguards are in place.
10. Data security
We have put in place security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
11. Data retention
We will only retain your personal data for a maximum period of 3 years or as long as is necessary to fulfil the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements.
12. Your rights in respect of your personal data
You have certain rights in respect of the personal data that we process about you (where we determine the purpose and means for which that personal data shall be processed):
the right to request access to the personal data that we hold about you and how we process it;you may have the right in accordance with applicable data protection law to have personal data we hold about you rectified or restricted;you may, in some circumstances, have the right to have personal data we hold about you deleted (although note that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request);in some circumstances, you may have the right to receive or ask for your personal data to be transferred to a third party;you have the right to object to how we process your personal data where that processing is based upon legitimate interests and there are no compelling grounds for the continued processing of that data;where we are processing personal data relating to you on the basis that we have your consent to do so, you may withdraw your consent at any time (this will not affect the lawfulness of any processing carried out before you withdraw your consent). If you withdraw your consent, we may not be able to provide certain products or services to you.
If you wish to exercise any of the rights set out above in respect of your personal data, please contact us at [email protected] or 01506 343034.
We may ask you to verify your identity if you make a request to us to exercise any of the rights set out above. We may also contact you to ask you for further information in relation to your request to speed up our response. You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
13. Your duty to inform us of changes
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
14. Changes to this privacy policy
We reserve the right to update this privacy policy at any time, and we will provide you with a new privacy policy when we make any substantial changes. We may also notify you in other ways from time to time about the processing of your personal data.