TRAVEL RECRUITMENT SOLUTIONS LTD CANDIDATE PRIVACY POLICY

In this policy references to Travel Recruitment Solutions Ltd is also referred to as “we”, “us” or “our”. Our registered trading address is 82 King Street, Manchester, M2 4WQ. Similarly references to “you”, “yours” means you, the candidate,

WHAT IS THE PURPOSE OF THIS DOCUMENT

Travel Recruitment Solutions Ltd is a ‘data controller’ and gathers and uses certain information about you. This privacy policy outlines how we hold and use this personal information securely in line with the current GDPR.

DATA PROTECTION PRINCIPLES

We will comply with data protection law and principles, which means the following:

  • Your data will be used lawfully, fairly and in a transparent way
  • Your data can only be obtained for “specified, explicit or legitimate purposes” which you have been made aware of
  • Only relevant data will be obtained and kept to a minimum where possible
  • Your data will be accurate and kept up to date
  • Your data will only be kept as long as necessary for the purposes we have told you about
  • All data will be kept securely

HOW IS YOUR PERSONAL INFORMATION COLLECTED

As a Recruitment Agency we shall only collect, retain and use your personal data with your permission. We may do this in the following ways:

  • When you apply for a specific position we are advertising via our website or a job board
  • When you submit your CV to us via our website
  • When you email a Consultant directly via email or LinkedIn
  • When you provide a business card from a face to face meeting
  • When we contact you directly, as a consequence of sourcing your details via LinkedIn or an external CV database or job board
  • When we request or accept connection to you via LinkedIn

HOW WILL WE USE INFORMATION ABOUT YOU

We will use the personal information we collect about you to:

  • Assess your skills, qualifications and suitability for the role, and in accordance with our clients requirements
  • Inform you about job opportunities with our clients
  • Ask you to provide an update to your employment status should there have been a lapsed time of engagement between us
  • Communicate with you about the recruitment process
  • Comply with legal or regulatory requirements

Please note that we will never pass on your details to our client without having obtained your consent to do so

WHAT KIND OF INFORMATION WE HOLD ABOUT YOU

In connection with the provision of recruitment services that we conduct on your behalf, we will only collect, store and use the following personal data:

  • Contact Details – Such as telephone numbers, email addresses & home address
  • Professional & Career Profiles; including job titles and companies these were held within
  • Qualifications – Some jobs have a legitimate reason to request candidates with professional qualifications to enable them to fulfil the role
  • Native & Fluent Languages Spoken – Some jobs have a legitimate reason to request candidates who can speak additional languages to be able to communicate with customers or clients
  • Current Salary & Expectations – We use this information to enable us to approach the correct level of candidates for roles, so that we are not inundating candidates with positions that will not match their personal requirements
  • Any information you provide to us during an interview, whether face to face, over email, by video conference or by telephone
  • From time to time, and if our clients require it, we may also ask you to take tests related to the job role, and in that case, any results of those tests

OUR REASONS FOR PROCESSING YOUR PERSONAL INFORMATION

We use your personal information for the above purposes where we deem it relevant and necessary for our legitimate interests.

Legitimate Interest

  • Our processing of your personal information is necessary for us to ascertain your suitability for potential roles that we have and to ensure we are matching you to the right roles based on our understanding of your career aspirations and goals
  • We believe it is important that we have a rounded and informed understanding of your work history, technical and personal skills, and your outside interests in order to achieve these aims
  • Our sharing of your personal information with clients regarding potential employment opportunities as well as introducing you for specific vacancies is necessary to ensure that we have the best chance of finding relevant employment opportunities for you and the best chance of us successfully filling vacancies for clients
  • We may contact you by sending you marketing communications to you about potential roles, our services, and professional information which we believe are relevant to you and would be of interest to you
  • Our continued contact with you now and in the future on this basis is beneficial and necessary to ensure that you receive the best range and choice of employment opportunities; that we may assist and support you in your career aspirations at the various stages of your career; that our clients continue to have access to a broad range of suitable Candidates for roles that they may have now and in the future, that clients may receive introductions in faster timescales through our access to suitable candidates, and that we may continue to fulfil roles for clients to maintain a sustainable and profitable business

Consent

Marketing Communications:

  • We have already clarified our grounds for sending you marketing communications under GDPR
  • Under existing rules on electronic marketing communications, if we wish to email you our marketing communications we are either required to obtain your consent to send marketing communications or we may rely upon the rules for soft-opt in consent for existing customers
  • We may rely upon the soft-opt in consent where we have had communication with you previously about roles, and therefore may continue to send you information about relevant roles
  • We may in other circumstances seek your consent to receive marketing communications from you, which may be obtained verbally and or in writing
  • We do not share your data for marketing purposes with any other person
  • You have the right at any time to opt out of receiving future email marketing communications from us or otherwise object to our future marketing communications by emailing us directly

WHO WE SHARE YOUR DATA WITH

  • Only relevant members of staff within Travel Recruitment Solutions Ltd will have access to your personal data to use as set out in this Privacy Policy
  • We will share candidates personal data with clients only once we have spoken to you about a position and you have given us permission to present your CV and application, ensuring no other Recruitment Agency has already assisted you to engage with our client in the last 12 months
  • We expect transparency from candidates from the onset of presenting a position to them, for you to notify us if you are aware of a position already
  • We will only share your personal information with third parties for running our business processes. An example of this might be that we have our emails or our database hosted in the cloud. Whilst these cloud providers would not typically have direct access to your information, storage is considered processing under the relevant data protection legislation.

DATA SECURITY

  • Personal data is stored electronically and we have put in place appropriate security measures to prevent your personal information from being lost, used or accessed in an unauthorised way, altered or disclosed
  • We have also put in place procedures to deal with any suspected data breach and will notify you and any applicable regulator of a suspected breach where we are required to do so

DATA RETENTION

We shall store your personal data for a maximum of 3 years from the start of every new engagement with us. After this period we will remove all personal data held. Engagement refers to any of the following:

  • If you apply for a job that we subsequently present you for with a client, whether you are selected for interview or not)
  • If you are a registered candidate with us and submit an updated CV or advise us of any changes to your data
  • If you apply for a job that we do not shortlist you for, but ask your permission to retain and register your details
  • You inform us that you are not currently open to hearing about opportunities but we can continue to retain your personal data
  • Connect to a member of our team via LinkedIn

YOUR RIGHTS

  • At any point of engagement with us, you have the right to withdraw consent, request for us to delete, update or amend any personal data we hold on you. We would endeavour to do this within 30 days of notification
  • You can request at any point with us, for us to share all personal data we hold about you, within a clear format. We will endeavour to do this within 30 days of your written request. Please contact privacy@travelrecruitmentsolutions.co.uk with the subject ‘Personal Data Request’ if you wish to request such information
  • Whilst we always aim to resolve any complaints amicably, you also have the right to make a complaint at any time to the ICO – ico.org.uk

CONTACT US

Please ensure you regularly review our Privacy Policy as we shall update and amend accordingly to ensure Travel Recruitment Solutions Ltd are adhering to any further revisions to data protection or GDPR. This page was last updated on 25/05/2018

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