We understand that your privacy is important to you and therefore are committed to respecting your privacy and protecting your personal data. This is any information that is capable of identifying you as an individual person. This Privacy Notice (“Privacy Notice”) describes how we collect, handle, process and protect your personal data in connection with our recruiting processes and programs. It also explains your rights under the law relating to your personal data.
This Privacy Notice only applies to the personal data of potential candidates for employment. This personal data is submitted directly to us through the online application process and follow-up communications and/or through alternative channels (e.g., via e mails, telephone conversations, CV, or job boards).
We will process your personal data in accordance with this Privacy Notice for the purpose of providing you with work-finding services and/or information relating to roles relevant to you.
By submitting your personal data to us, you acknowledge that:
- You have read and understood this Privacy Notice and agree to the use of your personal data as set out herein.
- You are not required to provide any requested information to us, but your failure to do so may result in not being able to continue your candidacy for the job for which you have applied.
- All of your representations are true and correct to the best of your knowledge and belief, and you have not knowingly omitted any related information of an adverse nature. Providing any inaccurate information may make you ineligible for employment.
Information about us
Company Name: Madoc Recruitment Limited
Company Number 13102620 registered in England and Wales
Registered address: 70 High Street, Criccieth LL52 0HB
Main trading address: 16.01 The Heart, MediaCityUK, Salford M50 2TH.
VAT number: 377889512
Telephone number: 0333 121 0414
Email address: firstname.lastname@example.org
Personal Data is defined by the UK GDPR and the Data protection Act 2018 (collectively the “Data Protection Legislation”) as ‘any information relating to an identifiable person who can directly or indirectly be identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
Personal data we collect
The types of personal data that we request from you and the ways that we process it are required in order to provide you with work-finding-services.
We usually collect personal data directly from you when you apply for a role with us, such as your name, address, contact information, photographs and videos, work and educational history, achievements and identity document. We also collect similar personal data about you from third parties, such as professional recruiting firms, your references and prior employers. We may find your profile on professional social media websites (such as LinkedIn), and contact you about suitable roles.
Sensitive personal data is a subset of personal data that includes ethnicity, health, trade union membership, philosophical beliefs, sexual orientation, and other categories as prescribed by law. We may collect sensitive personal data about a candidate to the extent permitted to do so by legislation.
Use of your personal data
We collect and use your personal data in order to offer work-finding services to you.
This includes for example contacting you about job opportunities, assessing your suitability for those opportunities, updating our databases, putting you forward for job opportunities and developing and managing our service and relationship with you and our clients.
In some cases, we may be required to collect and process your data for the purpose of investigating, reporting, and detecting crime and to comply with legislation. We may also use your information during the course of internal audits and to demonstrate our compliance with certain industry standards.
Legal basis for processing your personal data
Our processing of your personal data for the purposes mentioned above is based:
- On our legitimate business interest in evaluating your application to manage our relationship with you and to evaluate and maintain the efficacy of our recruiting process more generally.
- On us complying with current legislation with regard to personal data necessary to satisfy our legal or regulatory obligations.
Your personal data may be accessed by Clients of the company.
We may process your personal and sensitive data with the following recipients: HMRC; Clients of the Company; applicable legal or governmental authorities; previous employers (in respect of references).
We use third-party service providers to provide a recruiting software system. We also share your personal data with other third-party service providers that may assist us in identifying and recruiting talent.
We maintain processes designed to help ensure that any processing of personal data by third party service providers is consistent with this Privacy Notice and protects the confidentiality, availability, and integrity of your personal data in compliance with current legislation.
Data is stored in a range of different places, including on your application record, in the Company’s candidate management systems and in other IT systems (including the Company’s email system).
We will only store your personal data in the UK. This means that it will be fully protected under the Data Protection Legislation.
The security of your personal data is essential to us and to protect your data we take a number of important measures, including the following:
- Limiting access to your personal data to those employees, agents, contractors, and other third parties with a legitimate need to know and ensuring that they are subject to duties of confidentiality.
- Procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner’s Office where we are legally required to do so.
We will only hold your personal data for as long as is necessary to fulfil the purpose for which we collect it. Different laws may also require us to keep data for different periods of time.
The Conduct of Employment Agencies and Employment Business regulations 2003 require us to keep work-seeker records for at least one year from:
- The date of their creation; or
- The date after which we last provide you with work-finding services.
Where we have obtained your consent to process your personal and sensitive data, we shall do so in line with our Data Protection Policy.
We use generally accepted standards of technical and operational security to protect personal data. Only authorized personnel of Madoc Recruitment Limited and of our third-party service providers are permitted to access data.
Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:
- The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us at email@example.com to find out more or to ask any questions.
- The right to access the personal data we hold about you.
- The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us at firstname.lastname@example.org to find out more.
- The right to be forgotten, i.e., the right to ask us to delete or otherwise dispose of any of your personal data that we hold. Please contact us at email@example.com to find out more.
- The right to restrict (i.e., prevent) the processing of your personal data.
- The right to object to us using your personal data for a particular purpose or purposes.
- The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
- The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
- Rights relating to automated decision-making and profiling. (We do not use your personal data in this way).
For more information about our use of your personal data or exercising your rights as outlined above, please contact us at madocrecruitment.co.uk
It is important that your personal data is kept accurate and up to date. If any of the personal data we hold about you changes please keep us informed as long as we have that data.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data we will welcome the opportunity to resolve your concerns first. You also have the right to lodge a complaint with the Information Commissioner’s Office if you feel your concerns have not been dealt with appropriately.
If you want to know what personal data we hold about you, you can ask us for details of that personal data and for a copy of it. This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email or postal addresses shown below.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within one month of receiving it. Normally we aim to provide a complete response including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
Social Media Tools
Our application process allows you to provide us with relevant personal data from information you have on third-party websites (such as LinkedIn, Google Drive and Dropbox). If you choose to incorporate your personal data from third-party websites, it will be used in accordance with this Privacy Notice.
Cookies and other tracking technologies
If you have any questions about this Privacy Notice, please contact us at:
Madoc Recruitment Limited
16.01 The Heart
Telephone Number: 0333 121 0414
We reserve the right to modify this Privacy Notice. We will post any changes to our Privacy Notice on this page. Please check this page regularly to keep up to date.