Here at Talent Works (“TWI”), we take data privacy seriously and we are committed to protecting your personal data and respecting your right to privacy, regardless of whether you are just visiting this website, are one of our clients, a recruitment candidate or employee.
We are Talent Works. We help companies to recruit the best talent. We provide a number of recruitment related services for our clients. You can find out more about our services on our website: https://www.talent-works.com/
How to contact us
If you have any questions about how we collect and use your information not covered in this privacy notice, or if you wish to speak to someone about our approach to data protection and privacy, please contact our Data Protection Officer via email@example.com.
Protection of personal data
Personal data is every information related to an identified person or a person that can be identified, whether their identity can be determined directly or indirectly, in particular on the basis of an identification number or one or more factors specific to their physical, psychological, mental, economic, cultural or social identity.
The processing of personal data entails any action or set of actions performed upon personal data, such as collecting, recording, organising, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, publishing or otherwise making available, alignment, combining, blocking, deletion or destruction and the implementation of logical, mathematical or other operations on that data.
TWI processes personal data for a number of reasons which are explained below.
Data we collect and process – visitors to our website
Where we collect personal data via our website, we will be upfront about it and it will be obvious to you that you’re providing personal data and how we will be using it.
TWI will not collect and process personal data whose collection is prohibited by law, such as data relating to racial or ethnic origin, political opinions, religious or other beliefs, trade union memberships and other data the collection of which the law expressly prohibits, except under the law enumerated conditions and situations.
General visitors to our websites and landing pages
TWI collects this information for the sole purpose of carrying out marketing activities and further development and improvement of the Website.
If you contact us using an online form
If you fill out one of our website forms (e.g. if you contact us via the Contact us page), the information will be sent via email to the relevant team within TWI, for the purposes of dealing with your enquiry. A copy of your submission may also be stored in the backend of our website, in case there is a problem sending the details via email.
Typically we will collecting information such as full name (first name, last name), email address, company name and details of your enquiry.
If you download content from our website
In cases when a website visitor downloads marketing materials (such as eBooks, resources, tutorials, guides), additional data is collected and stored, such as your first name, last name, company name and email address.
We will use this information to send you the requested content. We may also use it for providing information and updates on relevant content.
Data we collect and process – clients and prospective clients
We store our client information in our third-party business systems (CRM) for the purposes for providing our services to those clients, or our marketing activities to potential clients.
If you contact us by phone
Any relevant information you provide will be kept as notes on our CRM.
If you contact us by email
If you send us an email directly, your email will be stored via our email provider. We may also download your email into an email application running on our computers. This email may then be available to a number of relevant employees for the purposes of responding. Where relevant the content of the emails may be recorded in our CRM.
Data we collect and process – recruitment and candidates for our clients
TWI collects Candidate data using a number of techniques to recruit individuals for our clients. We supply a separate privacy notice for these individuals, but essentially we will process the data we collect for recruitment, for the purposes of considering you as a potential candidate for our client and to carry out the recruitment process.
Consent from candidates will be collected if any personal data is to be retained by TWI in order to share relevant job opportunities in the future.
Data we collect and process – contingency workers
As well as general candidate recruitment services, we also provide services to our clients for agency workers. We do this in two different ways, either via our own systems, or via our clients’ systems.
Where we collect and hold agency worker personal data, we will do so using a third-party application which is used to keep the basic of information about the agency worker, such as their name, contact details and what work they can carry out.
All other information is otherwise retained by third parties, such as clients’ systems, payroll providers, etc.
Our processing of agency worker data is purely to maintain a list of agency workers we can then hire out to our clients.
Data we collect and process – supplier or contractors
If you are one of our suppliers, we will collect the minimal information about you and your services as required to make use of your services and deal with invoices and payments for your services. Such information will be stored within our accounting package for the purposes of our accounts and will be retained accordingly.
Individual employees within our business may also retain your contact details within their email application or via business cards that you may provide to us.
Data we collect and process – our use of social media and marketing data
We may use certain information you provide or are available in the public domain (e.g. via your LinkedIn profile) to contact you about the use of our services. We will maintain this information in our CRM software for the purposes of considering you as someone who potentially would be interested in the service, or for recruitment purposes.
Data we collect and process – employees and recruitment data
If you are applying for a role with the Company, we will collect certain information from you (e.g. an application form, CV and any other information you provide), for the purposes of considering your applicability for the role you have applied for.
Disclosure of personal data
TWI will not transmit any personal data to third parties, except in the manner specified in this policy. As we will often be recruiting for our clients, if we believe you are a suitable match for our client’s requirements, we will need to share the information we have collected about you with our client, otherwise we will be unable to further your application with our client.
Apart from sharing with our client, we do not and will not sell, rent or trade your personal data. We will only disclose your personal data in the ways set out in this privacy notice and in the following circumstances:
- To other financial institutions or regulatory bodies with whom information is shared for money laundering checks, credit risk reduction and other fraud and crime prevention purposes
- To any national and/or international regulatory, enforcement or exchange body or court where we are required to do so by applicable law or regulation or at their request
Third party processors
We use a number of third-party services for the purposes of effectively running our business and providing our services to our clients.
In all cases where we are using a third-party service or company, which requires us to share your data, we will only provide the minimal amount of information for the purposes of delivering the service to us and to meet our requirements.
We always carry out due diligence against all our third-party suppliers for the purposes of ensuring their compliance with data protection, maintaining adequate security of your data and ensuring they apply adequate data protection principles to the processing of the data we supply. We also make sure a legally binding contract (sometimes called a Data Processing Agreement or DPA) is also in place to protect your data.
Storing personal data
TWI approaches the storing of personal data conscientiously and with all due care, taking the utmost effort that the data are adequately protected from any form of accidental or deliberate abuse, destruction, loss, unauthorised alteration, disclosure or access.
Personal data transmission takes place via the internet and is not guaranteed to be secure, therefore TWI does not guarantee the safety of such a transfer and the User/Visitor performs it at their own risk. After receiving the information from the User/Visitor, TWI will take all necessary measures in order to prevent any misuse of the data.
Personal data can be transferred and stored outside of the United Kingdom to countries that provide adequate protection of personal data, as well as in countries located outside of the UK in which the protection of personal data is possibly not regulated in accordance with the relevant UK legislation and does not provide the adequate level of protection in accordance to relevant UK legislation. In all cases we will always ensure adequate safeguards are in place to protect the personal data.
Your rights matter
Under current data protection legislation in the UK, you have rights as an individual which you can exercise in relation to the data we store and process about you. You can find more information about your rights on the Information Commissioner’s website: https://ico.org.uk/for-the-public/
If you would like to exercise your rights, or if you have any questions, please send an email to: firstname.lastname@example.org or alternatively you can write to us at: Talent Works, Century House, 1 The Lakes, Northampton, NN4 7HD
How to withdraw consent, object to processing or restrict processing
Where we are processing your data and needed to ask your permission to do so, you are able to withdraw your consent at any time. You should also contact us, if you wish to raise concerns about the way we are processing your data or would like to raise an objection to the processing.
Under some circumstances you may be able to ask us to restrict the way we are processing your information.
Keeping your data up to date
It is important that any of your data that we process is kept up to date. We may from time to time ask you to verify your contact details but if you wish to update any information or ask us to correct any data we hold about you, please contact us with your updated details.
Erasure of your data (the “right to be forgotten”)
Under some circumstances you may request us to delete your data from our systems. Where this is possible (e.g. we don’t have any legal purpose for continuing to process your data) we will erase it from our systems. If it’s not possible for us to delete your data, we will explain the reasons why.
Your right to portability allows you to request a machine-readable format of the data you supplied to us and associated service logs (where we store them).
Access to your data (a so-called Data Subject Access Request)
You have the right to ask us about what data we hold about you, how we process it and to ask us to provide you with a copy of the information, free of charge and within one calendar month of your request.
To make a request for any personal information we hold and process about you, we would prefer it if you could put it in writing or in an email to the addresses above. We will need to verify your identity before providing the information and where necessary may contact you further to ensure we understand what data you are requesting.
Automated decision making and profiling
Due to the nature of the services we provide to our client and the number of applications we receive we may use automated means to assess your information for the purposes of determining if you are an appropriate candidate for our client. We may also use information, as set out above, from various sources to profile your suitability as a potential candidate for our client.
You can ask us at any time not to utilise automated decision making or to carry out profiling activity, although this may limit our ability to consider you as a potential candidate for our client.
Unless stated elsewhere in this document or in our terms of services we only store the data necessary to provide the services we provide to you. We will keep this data for as long as it is lawful for us to do so (this may be for as long as you are a client or candidate or because of a legal obligation to retain the information, whichever is the longest).
If you feel this privacy notice does not go far enough in explaining how we have used your personal data, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to email@example.com.
If you want to make a complaint about the way we have processed your personal information, we’d rather you brought it to us in the first instance, but of course you can contact the Information Commissioner’s Office in their capacity as the statutory body that oversees data protection law in the UK – https://ico.org.uk/make-a-complaint/
For more information about your data rights and privacy or data protection in general visit the Information Commissioner’s Office website: https://ico.org.uk
Last updated: 06/07/2023 at 03:48 pm