LAST REVISED 21 MAY 2018
At The Office Club Recruitment Ltd we are committed to ensuring that your privacy is protected and respected. We value the personal information you trust with us and we wouldn’t want to use it in a way that you don’t expect.
If you have any questions regarding this policy please do contact us using the information below.
The Office Club Recruitment Ltd
Or email us at firstname.lastname@example.org
THE INFORMATION YOU NEED TO KNOW ABOUT US
We are The Office Club Recruitment Ltd.
The Office Club is a trading name of The Office Club Recruitment Ltd whose registered registered address is 018 Adamson House, Towers Business Park, Wilmslow Road, Manchester, M20 2YY. Our Company Registration Number is 10825206.
When we talk about “The Office Cub” “we,” “our,” or “us” in this policy, we are referring to The Office Club Recruitment Ltd, the company which provides the services. When we talk about the services in this policy, we are referring to the recruitment services run by The Office Club.
THE INFORMATION WE COLLECT AND HOW WE USE IT
When using our contact forms to send us an enquiry via our website, you will be asked to submit:
- Your name
- Your email
- Your phone number
- Your CV
When you register with us and complete our online registration form, you will be asked to submit additional details to those stated above including your address, current salary, salary expectations, your right to work in the UK, if you have any criminal convictions and you will be asked to give your consent for The Office Club to contact you about news and current & prospective job opportunities.
You will be asked to upload an image of your full passport photo page, for the purpose of The Office Club checking your rights to work in the UK.
You should understand that any information that you provide via our website in this format may be used by us to contact you regarding;
- The information necessary for your enquiry or request.
- Updates on our relevant products, services, content, events or offers you may be interested in.
However, if you do business with us we may also ask for further information about you or your company including finance details and a billing address. We will only use this information to provide you with the service you have requested.
When hiring for a job description provided by our clients, The Office Club may process the personal information you share with us, including but not limited to, your name and contact details (together with your e-mail address) and other relevant information from your CV.
On occasions this may also include sensitive personal information such as details of right to work in the UK, criminal convictions and ethnic origin.
We process this information as follows:
- To provide our services to you.
- To maintain our business relationship, where you are a user of our website, a client or candidate.
- To enable you to submit your CV for general applications and to apply for specific jobs.
- To match your details with job vacancies, to assist us in finding a position that is most suitable for you and to send your personal information (including sensitive personal information) to clients in order to apply for jobs.
To answer your enquiries.
- To fulfill contractual obligations with our clients.
- To trusted third parties where we have retained them to provide services that you or our clients have requested, such as reference, qualification and criminal reference checking services (as required), verification of the details you have provided from third party sources, psychometric evaluations or skills tests. These third parties comply with similar and equally stringent undertakings of privacy and confidentiality as The Office Club.
CURRICULUM VITAE (“CV”)
We give you the option of submitting your CV via our website or by providing your CV to one of our consultants. You can do this either to apply for a specific advertised job or for consideration by our recruitment consultants for positions as they come up. Your CV will be stored in The Office Club database, and will be accessible by The Office Club consultants.
INFORMATION PROVIDED TO US VIA COOKIES
WHO WE SHARE YOUR INFORMATION WITH
We may share some of your contact details that you submit via our website and online registration form with our clients.
We will never share any sensitive or personal information from your CV without your consent.
We do not share or sell your data to any other company without your prior consent other than those data processors we use for our business operations who process your data under our control:
- Mailchimp for our email marketing campaigns.
- WordPress who provide our website hosting.
- Google.com who prove website tracking and statistical services, and our office & email system hosting.
- BullHorn for our CRM operations.
In all cases the servers where your personal data is stored and processed are located in the European Economic Area.
SHARING YOUR INFORMATION WITH THIRD PARTIES
We do not sell, trade, or transfer your Personally Identifiable Information to outside parties, aside from our clients whose jobs you are applying for, with your consent.
Under some circumstances we may be required to disclose or share your information without your consent, for example if we are required to by the police, the courts or for other legal reasons.
HOW WE KEEP YOUR INFORMATION SAFE
We take our obligation to keep your personal data safe very seriously.
Your personal information is contained behind secured networks and is only accessible to a limited number of persons on a strict ‘need to know’ basis. These members of staff have special access rights to such systems, and are required to keep the information confidential.
In addition, all sensitive/credit information you supply is encrypted in transit via Secure Socket Layer (SSL) technology. We implement a variety of security measures when a user enters, submits, or accesses their information to maintain the safety of your personal information.
HOW LONG WE KEEP YOUR PERSONAL INFORMATION
We keep your personal information in line with our data retention policy. This means that we will remove data that has been collected directly from you from our systems if we haven’t had any contact with you for more than 36 months (this period typifies the maximum length of time that a contract could be in negotiation with us).
For data provided to us by our clients, we are governed by their data retention rules as specified in their privacy notices.
In certain circumstances, we have a statutory obligation to keep your personal information for a set period of time for example financial information (normally 6-7 years) for financial auditing purposes.
HOW TO KEEP YOUR PERSONAL INFORMATION UP-TO-DATE
It’s important for both you and us that your personal information is correct. If you believe this is not the case or if your personal contact details change then please email the amended details to email@example.com and we will contact you to verify your identity.
HOW YOU CAN FIND OUT WHAT INFORMATION HOLD ABOUT YOU
You have the right to request a copy of the information that we hold on you. If you would like a copy of some or all of your personal information, please email or write to us using the contact details in this policy.
We will get in contact to verify your identity and if we do hold information about you we will:
- Give you a description of it
- Tell you why we are holding it
- Tell you who it could be shared with
- Let you have a concise and clear copy of the information
OUR LEGAL BASIS FOR PROCESSING YOUR PERSONAL INFORMATION
Much of our processing will be under the basis of “contractual obligation” – in other words we need and use your personal information for providing the services you have requested or have contracted with us.
However, when we are communicating with you regarding products, content, events and services you may be interested in receiving from us in the future, our legal basis for processing your information is our legitimate interests.
This is because we are communicating with you in the context of your corporate identity, and not in relation to your private life, and we believe you may have a relevant interest in the services we provide in line with your corporate activity.
Of course should you not wish to receive these communications you will always have the opportunity to suppress or remove your information as detailed below.
ASKING US TO SUPPRESS OR REMOVE YOUR PERSONAL INFORMATION
Should you wish to not receive information from us in future then you can quickly action this by clicking the unsubscribe link you will find in our marketing emails, or by sending your details directly to firstname.lastname@example.org and we will suppress or remove your data as requested – assuming we have no other obligation to keep it, which we will notify you of if we do.
WHAT TO DO IF YOU HAVE A COMPLAINT
If you have a complaint please contact us at email@example.com and we will deal with your request promptly.
If you are still not satisfied with the way your complaint was handled, you can refer your complaint to UK Information Commissioner’s Office. https://ico.org.uk/concerns/
SALE OF BUSINESS
In the event that this business is sold or integrated with another business your details may be disclosed to our advisers and any prospective purchasers’ advisers and will be passed on to the new owners of the business. It is therefore intended that any consents given above or on the relevant pages will benefit any purchaser of our business.
To use our services, you must be over the age of thirteen. The Office Club Recruitment Ltd does not knowingly collect personal information from children under the age of thirteen and does not wish to do so.
We reserve the right to request proof of age at any stage so that we can verify that minors under the age of thirteen are not using our services.
YOUR USE OF OUR SERVICES
Please be sure you are aware of these policy terms while you use our websites or services.
We may change this policy from time to time, and if we do we will post any changes on this page. If you continue to use our services after those changes are in effect, you agree to the revised policy.