GDPR Privacy Notice
Welcome to Flexible Solutionz Limited’s Privacy Notice.
Flexible Solutionz Ltd (“we“, “us” or “our“) respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data and tell you about your privacy rights and how the law protects you.
Flexible Solutionz Limited of Springfield House, Water Lane, Wilmslow, Cheshire, SK9 5BG.
We acknowledge and agree that any personal data of yours that we handle will be processed in accordance with all applicable data protection laws in force from time to time. Currently, the Data Protection Act 1998 applies. With effect from 25 May 2018, the General Data Protection Regulations (“GDPR”) will come into force, which will change the law.
The information we may collect
The information about you we may collect, hold and process is set out below:
(A) Information collected and processed for finding you a suitable role is as follows:
• Your name
• Your address
• Your email address(s)
• Your telephone number(s)
• CV/work history
• Job preferences including role, geographical areas and salary expectations
• Any other work-related information you provide, for example, further education or training / professional certificates
(B) Information in respect to individuals that have worked with us previously:
• Passport (copy)
• In some cases, permits and visas
• National insurance number
• Full details of job offer and placements
• Outcome of criminal record checks (CRB)
• In certain cases, medical information
• Financial information (including but not limited to payroll details and terms, HMRC data, pension scheme details, court orders and statutory payments)
• A log of our communications with you by email and telephone
How we use the information
This information will have been provided, or will be provided, by you or a third party who we work with, such as a Job Board Company or another employment business or agency. In the case of references, these will be from your previous employer
The above information is used to provide our ‘recruitment services’ to you in our capacity as an employment business / agency to find you suitable work.
The information under (A) above may be used as follows:
• To match your skill sets with job vacancies to assist in finding you the positions that are most suited to you
• To put forward your details to our clients and prospective employers for you to be considered for their vacancies
• To place you with our clients and prospective employers
• To keep you informed of available opportunities as they arise
• To keep you informed of the services offered by us
The information under (B) above may be used as follows:
• To establish that you have the right to work
• To undertake relevant security and criminal record checks as required by our clients and prospective employers and as permitted by law
• To deal with any medical and health and safety issues relating to certain positions
• To put in place contractual arrangements and documentation once a role has been secured
How we hold the information
All the personal data we have is stored on our database here within the UK.
Disclosure of your information
With your consent, your CV and related information will be shared or sent to prospective employers and our clients. Once you have secured a placement additional information will be provided to them to enable the placement to proceed.
What is the legal basis for processing personal data?
(a) For the performance of our ‘recruitment services’ to which you are party to or to take steps to satisfy your job search.
(b)Where you give your consent to the processing of your personal data for one or more specific purposes, for example, some marketing activities we undertake. Should we want or need to rely on consent to lawfully process your data we will request your consent orally, by email or by an online process for the specific activity we require consent for and record your response on our system. Where consent is the lawful basis for our processing you have the right to withdraw your consent to this processing at any time.
Where we provide you with ‘recruitment services’, the provision of personal data is a statutory requirement and a requirement necessary to enter into a contract with us. The provision of certain category of personal data may contractually be required as instructed by our clients. You will be obliged under these circumstances to provide us with such personal data.
We may not be able to enter into a contract with you if the information is not provided to us. Where you have entered into a contract with us and you refuse to provide any information required under the contract or by law, we reserve the right to terminate our business relationship with you. Where applicable, we may refer your refusal to the relevant statutory authority requesting such information.
How long we keep your data
We will only hold your personal data for as long as is necessary to fulfil the purposes we collected it for, including for the purposes of complying with applicable legal or reporting requirements.
Some categories of personal data we hold will need to be retained for longer than others. To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of personal data, the purpose for which they are processed, the applicable legal requirements and our contractual obligations. Other personal data will be held for no longer than is necessary to protect our legitimate interest.
We take the security of your data seriously. We have internal policies and controls to protect your personal information from unauthorised access, improper use or disclosure, unauthorised modification or unlawful destruction or accidental loss. We will update these measures as new technology becomes available, as appropriate.
(a) You may request access to the information we hold about you at any time and may request us to rectify, update or restrict processing of such information. We may ask you to verify your identity and for more information about your request. We will seek to act on your request in the timescale required by applicable data protection laws.
(b) We will use reasonable endeavors to ensure that your personal data is maintained and up to date. However, you are under a duty to inform us of any and all changes to your personal data to ensure that it is up to date and we will update or delete your personal data accordingly.
(c) You may, in certain circumstances (for example, where we have processed your data unlawfully) have the right to request that we erase your personal data. We will respond to your request within the timescale required by applicable data protection laws and will only disagree with you if certain limited conditions apply. If we agree to your request, we will delete your data but will generally assume that you would prefer us to keep a note of your name on our register of individuals who would prefer not to be contacted. That way, we will minimise the chances of you being contacted in the future where your data are collected in unconnected circumstances. If you would prefer us not to do this, you are free to say so.
(d) Where we process your data on the basis of consent you have provided to us, you have the right to withdraw your consent at any time and have such data deleted. Where we are legally permitted to do so, we may refuse your request and will give you reasons for doing so.
(e) If you wish to exercise any of these rights or raise a complaint on how we have handled your personal data, you can contact us on firstname.lastname@example.org
(f) If you are not satisfied with our response or any of our data processing activities, you can complain to the Information Commissioners Office at:
Information Commissioner’s Office
For any other information, questions or concerns about this policy, please contact us at:
Flexible Solutionz Limited