Privacy Policy

 

1. Scope

This Privacy Policy clarifies what we do with your personal data, whether we are in the process of helping you find a job, continuing our relationship with you, providing you with a service, or you are just visiting our website.

It describes how we collect, use and process your personal data, and in doing so, how we comply with our legal obligations to you. Your privacy is important to us, and we are committed to protecting your rights. This Privacy Policy applies to the personal data of our Website Users, Candidates and Clients.

• For the purpose of applicable data protection legislation (including but not limited to the General Data Protection Regulation (Regulation (EU) 2016/679) (“GDPR”), the company responsible for your personal data can be found here:

• The Data Controller is 121 Recruitment Services Ltd (121), registered in the England & Wales at Room 5, Building 940, Popjak Road, Kent Science Park, Sittingbourne, Kent, ME9 8PS under;

  • Company Number: 1235726

• You can contact the Data Controller representative at;

  • info@121-recruitment-services.com

121 offers various services to its clients and candidates. 121 must process personal data (including sensitive personal data) so that it can provide these services.

Your personal details may be sent directly to 121, such as on an application or registration form or via our website, or they may be collected from another source such as a job board or social networking site. 121 must have a legal basis for processing your personal data. For the purposes of providing you with our services and/or information relating to services relevant to you we will only use your personal data in accordance with the terms of the following statement.

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2. How we use your information

This privacy notice tells you what to expect when 121 collects personal information. It applies to information we collect about:

• visitors to our websites;

• people who use our services, e.g. who subscribe to our newsletter or request information from us; and

• our current and former employees.

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3. Visitors to our website

When someone visits www.121-recruitment-services.com we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

121 uses a third-party service provider to help maintain the security and performance of the website. To deliver this service it processes the IP addresses of visitors to the website.

Wix

We use a third-party service, Wix.com for our website. 121 site is hosted at Wix.com. We use a standard Wix service to collect anonymous information about users' activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it.

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4. People who contact us via social media

We use third party providers; Facebook, Twitter, Instagram and LinkedIn to manage our social media interactions.

If you send us a private or direct message via social media the message will be stored by the platform for three months. It will not be shared with any other organisations.

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5. People who email us

We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with government. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.

We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

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6. People who make a complaint to us

When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.

We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying them to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.

We will keep personal information contained in complaint files in line with our retention policy.

This means that information relating to a complaint will be retained for two years from closure.

It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.

Similarly, where enquiries are submitted to us, we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.

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7. People who use 121’s Services

121 offers various services. We have to hold the data of the people who have requested the service in order to provide it. However, we only use these details to provide the service the person has requested and for other closely related purposes.

This data may consist of your name, address, e-mail address, telephone number, career history and education, nationality and basis for working in the UK as required by law.

It may also be necessary to collect a copy of your passport and/or driving license, copies of any certificates or qualifications, as well as financial information or criminal history should additional background checks be required by our Clients.

121 reserves the right to request additional information as it sees fit for the purpose of the services which will be provided at your own discretion.

Personal data will be stored, processed, used and disclosed for purposes including but not limited to the following;

• Providing our recruitment services to you

• Enabling you to submit your CV, to apply for specific jobs or update your employment preferences.

• Maintaining business relationships

• Providing information on suitable job opportunities to people registered on our database, to match your profile with suitable job vacancies and to assist us in finding a position that is most suitable for you.

• Internal reporting

• Fulfilling contractual obligations with our clients

• Sharing information directly to your email address

Where consent is given, we will also share information about relevant services that may be of interest to you. You can unsubscribe from such marketing at any time.

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What will we do with your personal information?

All of the information you provide will only be used for the purpose of providing our services or to fulfil legal or regulatory requirements if necessary.

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Who will we share your personal information with?

Many businesses are required by law to ‘notify’ certain specified information to Her Majesty’s Revenue and Customs. This may contain personal information, for example where the business is a sole trader. 121 compiles this information into a list which is required by law to make available. 121 cannot therefore give any guarantees as to how the information contained on the list will be used by those accessing it.

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We collaborate with third parties to create marketing campaigns for the purpose of generating interest in our products and services. When we do this for email lead generation, we act as Joint Data Controllers with our third party. To understand more about how data is processed for email lead generation and our roles and responsibilities, please click here and read Section 6 of our third party's Privacy Notice.

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We may also disclose your personal information to other third parties:

• if we use 3rd 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. Similarly, as an example, if we have employed you directly, we would need to send your data as required by law to local tax authorities.

• If we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.

• if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use which includes exchanging information with other companies and organisations for the purposes of fraud protection.

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Using your information to keep in touch with you

In addition to our typical processing, we may use the information we hold about you in order to contact you in the following circumstances:

• To advise you of changes to our terms

• To advise you of any security concerns

• Where permitted by law

 

How long do we hold it for?

We will hold your data for no longer than 2 years before seeking confirmation that you are happy for us to continue to hold your data. If we have placed you either with one of our clients or you have been employed directly by us, we are required by law to hold your data for 7 years.

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Secure collection and storing of your information

All information that you provide to us, or we collect about you, is stored on our secure servers. We understand that this includes confidential information and we have put in place a range of suitable physical, electronic and managerial procedures to safeguard and secure your information.

Our staff have the minimum required access to your data, and are trained to ensure that it is protected, and kept secure.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to us; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

We do not store your information for longer than is necessary to provide the service, and to ensure that we have appropriate auditable records for business purposes. 

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Automated Decision Making

During our processing of your information, we may use functions that could be defined as automated decision making. Typically, this would be where you have submitted a CV/resume to us, and we use an industry standard 3rd party product which uses complex proven semantic and natural language algorithms to “read” and extract data from the submitted document and create a profile for you in our database. This information could later be used to then match your profile against vacancy profiles also stored within our database. We have conducted a Data Protection Impact Assessment and matched profiles and vacancies are assessed by our staff before we contact you in regard to the position to ensure suitability. If you have any questions about this process or to request that we do not use this process during our relationship with you, please contact us.

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Your rights

You have the right to request from us access to your own personal information.  This is sometimes known as a 'subject access request'. 

Additionally, you have the right to request from us:

• that any inaccurate information we hold about you is corrected

• that information about you is deleted in certain situations

• that we stop using your personal information for certain purposes

• that your member profile is provided to you in a portable format

• that decisions about you are not made by wholly automated means

Many of the rights listed above are limited to certain defined circumstances and we may not always be able to comply with your request.  We will tell you if this is the case.

You also have the right to ask us not to process your personal data for direct marketing. We will inform you if we intend to use your information for this purpose or if we intend to disclose your information to any third party for this purpose. You can exercise your right to prevent us using your information in this way by contacting us. 

If you choose to make a request to us to exercise any of these rights, we will aim to respond to you as soon as we reasonably can but no later than one month.  We will not charge a fee for dealing with any reasonable request.

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8. Online Data

How we use cookies
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added, and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

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Complaints or queries

If you are unhappy with how we are using your personal information or if you wish to complain about how we have handled a request, then please contact our Data Controller’s Representative and they will try to resolve your concerns.

You also have the right to complain to your local Data Protection Authority and a full list can be found here;

Data protection - GOV.UK (www.gov.uk)

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9. Changes to this privacy notice

Any changes we may make to our privacy notice in the future will be posted on this page. Please check back frequently to see any updates or changes to our privacy notice.

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10. Law and Jurisdiction

This privacy information notice is subject to the laws of England, and the non-exclusive jurisdiction of the English Courts.  If you are domiciled in Scotland, Wales or Northern Ireland it can be enforced in your local court system.