Privacy policy for recruitment using Teamtailor

The service for handling recruitments and simplifying the hiring process (the "Service") is powered by Teamtailor on behalf of the Namesco Limited group of companies (part of team.blue) ("Controller" “we” “us” etc.). It is important that the persons using the Service ("Users”) feel safe with, and are informed about, how we handle User's personal data in the recruitment process. We strive to maintain the highest possible standard regarding the protection of personal data. We process, manage, use, and protect User's Personal data in accordance with this Privacy Policy ("Privacy Policy").

• 1.General
• 2.Contact Details
• 3.Collection of personal data
• 4.Users’ rights
• 5.Security
• 6.Transfer of personal data to third parties
• 7.Aggregated data (non-identifiable personal data)
• 8.Cookies
• 9.Changes

The Namesco Limited group of companies is the data controller of your personal data provided or collected in connection with the Service. Namesco Limited is registered under company number 03913408, registered office address is Acton House, Perdiswell Park, Worcester, Worcestershire, WR3 7GD. We are part of a wider organisation called team.blue. 

We are the controller in accordance with current privacy legislations. The Users’ personal data is processed with the purpose of managing and facilitating recruitment of employees to our business.

If you have any questions about this Privacy Policy or our privacy practices, please contact our data privacy manager in the following ways:

• Email address: dc@names.co.uk
• Postal address: Namesco Limited Acton House, Perdiswell Park, Worcester, Worcestershire, WR3 7GD

• Dependant on your location, you have the right to make a complaint at any time to the Information Commissioner's Office (the UK supervisory authority for data protection issues (www.ico.org.uk)) or the Data Protection Commissioner (the Irish supervisory authority (www.dataprotection.ie)). 

We would ask that where possible You contact us at dc@names.co.uk in the first instance, so we can attempt to resolve any issues you may have

We are responsible for the processing of the personal data that the Users contributes to the Service, or for the personal data that we in other ways collects with regards to the Service.

When and how we collect personal data 

We collect personal data about Users from Users when Users; 

 

• make an application through the Service or otherwise, adding personal data about themselves either personally or by using a third-party source such as Facebook or LinkedIn.
• use the Service to connect with our staff, adding personal data about themselves either personally or by using a third-party source such as Facebook or LinkedIn.
• provides identifiable data in the chat (provided through the website that uses the Service) and such data is of relevance to the application procedure.

We collect data from third parties, such as Facebook, Linkedin and through other public sources. This is referred to as “Sourcing” and can be manually performed by our employees or automatically in the Service.

In some cases, existing employees can make recommendations about potential applicants. Such employees will add personal data about such potential applicants. In the cases where this is made, the potential applicant is considered a User in the context of this Privacy Policy and will be informed about the processing.

The types of personal data collected and processed  The categories of personal data that can be collected through the Service can be used to identify natural persons from names, emails, pictures and videos, information from Facebook and LinkedIn-accounts, answers to questions asked through the recruiting, titles, education and other information that the User or others have provided through the Service. Only data that is relevant for the recruitment process is collected and processed. 

Purpose and lawfulness of processing  The purpose of the collecting and processing of personal data is to manage recruiting. The lawfulness of the processing of personal data is our legitimate interest to simplify and facilitate recruitment. 

Personal data that is processed with the purpose of aggregated analysis or market research is always made unidentifiable. Such personal data cannot be used to identify a certain User. Thus, such data is not considered personal data.

The consent of the data subject  The User consents to the processing of its personal data with the purpose of Controller’s handling recruiting. The User consents that personal data is collected through the Service, when Users; 

• make an application through the Service, adding personal data about themselves either personally or by using a third-party source as Facebook or LinkedIn, and that Controller may use external sourcing-tools to add additional information; and
• when they use the Service to connect to the Controller’s recruitment department, adding personal data about themselves either personally or by using a third-party source such as Facebook or LinkedIn.

The User also consents to the Controller collecting publically available information about the User and compiles them for use in recruitment purposes.

The User consents to the personal data being collected in accordance with the above a) and b) will be processed according to the below sections Storage and transfer and How long the personal data will be processed.

The User has the right to withdraw his or her consent at any time, by contacting the Controller using the contact details listed in Section 2. Using this right may however, mean that the User can not apply for a specific job or otherwise use the Service.

Storage and transfers  The personal data collected through the Service is stored and processed inside in the UK, the EU/EEA, and any such third country that is considered to have an adequate level of protection, or processed by such suppliers that have entered into such binding agreements that fully complies with the lawfulness of third country transfers or to other supplies where the adequate safeguards are in order to protect the rights of the data subjects whose data is transferred. To obtain documentation regarding such adequate safeguards, contact us using the Contact details listed in Section 2. 

How long the personal data will be processed  If a User does not object, in writing, to the processing of their personal data, the personal data will be stored and processed by us as long as we deem it necessary with regards to the purposes stated above. 

Under certain circumstances, you have rights under data protection laws in relation to your Personal data and more information is set out below.

Your rights under data protection law include:

The right to access;

You have the right to ask us to confirm whether or not we process your personal data and, to have access to the personal data, and any additional information. That additional information includes the purposes for which we process your personal data, the categories of personal data we hold and the recipients of that personal data. You may request a copy of your personal data.

The right to rectification;

If we hold any inaccurate personal data about you, you have the right to have these inaccuracies rectified. Where necessary for the purposes of the processing, you also have the right to have any incomplete personal data about you completed.

The right to erasure;

In certain circumstances you have the right to have personal data that we hold about you erased. This will be done without undue delay. These circumstances include the following: it is no longer necessary for us to hold those personal data in relation to the purposes for which they were originally collected or otherwise processed; you withdraw your consent to any processing which requires consent; and the personal data have been unlawfully processed. However, there are certain general exclusions of the right to erasure, including where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for establishing, exercising or defending legal claims.

The right to restrict processing;

In certain circumstances you have the right for the processing of your personal data to be restricted. This is the case where: you do not think that the personal data we hold about you is accurate; your personal data is being processed unlawfully, but you do not want your personal data to be erased; it is no longer necessary for us to hold your personal data for the purposes of our processing, but you still require that personal data in relation to a legal claim; and you have objected to processing, and are waiting for that objection to be verified. Where processing has been restricted for one of these reasons, we may continue to store your personal data. However, we will only process it for other reasons: with your consent; in relation to a legal claim; for the protection of the rights of another natural or legal person; or for reasons of important public interest.

The right to object to processing;

 

You can object to us processing your personal data on grounds relating to your particular situation, but only as far as our legal basis for the processing: the performance of a task carried out in the public interest, or in the exercise of any official authority vested in us; or the purposes of our legitimate interests or those of a third party. If you make an objection, we will stop processing your personal data unless we are able to: demonstrate compelling legitimate grounds for the processing, and that these legitimate grounds override your interests, rights and freedoms; or the processing is in relation to a legal claim.

The right to data portability;

In relation to the information you have given us and that we hold electronically, you have the right to request that your personal data be moved, copied or transferred from one database, storage or IT environment to another. You can make a portability request at any time where we have relied on your consent to use your personal data, or we have processed your data as part of a contract you have with us.

The right to complain to a supervisory authority;

If you think that our processing of your personal data infringes data protection laws, you can lodge a complaint with a supervisory authority responsible for data protection. You may do this in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.

The right to withdraw consent; and

To the extent that the legal basis we are relying on for processing your personal data is consent, you are entitled to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.

If you wish to:

Request access to, deletion of or correction of, your personal data, please contact us to arrange this at dc@names.co.uk. 

Please note we reserve the right to charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances. We may additionally need to request specific information from you to help us confirm your identity.

We prioritise the personal integrity and therefore works actively so that the personal data of the Users are processed with utmost care. We take the measures that can be reasonably expected to the make sure that the personal data of Users and others are processed safely and in accordance to this Privacy Policy, the Data Protection Act 2018 and the GDPR regulation.

However, transfers of information over the internet and mobile networks can never occur without risk, so all transfers are made on the risk of the person transferring the data. It is important that Users also take responsibility to ensure that their data is protected. It is the responsibility of the User that their login information is kept secret.

We will not sell or otherwise transfer Users’ personal data to third parties.

We may transfer Users’ personal data to;

• our contractors and sub-contractors, acting as our Processors and Sub-Processors in accordance with our instructions, for the provision of the Service;

• Members of our wider group organisation, including our subsidiary companies, our ultimate holding company and its subsidiaries;
• Analytics and search engine providers that assist us in the improvement and optimisation of our website;

 

• authorities or legal advisors in case criminal or improper behaviour is suspected; and
• authorities, legal advisors or other agents, if required by us according to law or another authority’s injunction.

We will only transfer Users’ personal data to third parties that we have confidence in. We carefully choose partners to ensure that the User’s personal data is processed in accordance with current privacy legislations. We cooperate with the following categories of processors of personal data: 

• Teamtailor, who supplies the Service 
• server and hosting companies 
• email reference companies 
• video processing companies 
• information-sourcing companies, analytical service companies and other companies with regards to suppling the Service.

 

We may share aggregated data to third parties. The aggregated data has in such instances been compiled from information that has been collected through the Service and can, for example, consist of statistics of internet traffic or the geological location for the use of the Service. The aggregated data does not contain any information that can be used to identify individual persons and is thus not personal data.

When Users use the Service, information about the usage may be stored as cookies. Cookies are passive text files that are stored in the internet browser on the User’s device, such as computer, mobile phone or tablet, when using the Service. We use cookies to improve the User’s usage of the Service and to gather information about, for example, statistics about the usage of the Service. This is done to secure, maintain and improve the Service. The information that is collected through the cookies can in some instances be personal data and is, in such instances, regulated by our Cookie Policy.

Users can at any time disable the use of cookies by changing the local settings in their devices. Disabling of cookies can affect the experience of the Service, for example disabling some functions in the Service.

We have the right to, at any time, make changes or additions to the Privacy Policy. The latest version of the Privacy Policy will always be available through the Service. A new version is considered communicated to the Users when the Privacy Policy is updated on the Teamtailor website.