This policy also highlights your new rights in line with GDPR regulations which come into effect on 25th May 2018. As well as clearly outlining the MediTalent process for supporting any queries or complaints regarding your data.
For the purpose of data protection legislation the data controller is MediTalent Ltd of 1000 Lakeside, Western Road, Portsmouth PO6 3EZ or email email@example.com
What is the purpose of our business?
MediTalent is a recruitment agency that resources candidates and places them into new jobs with our clients. We also offer a range of other client services such as recruitment project support, recruitment process outsourcing, executive search and international recruitment campaigns. Our business is predominantly permanent placements and we do not therefore directly employ the staff that we place.
What type of data do we collect, store or process?
In order for us to engage in the hiring process with our clients we need to make direct contact with, and have ongoing communications with persons working in such organisations. The information includes:
- Work contact details: address / email / phone number
- Social networking profiles
We also record notes relating to conversations we may have had (from phone calls, face to face visits / events or online communications).
We deem it necessary to process this data in order for us to perform and deliver the required service to our clients.
So that we may be best able to support candidates in finding a new job it is necessary for us to collect, process and record relevant personal data. This data could include:
- Work history such as current or previous employer names, dates, job titles and responsibilities, referees
- Education and qualifications
- Social networking profiles
- Industry relevant registrations
- National insurance number
- Financial information such as salary and benefits package
- Contact details such as email / phone number / address
- Immigration status
- Compliance documentation such as proof of right to work in the UK
- Notes from conversations or communications that we have shared
Depending on job placement requirements, and in line with legislation, it may be necessary for us to collect, store or process data regarding your medical history or criminal background.
By submitting your CV or applying to us directly via any route such as but not limited to our website, job board or social media we believe you are providing us with consent to collect, store and process your data. We will ensure that your data is stored securely and confidentially.
In line with business needs, so that we can communicate about the services that we use, we will collect, store and process personal data for individuals that work with organisations that provide a service to our business. These include:
- Contact details: work address/ email / phone number
- Social networking profiles
We feel it necessary for this information to be collected, stored or processed in line with business operations.
Other relevant business contacts
As part of the recruitment process it is sometimes necessary to obtain referee contact details for candidates being offered a position, in order for personal or professional references to be undertaken. In such cases the candidate provides us with the referee contact details.
Such data may include:
- Referee name
- Referee relationship to candidate
- Referee job title
- Referee employer organisation
- Referee contact details such as address / phone number/ email address
Referencing is an important part of the hiring process to ensure suitability of a candidate for a new job which is why we may collect, store and process this data.
Where and how do we collect your personal data?
Receiving your data directly from you
If you have contacted us directly – either by phone, post, in person, email, via our website or any social channel or via a job advertisement that we have posted, we will consider it to be reasonable for us to collect, store and process your data so that we can effectively support your current job search or keep you informed of future career opportunities.
Collecting your data from other sources
We use a range of sources to support our business in matching candidates to client vacancies. These sources include social media sites such as Linkedin, Facebook, Instagram and twitter. We also use job boards and online CV libraries as well as our own website and also corporate sites or membership organisations.
We also work closely with third parties such as other recruitment agencies, or individuals who refer candidates to our organisation. We may also receive data from our candidates or clients in relation to references or emergency contacts.
What data do we collect when you visit our website?
We collect a small amount of relevant data from our website visitors in order for us to make our site as user friendly as possible, and help us to provide the most relevant and engaging content for future users.
- Google Analytics provides us with information regarding user statistics for every visitor to our site. This information includes:
- URL (Uniform Resource Locators) – date and time of visit, pages you viewed or searches you conducted. It also looks at the behaviour of your visit such as how long you spent on each page, how you browsed (clicks made, scrolling), and errors you incurred.
- IP (Internet Protocol) – this relates to your online address, your browser and login information where relevant
Who might we share your data with?
Only where it is relevant to business operations will we share your data with other parties.
Only with your prior knowledge or agreement (verbal or written) agreed will we share your information with clients or third parties.
We will share your data primarily with candidates, recruitment partner agencies / individuals or suppliers in the proper course of business. This may include advising candidates or suppliers of people they may need to communicate with in the hiring process such as interview attendance. Our suppliers may need to store and process contact information in relation to invoicing or debt management.
We may need to advise clients or candidates of your contact details where there is a need for direct communications with you. This could be to discuss in more detail requirements of a job role for example.
Other business relevant contacts
Unless you specify otherwise we may share your information with our clients, candidates or suppliers where relevant.
Legitimate Business Interest
We support clients in finding candidates for their job vacancies, and we support candidates in securing job opportunities. In order for us to carry out these tasks it is necessary for us to store personal data, share information and process data. As clients have ongoing job requirements and candidates look for new job opportunities throughout their career we need to retain this personal data so that we can be as effective as possible in supporting current and future needs of all parties.
As an essential part of our business growth and development we also need a database of prospective candidates and clients.
In order to keep our clients and candidates informed about industry relevant changes, updates and topics of interest as well as potential opportunities that may be beneficial to individual careers or business needs we issue targeted and specific marketing communications. Should you wish to opt-out of these, or be removed from our database, you can do so by contacting firstname.lastname@example.org
How do we protect your personal data?
We are committed to ensuring your data is secure, we therefore use a range of measures to restrict unauthorised access or misuse of your personal details.
Our database is hosted by a professional provider who have stringent security measures. All access to our database is password protected. We do not store any personal data in paper format, or in spreadsheets outside of our database.
How long do we store your personal data for?
As per our legitimate interest we believe it is necessary and beneficial for all parties, for us to store your data ongoing, unless you withdraw consent.