Pyramid Recruitment Limited (“Pyramid”) is a recruitment company which provides work-finding services to clients and work-seekers. Pyramid must process personal data (including sensitive personal data) so that it can provide these services – in doing so we act as a Data Controller.
The personal data that we collect depends on who you are and your level of interaction with us.
What data do we collect?
CANDIDATE DATA: We only ask for details that will genuinely help us to help you, such as your name, age, contact details, education details, employment history, emergency contacts, immigration status, and financial data (where we need to carry out financial background checks). Where appropriate, and in accordance with local laws and requirements, we may also collect personal data related to your health, diversity, or details of any criminal convictions.
If you are a contractor and we place you in a role, we may also store passport details, bank account details, national insurance numbers, and other financial data.
CLIENT DATA: We need to collect and use data about you, or individuals at your organisation, in the course of providing you with services such as finding candidates who are the right fit for you or your organisation. The personal datathat we collect about our clients is actually very limited. We generally only need to have your contact details or the details of individual contacts at your organisation (such as their names, telephone numbers and email addresses) to enable us to ensure that our relationship runs smoothly. We may also hold extra data that someone in your organisation has chosen to tell us.
SUPPLIER DATA: We need a small amount of data from our suppliers to ensure that things run smoothly. We need contact details of relevant individuals at your organisation so that we can communicate with you. We also need other data such as your bank details so that we can pay for the services you provide, if this is part of the contractual arrangements between us.
WEBSITE USERS: We collect a limited amount of data from our website users which we use to help us to improve your experience when using the Site, and to help us manage the services we provide. This includes data such as how you use our website, the frequency with which you access our website, and the times that our website is mostpopular.
How do we collect personal data?
CANDIDATE DATA: Unless you have given us explicit consent, we process your personal data as a candidate under ‘legitimate interest’, in compliance with the General Data Protection Regulations. This means that we have a clear business interest in processing and storing your personal data. In practice, this means that we have recently seen that you are looking for a new position; and, as recruiters, deem it appropriate to store your personal data in order to help you with your search.
There are two main ways in which we collect your personal data:
- Directly from you; and
- From thirdparties (e.g. social media, job boards).
CLIENT DATA: There are two main ways in which we collect your personal data:
- Directly from you; and
- From third parties (e.g. our Candidates) and other limited sources (e.g. online and offline media).
SUPPLIER DATA: We collect your personal data during the course of our work with you.
ALL DATA: We may also automatically collect data about your usage of the Site using cookies and other technology (for full details of what we use see the section below on “Cookies”). To that effect, we use your IP address (a series of numbers that identifies a computer on the internet) to collect (among other things) internet traffic data, and data regarding your browser type and computer. If you do not want to receive cookies, you may reject them by using your browser settings (for help with how to do this see the section below on “Cookies”).
Please note that we record all incoming and outgoing phone calls. These calls are securely kept for 5 years. We keep these recordings for monitoring and training purposes.
How do we use your personal data?
CANDIDATE DATA: The main reason for using your personal data is to help you find employment or other work roles that might be suitable for you.The more data we have about you, your skillset and your ambitions, the more bespoke we can make our service. Where appropriate and in accordance with local laws and requirements, we may also use your personal data for things like marketing, profiling and diversity monitoring. Where appropriate, we will seek your consent to undertake some of these activities.
CLIENT DATA: The main reason for using data about clients is to ensure that the contractual arrangements between us can properly be implemented and the relationship can run smoothly. This may involve identifying candidates who we think will be the right fit for you or your organisation.
SUPPLIER DATA: The main reason for using your personal data is to ensure that the contractual arrangements between us can properly be implemented and the relationship can run smoothly; as well as to comply with legal requirements.
Data gathered through cookies and similar technologies are used to measure and analysedata on visits to the Site, to tailor the websites to make them better for visitors, and to improve technical performance. We will not use the data to identify you personally or to make any decisions about you.
Who do we share your personal data with?
CANDIDATE DATA: Primarily we will share your personal data with prospective employers to increase your chances of securing the job you want.
CLIENT DATA: We will share your data primarily to ensure that we provide you with a suitable pool of candidates.
If you become a candidate, client or supplier of Pyramid, we may use your personal data to send you information that we think may be of interest to you or your business. This is within our legitimate interests as a recruitment company to use your data in this way.
If you do not wish to receive any direct marketing material or communications after you submit or provide your details, please contact us using the details below (stating UNSUBSCRIBE in the heading of any email message) indicating if you do not wish to be contacted for one or more of these marketing purposes and/or via particular forms of communication e.g. email or telephone. Please note that the preferences that you state will override any registrations you or your organisation may have with the relevant preference organisations.
If you change your mind about being contacted by us in the future, or change address, or if any data that we hold about you is inaccurate or out-of-date, please let us know by emailing or writing to us. We may need to check your identity before amending your data.
How do we safeguard your personal data?
Some of the data you provide to us will be held on our computers in the UK and will only be accessed by or given to our staff working in the UK. Some of the data you provide to us may be transferred to, stored and processed by third party organisations which process data for us and on our behalf. These third parties may be based (or store or process data) in the UK or elsewhere including outside of the EEA.
How long do we keep your personal data for?
Once your personal data is on our database, we will hold your data for a period of 6 years. If we have no record of a positive interaction with you or your company (e.g. by email, phone, job application, etc.), we will delete your personal data from our system, unless we believe in good faith that the law or other regulation requires us to preserve it (for example, because of our obligations to tax authorities).
We maintain the right to hold personal data about specific individuals for longer than the standard 6 years. If we have stored financial data about you, we will hold on to your details for ten years. If we have placed you in a role, we will hold on to your data for ten years. This ensures that we can effectively monitor our placements and our business relationships.
Pyramid has in place administrative, technical, and physical measures on the Site and internally. These measures are designed to guard against and minimise the risk of loss, misuse, unauthorised access or disclosure, alteration, or destruction. Only employees who need the data to perform a specific job are granted access to your personal data.
Where we transfer data to third parties to enable them to process it on our behalf, we ensure that the providers meet or exceed the relevant legal or regulatory requirements for transferring data to them and keeping it secure.
We will also ensure that where personal data is transferred to a country or international organisation outside of the UK/EEA, we will comply with the relevant legal rules governing such transfers.
How can you access, amend or take back the personal data that you have given to us?
Please be aware that you have the following data protection rights:
- The right to be informed about the personal data Pyramid processes about you;
- The right of access to the personal data Pyramid processes about you;
- The right to rectification of your personal data;
- The right to erasure of your personal data in certain circumstances;
- The right to restrict processing of your personal data;
- The right to data portability in certain circumstances;
- The right to object to the processing of your personal data that was based on a public or legitimate interest;
- The right to request that we provide personal data you have given us to a third party provider of our services (where lawful basis for processing is consent and where processing is automated);
- The right not to be subjected to automated decision making and profiling; and
- The right to withdraw consent at any time.
Where you have consented to Pyramid processing your personal data you have the right to withdraw that consent at any time by using the contact the details below. At any time, you have the right to request that we cease processing your personal data, and to request we erase your personal data.
We will respond to your request (including providing data on whether the rights apply in the particular circumstances) within the applicable statutory time period. If we are not sure of your identity, we may require you to provide further data in order for us to confirm who you are.
Changes to this policy
Please note: if you wish to no longer be contacted by us, we may recommend that you simply express the option to be put as ‘do not contact’ on our database, rather than full erasure. This ensures that you will not be contacted by us for 6 years. Anonymisation or erasure may mean that you may still be contacted if data re-appears on a job board.
We do not sell any personal data to third parties.
How to contact us
One Crown Square
Tel: 01483 343166
You can also contact the Data Commissioner’s Office via https://ico.org.uk or on 0303 123 1113 for data, advice or to make a complaint.
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