Privacy Policy

PRIVACY NOTICE

CONTENTS:

  1. Introduction
  2. Candidates
  3. Clients
  4. All Personal Data
  5. Individual Rights

 

  1. INTRODUCTION:

Pyramid Recruitment Limited (“Pyramid Recruitment”) are committed to protecting the privacy of all our candidates, clients and users of our website. When you make contact with Pyramid Recruitment you can trust us with your information and we will ensure the information you submit to us through any of our offices or via the website is only used for the purposes set out in this Privacy Notice.

This privacy notice has been prepared in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and the Data Protection Act 2018. Your new rights under the GDPR are set out in this notice but will only apply once the GDPR becomes law on 25thMay 2018.

Who controls your personal data?

  • The Data Controller is Pyramid Recruitment Limited (“Pyramid Recruitment”). Company Number: 05977339
  • Address: Suite A, 1stFloor, Midas house, 62 Goldsworth Road, Woking, Surrey, GU21 6LQ
  • The Data Controller’s data protection officer is Andrew Malkin
  • Contact: DPO@pyramid-rec.com
  • Telephone: 01483 343 166
  • Pyramid Recruited Limited is registered as a Data Controller with the Information Commissioner’s Office (ICO). Certificate Number Z1472676

How do we get your data?

Pyramid Recruitment collect the personal data from the following types of people to allow us to undertake our business:

  • Prospective and live client contacts (to include referee contacts provided by candidates)
  • Placed and Prospective candidates for both permanent or temporary roles
  • Supplier contacts
  • Employee’s, Consultants, temporary workers and contractors

You may have applied directly to work with Pyramid Recruitment or we may have found your details from social networking sites. We are able to process your data if we have a legal basis for doing so. There are six legal bases for processing data but we will rely on:

  1. That the processing is necessary for the performance of a contract with you
  2. Your consent to send direct marketing messages about services other than our recruitment services, or
  3. That we have legitimate interest in processing your personal data

 

  1. CANDIDATES:

This part will apply to individuals looking for a role to work with us or anyone wishing to use or using our Recruitment Services (“a candidate”)

What information do we collect about you?

The personal data we collect or receive includes: name, address , email address and other contact details, passport, visa and other right to work or identity information, bank details, national insurance and tax (payroll) information, date of birth, Job history (including information from any placements through Pyramid Recruitment), qualifications, skills, next of kin, contact details of referees, information from references and pre-employment checks from third parties, personal information like hobbies and interests, other sensitive information such as health records, your marketing preferences.

How do we get your information?

The personal data we collect or receive may come from the following sources (note: this list is not exhaustive): You (e.g your CV, application or registration form), clients, online jobsites, other candidates, social media such as LinkedIn, at interview, marketing databases, the public domain, telephone conversations or video conferences (which may be recorded), our website and software applications, any notes following a meeting or conversation.

If we have obtained your personal data from a third party like an online job board or social media platform we will advise you of the source when we first make contact with you.

What do we do with your information?

Pyramid Recruitment may process your personal data in the following ways: keeping you up to date on potential roles or opportunities, reviewing your suitability for job roles, collecting and storing your personal data (in electronic or paper files), introducing and/or supplying you to current or potential Clients, collating market or sector specific information and providing to our Clients, engaging you for a role with us or with our Clients, including any related administration e.g. timesheets and payroll, sending information to third parties with whom we have or intend to enter into arrangements which are related to our Recruitment Services, retaining a record of our dealings, to market our Recruitment Services, providing information to regulatory authorities or statutory bodies, and our legal or other professional advisers including insurers, for the purposes of backing up information on our computer systems, establishing quality, training and compliance with our obligations and best practice

Why do we process your personal data?

Our legal basis for the processing of personal data is based on our legitimate business interests. Although we also rely on legal obligation, contract and consent for specific uses of data. We will rely on contract is we have entered into or are negotiating a placement agreement with you or your organisation or any other contract to receive services or provide services from you or your organisation. We will rely on legal obligation if we are legally required to hold information on you to comply with our legal obligations.

We will, in certain circumstances, rely on consent for certain uses of your data and you will be asked for explicit consent, if legally required. Examples of when consent may be the lawful basis for processing include gaining permission to introduce you, as a candidate, to a client.

  • Entering into a contract with you: So that we can provide our Recruitment Services, we may enter into a contract with you and/or a third party. In order to initiate a contract we will need certain information, e.g your name and address. The contract will also contain obligations for all parties and we shall process your data as is necessary for the purpose of those in order to process payroll on your behalf.
  • Our compliance with legal obligations: We have to comply with a number of statutory provisions when providing our Recruitment Services and these necessitate to processing of personal data. This requires us to verify your identity, maintain records for specific amounts of time and assess your suitability for external jobs. Where we engage a person to work for us (either supplied to a Client or directly), there are other statutory obligation we must comply with such as: payroll, tax, social security, HMRC reporting requirements and any other law or regulation. We also have to ensure compliance with statutory and regulatory obligations relating to general business which as: tax, fraud/crime prevention, bribery and data protection laws, and cooperating with any regulatory authorities use as the Information Commissioner’s officer (ICO) or HMRC.
  • Our legitimate interests: In providing our Recruitment Services we will carry out some processing of personal data which is necessary for the purpose of our legitimate interests. For commercial viability and to pursue the below legitimate interests, we may continue to process your personal data for as long as is necessary for these purposes. Our legitimate interests include:
  • Retaining records of our dealings and transactions and using such records for the following purposes:
  • Compliance with contractual obligations (with clients or suppliers)
  • Protecting Pyramid Recruitment’s reputation
  • Maintaining backup of our system – for the purpose of being able to restore the system in the event of a security breach or system failure
  • Evaluating compliance and quality – to include compliance with this Privacy Notice
  • Addressing any disputes or queries that may happen – to include establishing, exercising or defending any legal claims
  • Staff training
  • Determining system requirements
  • Using your personal data to:
  • Assess suitability and contact you for opportunities
  • Source potential opportunities as part of our Recruitment Service
  • Collate market trends or information and provide results to clients (both potential and current)
  • Consent to our processing of your data:In order to provide our Recruitment Services, we may process your data on the basis that you have consented to us doing so for a specific purpose e.g if you apply for a particular role you may have consented to our processing of the data that has been provided for the purpose of considering your suitability or for progressing your application for that particular role. In other cases, you may have provided verbal or written consent to the use of your data for specific reasons such as receiving marketing updates and news on current jobs. You may withdraw your consent to our processing of your personal information for a particular purpose at any time. Please see ‘Individual Rights’ below.However, please be aware that we may continue to use or retain your personal information after your request where we have a legal or contractual requirement or a legitimate interest to do so. The withdrawal of consent will not have an effect on the lawfulness of any processing based on consent before it was withdrawn.

What happens if we obtain your personal from a third party?

Part of Pyramid Recruitment’s business activity involves researching information relating to individuals for the purpose of filling job roles. This may include getting personal data from online sources like job boards, social media sites such as LinkedIn. Some of this personal data may be publically available but others being from providers or sites to which we subscribe. We may also receive personal information about you from colleagues, former employees, hiring organisations or from persons for whom you may have provided services to.

If you have informed us you do not want us to use the personal data from the third-party sources, we will discard it. However, we may maintain a very basic record in order to avoid the duplication of the process. Where we believe the information may be of use to us in our Recruitment Services, any processing will be in accordance with this Privacy Notice.

Who do we share your personal data with?

Pyramid Recruitment will not share your personal information unless we are entitled to do so. The categories with whom we may share your personal information include: individuals, hirers and other third parties necessary for the provision of our Recruitment Services; parties who process data on behalf to include IT support and storage service providers; legal and professional advisers; any regulatory authority or statutory body pursuant to a request for information or any legal obligation which applies to us; Insurers.

Do we use automated decisions?

We may use software to review personal data of individuals recorded on our database. The software may determine a candidate’s suitability for a specific role via targeted questions related to the role as setup by our Recruitment teams. The software may then identify and select individual personal information using the stored characteristics or skills of a candidate. Where we use software to assist us with our assessment of a candidate’s suitability for a particular job role, if you consider that any such assessment has been made incorrectly or wrongly, you may ask for an explanation.
 

  1. CLIENTS:

This part will apply if you are an individual working for a third party, such as a client employer, with whom we have dealings

What information do we collect about you?

The personal data we collect or receive will include: contact information to include full name, job role, contact information and email; information relating to our relationship with you or the party for whom you work including any meeting records and discussions; your marketing preferences; your statements and opinions about candidates e.g a reference.

How do we get your information?

The personal data we collect or receive may come from the following sources (note: this list is not exhaustive): You, including where you have provided us with contact details or other information relevant for providing our Recruitment Services; candidates; marketing databases; social media; staff or other representative of the organisation you represent; public domain; notes following a conversation, with you or others, or meetings you attend; conversations over the telephone or video conferencing (which may be recorded).

What do we do with your information?

Pyramid Recruitment may process your personal data in the context of our dealings with the third party for whom you work and as part of our Recruitment Service. Processing may include: using the data to communicate with you; collecting and storing your personal data (in electronic or paper files); actions necessary to further any obligation on us pursuant to a contract between ourself and the third party you work for; sending information to third parties with whom we have or intend to enter into arrangements which are related to our Recruitment Services; providing information to regulatory authorities or statutory bodies and any legal advisers such as insurers; collating sector or market specific information; retaining records of our dealings with you and the organisation you represent; establishing quality, training and compliance with our obligations and best practice

Why do we process your personal data?

  • Compliance with legal obligations:We have to comply with a number of statutory provisions when providing our Recruitment Services and these necessitate to processing of personal data. We also have to ensure compliance with statutory and regulatory obligations relating to general business which as: tax, fraud/crime prevention, bribery and data protection laws, and cooperating with any regulatory authorities use as the Information Commissioner’s officer (ICO) or HMRC.
  • Consent to our processing of your data:In order to provide our Recruitment Services, we may process your data on the basis that you have consented to us doing so for a specific purpose e.g if you have provided your contact details in order that we may use these to provide you with details of our services. In other cases, you may have provided verbal or written consent to the use of your data for specific reasons such as receiving marketing updates and news on current jobs. You may withdraw your consent to our processing of your personal information for a particular purpose at any time. Please see ‘Individual Rights’ below. However, please be aware that we may continue to use or retain your personal information after your request where we have a legal or contractual requirement or a legitimate interest to do so. The withdrawal of consent will not have an effect on the lawfulness of any processing based on consent before it was withdrawn.
  • Our legitimate interests:In providing our Recruitment Services we will carry out some processing of personal data which is necessary for the purpose of our legitimate interests. For commercial viability and to pursue the below legitimate interests, we may continue to process your personal data for as long as is necessary for these purposes. Our legitimate interests include:
  • Using your personal data:
  • To assess suitability of Candidates and roles
  • To contact you regarding our recruitment services
  • Collate market trends or information and provide results to clients (both potential and current)
  • As otherwise necessary to provide our Recruitment Services and/or to meet our obligations towards either the party you represent or other client and suppliers
  • Retaining records of our transactions and dealing and where application use such records for the purpose of:
  • Establish compliance with contractual obligations with clients or suppliers
  • Protecting Pyramid Recruitment’s reputation
  • Maintaining backup of our system – for the purpose of being able to restore the system in the event of a security breach or system failure
  • Evaluating compliance and quality – to include compliance with this Privacy Notice
  • Addressing any disputes or queries that may happen – to include establishing, exercising or defending any legal claims
  • Staff training
  • Determining system requirements

What happens if we obtain your personal from a third party?

Part of Pyramid Recruitment’s business activity involves researching information for the purpose of finding and filling job roles. This may include getting personal data from online sources like job boards, social media sites such as LinkedIn and advertising. Some of this personal data may be publically available but others being from providers or sites to which we subscribe. We may also receive personal information about you from colleagues, former employees, hiring organisations or from persons for whom you may have provided services to.

If you have informed us you do not want us to use the personal data from the third-party sources, we will discard it. However, we may maintain a very basic record in order to avoid the duplication of the process. Where we believe the information may be of use to us in our Recruitment Services, any processing will be in accordance with this Privacy Notice.

Who do we share your personal data with?

Pyramid Recruitment will not share your personal information unless we are entitled to do so. The categories with whom we may share your personal information include: candidates and other third parties necessary for the provision of our Recruitment Services; parties who process data on behalf to include outsourced payroll providers; IT support and storage service providers; legal and professional advisers; any regulatory authority or statutory body pursuant to a request for information or any legal obligation which applies to us; Insurers.
 

  1. ALL PERSONAL DATA:

Do we transfer data outside of the EEA?

In the provision of our Recruitment Services, we may transfer data to international organisations or countries outside of the European Economic Area (EEA). This may be to candidates or clients or third parties who provide services to us. Where information is being transferred, it may be to a country in respect of which there is an adequacy decision from the EU Commission. However, if this is not the case it is Pyramid Recruitment’s policy to ensure steps are taken to identify any risks and, as far as is reasonably practicable, ensure that appropriate safeguards are taken.

What happens if you don’t wish to provide us with necessary data?

There may be circumstances where we require you to provide data with is necessary for us to meet statutory and contractual obligations and to perform our Recruitment Services. If you do not wish to provide us with the information we request then please notify us. It is important to be aware that as a result we may be unable to provide you, or the party you represent, with a Recruitment Service, and in some cases this may result in a breach of the contract with have with you or the third party you represent.

What about Data Security and Confidentiality?

Pyramid Recruitment ensure, in so far as is reasonably practicable, that all our records and systems are secure and not accessible to any unauthorised third parties.

Website Cookies:

The website uses cookies to improve experience. We’ll assume you’re ok with this, but you can opt-out if you wish.

How will you keep this Privacy Notice up to date?

This Privacy Notice will be reviewed regularly and may be updated from time to time to reflect changes in our business, or legal or commercial practice. Where an update is relevant to our processing of your data, we shall notify you.
 

  1. INDIVIDUAL RIGHTS

Pyramid Recruitment take the protection of your personal data very seriously and it is important that you know your individual rights relating to your data:

  • Object to our processing of your data where that processing is based upon legitimate interest and there are no compelling grounds for the continued processing of that data
  • Request a copy of the personal data that we hold about you. If you would like to make a request for information, please contact DPO@pyramid-rec.com.
  • Request that data is erased where the continued use of that data cannot be justified. Recruitment Agencies are required to keep certain records such as ID or right to work checks and payroll records for certain periods of time. These obligations will override any request to erase data or any objection to processing for so long as they must keep the data
  • Request that we restrict processing of your data in certain circumstances.
  • Request that data provided directly by you and processed by automated means is transferred to you or another controller; this right only being applicable where our processing of your data is based either on your consent or in performance of a contract
  • Withdraw your consent to our processing of your personal data for a particular purpose at any stage. However, please note that we may continue to retain, or otherwise use your personal information thereafter where we have a legitimate interest or a legal or contractual obligation to do so. Our processing in that respect will be limited to what is necessary in furtherance of those interests or obligations
  • Object to any decision, which significantly affects you, being taken solely by a computer or via another automated process
  • Make a complaint to the Information Commissioner’s Office https://ico.org.uk/
  • Request that direct marketing by us to you is stopped

Please note that if you exercise your right to erasure or to cease any processing activity, we may retain a record of this request and the action taken to both evidence our compliance and to take steps to minimise the chance of any data being processed in the future should it be received again from third parties.

If you have any questions regarding any of the above, or if you do wish to exercise the above rights, please contact DPO@pyramid-rec.com.

Complaints:

If you are not happy with any aspect of the way in which your data is processed you may, in the first instance contact DPO@pyramid-rec.com. This does not affect your right to make a complaint to the Information Commissioner’s Officer https://ico.org.uk/

Contact:

If you have any enquires you can contact us via email DNO@pyramid-rec.com or by writing to us at:

Pyramid Recruitment

4thFloor,

One Crown Square,

Church Street East,

Woking,

GU21 6HR