INTRODUCTION

Perfect Placement UK Limited is committed to protecting and respecting your privacy. This Privacy Policy sets out the basis on which we may use, process, store and disclose personal data that we may collect about individuals who visit our website, use our recruitment services (whether as a candidate or a client) or work with us as a supplier. It also sets out your privacy rights and how the law protects you.

Protecting your personal data is a priority for us.

KEY INFORMATION

About Us

We are Perfect Placement UK Limited, a registered company in England under company number 04293920. Perfect Placement UK Limited is the controller and is responsible for your personal data (referred to in this document as “we”, “us”, “our”).

Our registered address is Avocet Court, 8 Central Avenue, St Andrews Business Park, Norwich, Norfolk, NR7 0HR. We are a recruitment agency and recruitment business as defined in the Employment Agencies and Employment Businesses Regulations 2003.

Contact Us

If you have any questions about this Privacy Policy, please contact our Data Protection Officer, Kafico Limited, using the following details:

• Email Address: info@kafico.co.uk    
• Postal Address: Kafico Limited, Vantage Point, New England Road, Brighton, BN1 4GW

Please ensure your communication is addressed for the attention of the Data Protection Officer.

Where it is necessary for us to share identifiable personal data with Kafico Limited as our Data Protection Officer, this personal data remains in the UK and is held securely and confidentially.

Updates to this Privacy Policy

We will keep our Privacy Policy under regular review and we may update it at any time. Updates to this Privacy Policy will be reflected on this webpage after they have been made.

Third-Party Links

Our website may include links to third-party websites, plug-ins and applications. Clicking those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for how they use, process, store or disclose your personal data.

About this Privacy Policy

This Privacy Policy aims to give you information on how we use, store, collect and process your personal data and applies to our website users, candidates, clients, suppliers and other people with whom we may contact in a business capacity.

This Privacy Policy covers:

• The types of personal data we may collect about you
• How and why we collect and use your personal data
• How long we keep your personal data for
• When, why and with who we will share your personal data
• The legal basis we have for using your personal data
• The effect of refusing to provide your personal data
• The rights and choices you have when it comes to your personal data
• How you may contact us and how we may contact you

THE PERSONAL DATA WE COLLECT

“Personal data”, or “personal information”, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

Candidate Data

We currently collect and process the following personal data in relation to candidates:

• Name
• Contact Details such as email address and phone number
• Curriculum Vitae (CV) including employment history, education details and relevant information
• Home address
• Links to your professional profiles available in the public domain, e.g. LinkedIn
• Immigration Status / Right to Work

On occasion we will also collect and process the following personal data in relation to candidates:

• National Insurance Number
• Copies of ID documents (such as a passport and/or driving licence)
• Copies of training or qualification certificates
• Date of Birth
• References and Referee details
• Emergency Contact Details
• Extra Information that you choose to tell us
• Extra Information that your referees choose to tell us about you

Finally, we may also collect sensitive personal data about candidates, related to your health, diversity information or details of any criminal convictions. We only collect sensitive personal data from you where you have given your express consent.

Client Data

We currently collect and process the following personal data in relation to our clients:

• Name
• Business contact details including email address and phone number
• Information and conversations relating to candidates introduced by us
• Extra information that you choose to tell us

Supplier Data

We currently collect and process the following personal data in relation to our suppliers:

• Name
• Business contact details including email address and phone number

Website Users

We collect a limited amount of personal data from the users of our website which we use to help us to improve your experience when using our website and to help us manage the services we provide. This includes information such as how you use our website, the most popular referrers and website responsiveness. You can read more about the cookies we have operating on our website below.

HOW WE COLLECT PERSONAL DATA, WHY WE HAVE IT, AND HOW WE USE IT

Candidates

How we collect Candidate Data

Most of the personal data we process is provided directly by you. Situations in which a candidate provides personal data to us may include:

• Emailing your CV to us or one of our employees
• Uploading your CV to perfectplacement.co.uk
• Providing a hard copy of your CV
• Providing information directly to us as it has been requested
• Conversations on the telephone which have been recorded

We also receive personal data indirectly, from the following sources:

• Job boards where you have uploaded your CV and of which we subscribe
• Professional profiles such as LinkedIn
• Where you have applied to a job advert, advertised by us
• The public domain, when searching for suitable candidates
• Through our “Recommend a Friend” Scheme

Why we collect Candidate Data and how we use it

We will only use your personal data when the law allows us to. The main reason we collect and process personal data in relation to candidates is to enable us to provide our recruitment services to you and facilitate the recruitment process. This includes carrying out the following functions:

• To identify suitable vacancies for you
• To update you on a current job application
• To stay up to date with your employment and skills.
• To assess data about you against current vacancies which we think may be suitable for you
• To enable you to submit your CV, apply online for jobs or to subscribe to alerts about jobs we think may be of interest to you
• To send your information to clients for job opportunities when you have given us consent to do so
• To allow us to fulfil our obligations to you arising from any contracts entered into between us
• To allow us to fulfil our obligations to our clients in relation to your recruitment process
• To allow us to fulfil any legal obligations in relation to your recruitment
• To enable us to send you targeted, relevant marketing materials or other communications which we think are likely to be of interest to you. Before we do so, you will be given an option to opt-out of such communications and an option to unsubscribe will also be provided with each communication

Clients

How we collect Client Data

We obtain Client data either directly from you when you contact us by phone and/or email or where we contact you through business development activities by phone and/or email or a member of your organisation has given us your details.

We may also collect data from sources such as:

• The public domain, such as an organisation’s website and other online sources
• Professional profiles such as LinkedIn
• Conversations on the telephone which are recorded

Why we collect Client Data and how we use it

We will only use a client’s personal data when the law allows us to. The main reason we collect and process Client Data is to enable us to provide our recruitment services to you and facilitate the recruitment process. This includes carrying out the following functions:

• In order to contact you in relation to recruitment services we are providing or can provide to you
• To keep a record of our conversations
• To enable us to send you targeted, relevant marketing materials or other communications which we think are likely to be of interest to you. Before we do so, you will be given an option to opt-out of such communications and an option to unsubscribe will also be provided with each communication

Occasionally we may use Client Data where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

Suppliers

How we collect Supplier Data

We obtain Supplier Data either directly from you when you contact us by phone and/or email or a member of your organisation has given us your details.

Why we collect Supplier Data and how we use it

We collect Supplier Date in order to contact you in relation to our agreements, to fulfil our obligations to you pursuant to any contract, and to obtain support and services from you.

Occasionally we may use Supplier Data where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

CHANGE OF PURPOSE

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

HOW LONG WE KEEP YOUR DATA FOR

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

Under data protection law (UK GDPR), we are required to keep the data we hold accurate and, where necessary, up to date. As such, we will make an effort to regularly communicate with you to ensure your data is up to date and accurate.

Whilst we will endeavour to permanently erase your personal data once it reaches the end of its retention period or where we receive a valid request from you to do so, some of your data may still exist within an archive system. While certain details may still exist on an archive system, this cannot be readily accessed by any of our operational systems, processes or staff.

WHO WE SHARE YOUR PERSONAL DATA WITH

We require all third parties with whom we share personal data to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

Candidates

We share your personal data with the client who has a position to fill, in order to determine with the client whether you are a good fit for the available position. Every time you wish us to submit an application on your behalf you need to provide us with your verbal or written consent.

We may occasionally conduct checks on you with third parties to verify the information you have provided and where we do this we would notify you beforehand to obtain verbal or written consent.

Your personal data may also be shared with third party service providers who we use to help us provide our services to you.

Clients

We share your personal data with candidates during the course of providing recruitment services to you.

Your personal data may also be shared with third party service providers who we use to help us provide our services to you.

International transfers

Some of our external third parties and clients are based outside the UK so their processing of your personal data will involve a transfer of data outside the UK.

Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.
• Where we use certain service providers, we may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.

PURPOSES OF THE PROCESSING AND THE LEGAL BASIS FOR THE PROCESSING

Under the UK GDPR, we rely on the following legal grounds to process your personal data:

• Performing a contract - where, in order to perform our obligations under a contract with you or to take steps at your request to enter into a contract with us, it is necessary for us to process your personal data.
• Compliance with a legal obligation - where we need to process your personal data to comply with legal or regulatory obligations.
• Our legitimate interests or those of a third party, and your interests and fundamental rights do not override those interests - including:
  • responding to your requests and enquiries (the legitimate interest for us in this case is to maintain a constant and updated communication with clients and candidates, which is part of any commercial relationship);
  • optimising the performance of our website and user experience;
  • informing you about our services (the legitimate interest for us is to inform clients and candidates about similar services and products);
  • ensuring that our operations are conducted in an efficient manner;
  • providing satisfaction surveys of our services; and
  • contacting prospect business clients in order to establish commercial relationships with business clients (the legitimate interest of us is to maintain relations of any kind with the company where the contact person works).
• Consent - in some circumstances, we will ask for your consent to process your personal data in a particular way – in particular to manage your marketing preferences or to apply for a job on your behalf. For example, if you register for a job, we will offer you the possibility of registering for similar job alerts. To the extent that we are processing your personal data based on your consent, you have the right to withdraw your consent at any time.  Please contact us if you would like to withdraw your consent.

FAILURE TO PROVIDE PERSONAL DATA

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform our recruitment services or contract with you. This may cause a delay in the recruitment services and we may be unable to continue with an application or placement. In this case, we will notify you.

DATA SECURITY

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

YOUR RIGHTS AND CHOICES IN RELATION TO THE DATA WE HOLD ON YOU

You have a number of rights when it comes to your personal data. Further information and advice about your rights can be obtained from the Information Commissioners Office (ICO) - https://ico.org.uk/

In order to exercise the rights set out below, we may need to request specific information from you to help us confirm your identity. This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

The right to be informed

You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we are providing you with the information in this Privacy Policy.

The right of access

You have the right to obtain access to your information (if we’re processing it), and certain other information (similar to that provided in this Privacy Policy). This is so you’re aware and can check that we’re using your information in accordance with data protection law.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may 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.

The right to rectification

You are entitled to have your information corrected if it’s inaccurate or incomplete.

The right to erasure

This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there’s no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.

The right to restrict processing

You have rights to suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be supressed to make sure the restriction is respected in future.

The right to data portability

You have rights to obtain and reuse your personal data for your own purposes across different services.

The right to object to processing

You have the right to object to certain types of processing, including processing for direct marketing.

The right to lodge a complaint

You have the right to lodge a complaint about the way we handle or process your personal data with the ICO.

The right to withdraw consent

If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful). This includes your right to withdraw consent to us using your personal data for marketing purposes.

Exercising your rights

To exercise your rights, or to withdraw your consent to processing, or to unsubscribe from receiving marketing communications from us, please contact the Data Protection Officer using the details set out above.

CONTACT

We may contact you via phone, email or social media. If you prefer contact via a different means, please let us know.

If you are unhappy with how we have handled your information, or if you have further questions on the processing of your personal data, contact the Data Protection Officer.

This Privacy Policy was last updated in June 2023

COOKIES

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site.

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive.

We use the following types of cookies on our website:

• Strictly necessary cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.
• Analytical or performance cookies. These allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.

To manage your cookie settings on our site and change your preferences please click the green circluar icon in the bottom left corner at any time during your visit to our website. 

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