Privacy & Global Data Protection Regulation (GDPR) Policy

1.0 – Introduction

This purpose of this Privacy and GDPR policy is to outline what we do with the personal data of clients and candidates. It describes how we collect, use and process data and how, in doing so, we comply with our legal obligations.  At Orton Search, we are in good shape to comply with a GDPR recruitment process and have detailed this below.  Contact details can be found at the bottom of this document should you wish to ask questions regarding our policy or about how we process your data.

2.0 – Overview

2.1 – Purpose of Collecting Data
Our sole reason for collecting candidate and client data is for recruitment purposes only. We collect and manage only the data which is absolutely necessary for us to complete our recruitment purpose. Recruitment activities are outlined as below: (Please note that this list is not exhaustive.)

• Collecting contact data from you and other sources, such as LinkedIn.
• Storing your details (both client & candidates and updating them when necessary) on our recruitment database, so that we can contact you in relation to recruitment.
• Assessing data about you against vacancies which we think may be suitable for you.
• Send your information to our key Clients, in order to apply for jobs or to assess your eligibility for jobs.
• Enabling you to submit your CV for suitable roles.
• Providing you with our recruitment services and to facilitate the recruitment process.

2.2 – Who do we share your personal data with?
In the case of candidates, your data will be shared with our key clients and potential employers. As mentioned in the section 2.1, this is with the aim of increasing chances of employment. At no stage is your data shared with any third party organisations; only the clients we deal with.

2.3 – Methods to protect your Personal Data
We have taken appropriate measures to protect the personal information that we hold from misuse, loss or unauthorised access. This is achieved through both technical (backup/recovery/virus protection etc.) means and non-technical techniques. Recruitment consultants at Orton Search are aware of the technical and non-technical procedures in place.

2.4 – How long do we keep the data we hold for?
‘Meaningful contact’ in this context means communication with us either written (email/text) or verbal (phone) where you are actively engaging with the service we provide. For example, should we be provided with an up to date CV, then this is deemed as meaningful contact. We will review and delete personal data from our recruitment CRM if we have not had any meaningful contact with you for 8 years (or for such longer period as we believe in good faith that the law or relevant regulators require us to preserve your data).

3.0 – GDPR New Practices

As of 25^th May 2018, the General Data Protection Regulation (GDPR) comes into action, strengthening people’s rights to privacy and to protect their personal data. The sections outlined in 3.0 details the steps that Orton Search has put into place to become GDPR compliant.

3.1 Right of Access

Under GDPR rules, you have the right to access, amend or to take back (delete) the information that you have given to us. Effectively, you retain various rights in respect of your data, even once you have given it to us. Please contact us (Section 6.1) to make queries about these rights.

3.1.1- Data Subject Access Requests

You have the right to ask us to confirm what information we hold about you at any time. Based on this you can request us to modify, update or delete the data held.

3.1.2 – Right to Object 

This right enables you to object to us using your data if you do not agree that we are using for the purposes outlined in 2.1. See contact us in order to do so.

3.1.3 – Right to Withdraw Consent
Where we have obtained your consent to process your personal data for recruitment purposes, you may withdraw your consent at any time. Again, contact us to do so.

3.1.4 – Right to Erasure

The right to erasure is also known as ‘the right to be forgotten’. This right is to enable an individual to request the removal of personal data where/when there is no reason for its continued processing.
3.1.5 – Right to Data Portability
The right to data portability allows individuals to obtain and reuse their personal data for their own purposes or for a different service. It allows you to move, copy or transfer personal data easily from one IT environment to another in a secure fashion.

4.0 – What Kind of Personal Information do we hold?

Below is a more detailed list of the information we may collect. We may collect some or all of the information listed below to enable us to offer you employment opportunities which are tailored to your circumstances and your interests. We may require more depending on the stage of your specific recruitment process and hence the list is not exhaustive.

• Full Name
• Email Address
• Contact Number (Mobile, Home, etc.)
• Personal Home Address
• Date of Birth
• Sex/Gender
• Education Details
• Employment History & Details such as Notice Period
• A current and up to date CV
• Nationality/citizenship/place of birth/Immigration Status
• A copy of your driving licence and/or passport/identity card
• Diversity information including racial or ethnic origin, religious or other similar beliefs, and physical or mental health, including disability-related information.
• Details of any criminal convictions if these are required for a role that you are interested in applying for.
• Details about your current remuneration, pensions, salary and financial details.
• Information on your interests and needs regarding future employment.
• Extra information that you choose to tell us.

4.1 – How we collect your personal data

At Orton Search, we collect personal data in two primary ways; personal data that you the candidate give to us and personal data that we receive via LinkedIn and other third party sources.  Please note that we will only use your personal information on LinkedIn (or other third party means) should you accept connection requests. It is important to state at this stage that we do this to reach a positive outcome for both clients and candidates.

4.1.1 – Personal Data you give to us

In order to the best service, Orton Search recruitment consultants need to know certain information to manage you through the recruitment process. This will be achieved through:

• Emailing your CV (or other information) to an Orton Search recruitment consultant.
• An over the phone conversation with a recruitment consultant.
• Entering your details into the Orton Search website form.

4.1.2 – Personal Data we receive from other sources

We may obtain information about you from searching for potential candidates from third party sources, such as LinkedIn. Until we receive an acceptance (of a connection request in the case of LinkedIn) on such a platform, we will not use your data.

4.1.3 – Client Data

We obtain client data from either direct contact made from the client or via the contact section of the client website.

4.2 – Where we store your Personal Information?

The processing of your data takes place at the address found in section 6.0. The data we hold is stored in a CRM system designed by a leading provider in recruitment software.  You can be assured that practices are in place to ensure that your data is kept safe and secure. See Section 2.3.

5.0 – Consent

Article 4(11) of the GDPR states that opt-in consent is “any freely given, specific, informed and unambiguous indication of the data subject’s wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her.” Therefore,

• You have to give us your consent freely, without us putting you under any type of pressure.
• You have to know exactly what you are consenting to. See Section 2.1.
• You have control over which processing activities you consent to and which you don’t, as outlined in Section 3.0.
• You need to take positive and affirmative action in giving us your consent.

We will keep records of the consents that you have given and oblige to these.

Section 6.0 – Contact us

As per the points raised in the policy above, you can get in contact with us in order to request any of the below:

• To access, amend or take back the personal data that you have given to us.
• If you suspect any misuse or loss of or unauthorised access to your personal information.
• Withdraw your consent to the processing of your personal data.
• With any comments or suggestions concerning this Policy

Orton Search & Selection Ltd
Office:  Olympic Business Park, Drybridge Road, Dundonald, KA2 9AE
Alternatively, you can email us at info@ortonsearch.com
You can also unsubscribe by clicking the unsubscribe link at the bottom of the emails we send you.