GDPR Candidate Agreement
Grassroots Recruitment are committed to protecting and respecting your privacy. This agreement, together with the policies and notices set out below, sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.
Who we are and why we collect your data
All organisations that process personal data are required to comply with data protection legislation. This includes in particular the Data Protection Act 2018, UK General Data Protection Regulation (UK GDPR) (Regulation (EU) 2016/679) and the EU General Data Protection Regulation (together the ‘Data Protection Laws’). The Data Protection Laws give individuals (known as ‘data subjects’) certain rights over their personal data whilst imposing certain obligations on the organisations that process their data.
As a recruitment business, Grassroots Recruitment provides work-finding services to its clients and work-seekers – acting as a Recruitment Agency and a Recruitment Business as defined by the Employment Agencies and Employment Businesses Regulations 2003. To do so, we must collect and process both personal data and sensitive personal data and, as such, we act as a data controller. We are registered with the Information Commissioners Office (Registration Number – ZA1833999) and our Data Protection Officer is Caroline Brown. We are also required to keep this data for different periods depending on the nature of the data.
You can view our full Data Protection Policy here and we have also provided a summary and links to our specific policies and procedures below for your reference.
The Information we collect
To carry out our core recruitment activities, we collect information about you which may include: your name, address and post code; private and corporate e-mail address and phone number; date of birth, gender, ethnic origins, criminal records and personal interests; financial information and compliance documentation; references verifying your qualifications and experience and your right to work in the United Kingdom; curriculum vitae and photograph; employment details (including remuneration details) and preferences; job requirements (including location, salary sought, job industry, job title); links to your professional profiles available in the public domain e.g. LinkedIn, Twitter, Facebook for Business or corporate website; plus any other information you may volunteer to us as part of the sign-up process.
Grassroots Recruitment uses the information it gathers about you for three purposes:
- To provide you with the products and services you request
- To contact you from time to time about special offers and new products/services
- To improve our service levels by monitoring usages and behavioural patterns.
By registering with Grassroots Recruitment Ltd, you agree that your information may be shared with third parties for the purpose of fulfilling, servicing and completing your requests and transactions related to it.
How we collect this information
The information we collect about you will be provided by you, either by filling out an application or registration form on our website [grassroots-recruitment.co.uk] or by corresponding with us by phone, e-mail or otherwise. It will also include information you provide when you register to use our website, subscribe to our services, attend our events, participate in discussion boards or other social media functions on our website, enter a competition, promotion or survey, and when you report a problem with our site.
We may also obtain information about you from other sources such as LinkedIn, corporate websites, job board websites, online CV libraries, your business card, personal recommendations, and any relevant social media sites. In this case – and within 30 days of collecting – we will inform you that we hold this personal data, the source the data originated from, whether it came from publicly accessible sources, and for what purpose we intend to retain and process your personal data.
CV Submissions
As part of the services we provide, you may choose to provide us with your CV, to be viewed by various organizations who access this Website. In addition to the provisions of this Privacy Policy, the collection, use and distribution of your CV is governed by the Terms & Conditions of Use.
Sharing and Disclosure
Grassroots Recruitment does not share or rent your personal information with third parties unless:
- You have specifically consented to allow us to share your personal information with third party organisations. or
- You are seeking employment with a third-party organisation through the use of our services and for the purpose of evaluating your suitability the third-party organisation requests some or all of the information you have supplied us for this purpose. For the avoidance of doubt, the information we supply any third-party may only be used for the purpose for which it is supplied. or
- We need to share your information in order to provide a product or service you have requested. or
- We are required to do so by legal process or in response to a subpoena, court order or other legitimate request by an authority.
Our legal basis for processing data
Our legal basis for the processing of personal data is:
- Consent (where directly provided)
- Legitimate interest (to provide work-finding services to you as an individual seeking work)
- Contractual obligation (where we have entered into a placement agreement with you to provide services to you)
- Legal obligation (where we are required by law or regulation to process your data)
You can find out more about these in our Privacy Notice.
Where we store your personal data
All information stored on our recruitment software is secured through the Microsoft Azure Infrastructure and located at two data centres locations within Europe. Our primary centre is located in Microsoft’s Western European centre, and these facilities are secured by a series of measures, including (but not limited to) biometric access, security alarm systems and round-the-clock security staff. Additional security information on Microsoft’s data centres can be found here.
How long we keep your data for
We retain different types of data for differing periods of time. The criteria we use to determine whether we should retain your personal data and how long for includes:
- The nature of the personal data
- Its perceived accuracy of your date
- Your engagement levels with our services
- Our legal obligations following an offer or when a placement has been made.
We may archive part or all of your personal data, or retain it on our financial systems but delete all or part of it from our recruitment software system. On removal, we may anonymise parts of your data – particularly following a request for suppression or deletion of your data – to ensure we do not re-enter your personal data to our database, unless you have requested us to do so.
Our current retention period for data on candidates who have not been placed, or are no longer showing any signs of engagement with our website, is 2 years.
View our full Data Retention Policy here.
Your rights
The GDPR provides you with the following rights:
- The right to be informed about the personal data we process on you
- The right of access to the personal data we process on 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
- The right not to be subjected to automated decision-making and profiling.
Therefore, we encourage you to log in to your profile through our website to ensure your data is accurate, complete and up to date at all times.
Your Ability to Edit your Data
You have total freedom to login and amend any of your details at any time, including whether or not you want us to contact you in the future with special offers or news of new products and services. If you decide at any time that you do not want to receive any updates you have subscribed for just send an email message to info@grassroots-recruitment.co.uk indicating your preference not to receive updates. If you are unsure whether we have a record containing your personal information and would like to confirm whether or not we do, please send an email to info@grassroots-recruitment.co.uk indicating all email addresses which you may have given us.
Changes to our privacy notice
Any changes we make to our privacy notice in future will be posted on this page and, where appropriate, you will be notified by e-mail. Please check back frequently to view any updates or changes to our privacy notice.
Contacting Us
If you have any queries, complaints or suggestions about Grassroots’ handling of personal data, then please contact info@grassroots-recruitment.co.uk