PRIVACY POLICY

FRS-UK Limited is a recruitment business which provides work-finding services to its clients and work-seekers. The Company must process personal data (including sensitive personal data) so that it can provide these services – in doing so, the Company acts as a data controller.

You may give your personal details to the Company directly, such as on an application or registration form or via our website, or we may collect them from another source such as a jobs board. The Company must have a legal basis for processing your personal data. For the purposes of providing, you with work-finding services and/or information relating to roles relevant to you we will only use your personal data in accordance with this privacy statement. At all times we will comply with current data protection laws.

1. Collection and use of personal data

1. Purpose of processing and legal basis

The Company will collect your personal data (which may include sensitive personal data) and will process your personal data for the purposes of providing you with work-finding services. This includes for example, contacting you about job opportunities, assessing your suitability for those opportunities, updating our databases, putting you forward for job opportunities, arranging payments to you and developing and managing our services and relationship with you and our clients.

In some cases, we may be required to use your data for the purpose of investigating, reporting and detecting crime and also to comply with laws that apply to us. We may also use your information during the course of internal audits to demonstrate our compliance with certain industry standards.

We must have a legal basis to process your personal data. The legal bases we rely upon to offer our work-finding services to you are:

• Your consent

• Where we have a legitimate interest

• To comply with a legal obligation that we have

• To fulfil a contractual obligation that we have with you

1. Legitimate interest

This is where the Company has a legitimate reason to process your data provided it is reasonable and does not go against what you would reasonably expect from us.  Where the Company has relied on a legitimate interest to process your personal data our legitimate interests is/are as follows:

• Managing our database and keeping work-seeker records up to date;

• Providing work-finding services to you and our clients;

• Contacting you to seek your consent where we need it;

• Giving you information about similar products or services that you have used from us recently;

1. Statutory/contractual requirement

The Company has certain legal and contractual requirements to collect personal data (e.g., to comply with the Conduct of Employment Agencies and Employment Businesses Regulations 2003, immigration and tax legislation, and in some circumstances safeguarding requirements.)  Our clients may also require this personal data, and/or we may need your data to enter into a contract with you. If you do not give us personal data, we need to collect we may not be able to continue to provide work-finding services to you.  

1. Recipient/s of data

The Company will process your personal data and/or sensitive personal data with the following recipients:

• Clients (whom we may introduce or supply you to)

• Former employers whom we may seek references from

• Other recruitment agencies in the supply chain

1. Collection or personal information

1. In order to provide the services expected by our customers and candidates, FRS-UK may, subject to law, collect information including but not limited to:

• Name;

• Age/date of birth;

• National Insurance number;

• Sex/gender;

• Contact details;

• Education details;

• Employment history;

• Referee details and referrals;

• Immigration status;

• Nationality/citizenship/place of birth;

• Diversity information including but not limited to ethnic origin, religious belief, physical health and mental health as well as other disability related information;

• Details of any applicable criminal history;

• Details about your current remuneration, pension and benefits arrangements;

• Information as to your interests regarding future employments;

• Information that you choose to tell us;

• Information that referees choose to tell us about you;

• Information that Clients may tell us about you, or that we find out from other third-party sources;

• The date, time and frequency with which you access our services.

1. In order to regulate our business and ensure that we are constantly improving, we may collect a limited range of aggregated personal data from users. This includes but is not limited to:

• Information as to how the platform is used;

• The frequency with which the platform is accessed;

• The browser types used to access the platform;

• The locations from which the platform is being viewed;

• Any contact made through the platform, for example by using a chat function, as well as any information you give us in the process of doing so.

1. How we collect your personal data

1. Candidate Data

Candidate data is collected in three primary ways:

• Personal data that you give to us;

• Personal data that we receive from other sources;

• Personal data that we collect automatically.

1. Personal Data that you give to us

In order to provide our services, it necessary for FRS-UK to collect certain personal data. There are several ways in which you can share information with us. These include but are not limited to:

• Entering your information into our platform, or onto any platforms that we own or run for our clients;

• Submitting a hard copy of your information to us or to any of our clients;

• Emailing your information to us or to any of our clients;

• Submitting your information to us via social media or networking platforms.

1. Personal Data we receive from other sources

We may receive Personal Data regarding Candidates from other sources. These may include but are not limited to:

• Your referees;

• Our clients;

• Information obtained by searching for information or potential Candidates from third party sources including but not limited to social media and networking platforms, CV libraries and job boards.

1. Personal Data that we collect automatically

• To the extent that you access, read, click on or email us through our platforms, we may collect automatically generated personal data insofar as is appropriate and in accordance with the law.

1. Client data

Client data is collected in three primary ways:

• Personal data that you give to us;

• Personal data that we receive from other sources;

• Personal data that we collect automatically.

1. Personal data that you give to us

We may hold two primary types of personal data from you:

• Information that you proactively give to us, usually by phone or email; and/or

• Information that we receive when we contact you, by phone or email.

1. Personal data we receive from other sources

We may receive personal data regarding Clients from other sources. These may include but are not limited to:

• Market research exercises, which we may do ourselves or employ another organisation to do for us;

• Research conducted at or about events;

• Information obtained from third party sources, for example if our candidates provide us with your details when you act as a referee for them.

1. Personal data that we collect automatically.

To the extent that you access, read, click on or email us through our platforms, we may collect automatically generated personal data insofar as is appropriate and in accordance with the law.

1. Data retention

The Company will retain your personal data only for as long as is necessary for the purpose we collect it. Different laws may also require us to keep different data for different periods of time. For example, the Conduct of Employment Agencies and Employment Businesses Regulations 2003, require us to keep work-seeker records for at least one year from (a) the date of their creation or (b) after the date on which we last provide you with work-finding services.

We must also keep your payroll records, holiday pay, sick pay and pensions auto-enrolment records for as long as is legally required by HMRC and associated national minimum wage, social security and tax legislation. This is currently 3 to 6 years.

Where the Company has obtained your consent to process your personal and sensitive personal data, we will do so in line with our retention policy. Upon expiry of that period the Company will seek further consent from you. Where consent is not granted the Company will cease to process your personal data and sensitive personal data.

1. Your rights

Please be aware that you have the following data protection rights:

• The right to be informed about the personal data the Company processes on you;

• The right of access to the personal data the Company processes 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 that was based on a public or legitimate interest;

• 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 the Company processing your personal data and sensitive personal data you have the right to withdraw that consent at any time by contacting FRS-UK Limited. Please note that if you withdraw your consent to further processing that does not affect any processing done prior to the withdrawal of that consent, or which is done according to another legal basis.

There may be circumstances where the Company will still need to process your data for legal or official reasons. Where this is the case, we will tell you and we will restrict the data to only what is necessary for those specific reasons.

If you believe that any of your data that the Company processes is incorrect or incomplete, please contact us using the details above and we will take reasonable steps to check its accuracy and correct it where necessary.

You can also contact us using the above details if you want us to restrict the type or amount of data we process for you, access your personal data or exercise any of the other rights listed above.

1. Cookies

We may obtain data about you from cookies. These are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. Cookies also enable us to deliver more personalised content.

Most web browsers allow some control of most cookies through the browser settings.

1. Log Files

We use IP addresses to analyse trends, administer the site, track users’ movements, and to gather broad demographic information for aggregate use.  IP addresses are not linked to personally identifiable information.

1. Links to external websites

The Company’s website may contain links to other external websites. Please be aware that the Company is not responsible for the privacy practices of such other sites.  When you leave our site, we encourage you to read the privacy statements of each and every website that collects personally identifiable information.  This privacy statement applies solely to information collected by the Company’s website. 

1. Data Security

The Company takes every precaution to protect our users’ information.

The Company uses all reasonable efforts to safeguard your personal information. However, you should be aware that the use of email/ the Internet is not entirely secure and for this reason the Company cannot guarantee the security or integrity of any personal information which is transferred from you or to you via email/ the Internet.

If you share a device with others, we recommend that you do not select the “remember my details” function when that option is offered.

If you have any questions about the security at our website, you can email FRS-UK Limited at hello@frs-uk.com.

1. Changes to this privacy statement

We will update this privacy statement from time to time. We will post any changes on the statement with revision dates. If we make any material changes, we will notify you.

1. Complaints or queries

If you wish to complain about this privacy notice or any of the procedures set out in it, please contact: Nicole Treacy, Director at nicole@frs-uk.com.

You also have the right to raise concerns with Information Commissioner’s Office on 0303 123 1113 or at https://ico.org.uk/concerns/, or any other relevant supervisory authority should your personal data be processed outside of the UK, if you believe that your data protection rights have not been adhered to.