Fair Processing Notice for Candidates

A&D Recruitment takes the protection and privacy of personal data seriously. We process data and information about our candidates so that we can assess your suitability for a position. This Fair Processing Notice explains what data we process, why we process it, our legal basis, how long we keep it and the rights of candidates. This information will enable you to make an informed choice about whether or not you choose to apply for a position.

This Fair Processing Notice explains how we will use your personal data before, during and after being a candidate.

We will always make sure that our prospective candidate’s information is protected and treated securely. Any information that we process will be held in accordance with the General Data Protection Regulation (GDPR), the Data Protection Act 2018 and other UK or EU data protection legislation

Our contact details

A & D Recruitment Ltd
10 Park Plaza

Registered in England No. 08287123

What personal data do we collect about you, how do we use that personal data, and what is our legal basis?

When you are a candidate, we collect and process your personal data when:

  • you apply for an advertised role via our website;
  • when you register to be a candidate who would like help with their job search;
  • when you respond to a job post placed by A&D Recruitment on a job board on behalf of a client; or
  • you send us your CV.

We need a legal basis in order to process your personal data.  Our processing is with your consent, we have a legal obligation to process the data or the processing is a legitimate activity.

We invite you to register with A&D Recruitment or to apply for a position on our website.  You can also apply for a job placed by us on a job board or you can send us your CV.

Our legal basis for processing this personal data is with your consent and due to legal obligations regarding right to work. As with all cases of consent, you have full control over your decision to give or withhold consent. When you register or apply, this is a clear affirmative action that shows that you have given consent. Consent, once given, may be withdrawn at any time and there will be no consequences where consent is withheld.

The data that is required in order for you to register with us, apply for a position on our website, apply for our job on a job board or via your CV is:

  • name
  • address
  • email address
  • phone numbers
  • information included on your CV including references, education history and employment history
  • pay details
  • evidence of your right to work in the UK (name, date of birth, nationality, biometric photo, address, unique number)

After you have registered, applied or sent us your CV, we would like to speak to you and find out more about you. We will do this either over the phone or face-to-face. During these conversations, we will collect personal information with regard to employment preferences, strengths and work experience which will be stored on your personal record. This data will assist us with your job search and allow us to short-list you for a role. The collection of this personal data is with your consent.

We need to store your data on our systems to keep it secure and to allow us to assist you. This is a legitimate activity for us.

We would like to contact you about positions that match your career aspirations even if you are not actively looking for a new position and we will only do this with your consent. You will be given the opportunity to consent to us contacting you when you either register with us or apply for a position.

In order to find a position for you, need to share your personal data with an employer. We will always ask for your consent before we share your data and you are free to refuse.

We must process certain documents to evidence your right to work in the UK. We will see the original document, make a copy of it and date and sign it. These copies will be stored on your file and this processing is a legal obligation and is permitted under social security and social protection law. We cannot place you in a role if you do not have the right to work in the UK.

Do we use any automated decision making?

We do not use any automated decision making.

Who do we share your personal data with?

We share your personal data with the following recipients:

  • Home Office for the purpose of any right to work checks or queries;
  • Our software, technology applications, database
  • Legal advisors and consultants
  • Insurance companies
  • Payroll companies if you are on a temporary contract and are paid through us
  • Pension provider, NEST, if you opt in
  • Employers

Do we transfer your personal data outside of the EU or EEA?

All of your data is kept securely in the EEA.

How long do we keep your data for?

We have a legal obligation to keep your data on our system for two years after your contract has ended under Right to Work legislation.

We will process your data in order to contact you about possible roles for as long as you consent for us to do so. If you are not actively engaged with us for one year, we will ask if you would still like to be on contacted.  If you decline or if we do not hear back from you, we will cease to contact you for any possible positions.

Automated decision making

We do not do any automated decision making.

Your rights in relation to your data

You have rights in respect of our processing of your personal data which are:

  • To access to your personal data and information about our processing of it.  You also have the right to request a copy of your personal data (but we will need to remove information about other people).
  • To rectify incorrect personal data that we are processing.
  • To request that we erase your personal data if:
    • we no longer need it;
    • if we are processing your personal data by consent and you withdraw that consent;
    • if we no longer have a legitimate ground to process your personal data; or
    • we are processing your personal data unlawfully
  • To object to our processing if it is by legitimate interest.
  • To restrict our processing if it was by legitimate interest.
  • To request that your personal data be transferred from us to another company if we were processing your data under a contract or with your consent and the processing is carried out automated means.

If you have a concern about the way we are collecting or using your personal data, please raise your concern with us in the first instance. You may also contact the Information Commissioner’s Office at https://ico.org.uk/concerns.