SECTION A – PRIVACY NOTICE
This notice explains what personal data (information) we hold about you, how we collect it, and how we use it. We are required to notify you of this information under data protection legislation. Please ensure that you read this notice (sometimes referred to as a ‘privacy notice’) and any other similar notice we may provide to you from time to time when we collect or process personal information about you.
We collect and process your personal data as a data controller within the meaning of data protection legislation. We will comply with the data protection principles when collecting and using personal information.
The information we collect and hold
The table set out below summarises the information we collect and hold, how and why we do so, how we use it and with whom it may be shared.
| The information we collect | How we collect the information | Why we collect the information | How we use and may share the information |
| Your name, contact details (ie address, home and mobile phone numbers, email address) | From you, from people who know you, from databases to which we have a subscription such as job boards | Legitimate interest: to ascertain your interest in finding work; To perform the contract. | To contact you to ascertain your interest in particular vacancies. Information shared with third party providers of software. Information shared with clients who have assignments available which are suitable for you |
| Your work history, skills, experience and educational background | From you, from databases to which we have a subscription such as job boards | Legitimate interest: to assess your suitability for vacancies which may interest you. To perform the contract | To determine your suitability for particular vacancies. Information shared with clients. Information shared with clients who have assignments available which are suitable for you |
| Your emergency contacts (ie name, relationship and home and mobile phone numbers) | From you | Legitimate interest: your safety and security | In case of emergencies. Information shared with clients with whom you are placed on assignment. |
| Details of salary and benefits, bank/building society, National Insurance and tax information, your age/date of birther | From you | To perform the contract including payment of salary and benefits. Legitimate interests: to maintain records and to comply with legal and, regulatory obligations and good practice | To ensure you receive the correct pay and benefits. Information shared with HM Revenue & Customs (HMRC) and Pensions Providers |
| Your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information* | From you and, where necessary, the Home Office | To enter into/perform the contract. To comply with our legal obligations. Legitimate interest: to maintain records. | To carry out right to work checks. Information may be shared with the Home Office |
| A copy of your driving licence | From you | To perform the contract. To comply with our legal obligations. | To ensure that you have an acceptable driving record if driving is one of the duties of the assignment you are interested in. |
| Information in your medical questionnaire and in your sickness and absence records (including sensitive personal information regarding your physical and/or mental health) | From you, from your doctors | To perform the contract. To comply with our legal obligations. Legitimate interests: to maintain records and to comply with legal, regulatory and corporate governance obligations and good practice, to ensure safe working practices. | To maintain records, to administer sick pay entitlement, to follow our policies. To comply with our legal obligations to you. Information shared with HMRC. Information shared with clients where appropriate. |
| Your racial or ethnic origin, sex and sexual orientation, religious or similar beliefs | From you | To comply with our legal obligations and for reasons of substantial public interest (equality of opportunity or treatment) | To comply with our equal opportunities monitoring obligations and to follow our policies |
| Criminal records information, including the results of Disclosure and Barring Service (DBS) checks | From you and the DBS | To perform the contract. To comply with our legal obligations. | To carry out statutory checks. Information shared with DBS and other regulatory authorities as required. |
| Your trade union membership | From you or your trade union | To perform the contract. To comply with our legal obligations. Legitimate interests: to maintain records and to comply with legal, regulatory and corporate governance obligations and good practice. | For staff administration and to pay trade union premiums. Information shared with your trade union |
| Information on complaints raised by or involving you | From you, from other individuals, from clients | To perform the contract. To comply with our legal obligations. Legitimate interests: to maintain records and to comply with legal, regulatory and corporate governance obligations and good practice. | For administration, to follow our policies and to deal with grievance matters. Information shared with relevant employees of us and any relevant client. |
| Information on conduct issues involving you | From you, from other individuals, from clients | To comply with our legal obligations. Legitimate interests: to maintain records and to comply with legal and regulatory obligations and good practice, to ensure safe working practices. | For staff administration and assessments, to follow our policies, to monitor staff performance and conduct. Information shared with relevant managers, relevant employees of us and any relevant client. |
| Details of your time and attendance records | From you, from swipe card systems, time management system, time clock records | To perform the contract. Legitimate interest: to accurately bill clients for time worked and record staff absences. | For payroll and staff administration and assessments, to follow our policies and to monitor staff performance and attendance. Information shared with clients. |
| Details in references about you that we receive from others | From third parties you identify to us | Consent. To comply with our legal obligations. Legitimate interests: to maintain records and to comply with legal, regulatory and corporate governance obligations and good practice. | To determine your suitability for particular vacancies. Information shared with clients. |
| Details in references about you that we give to others | From your records | To perform the contract. To comply with our legal obligations. Legitimate interests: to maintain records and to comply with legal, regulatory and corporate governance obligations and good practice. | To provide you with the relevant reference. Information shared with the recipient(s) of the reference. |
We may also need to share some of the categories of personal information set out with other parties, such as external contractors and our professional advisers. In most cases, information is only shared for the performance of our contract with you or to comply with our legal obligations.
We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.
No automated decisions are made affecting your personal data.
Where information may be held
Information may be held at our offices and third party agencies, service providers, representatives and agents as described above. Information may be transferred internationally to other countries around the world, including countries that do not have data protection laws equivalent to those in the UK, for the reasons described above. If so appropriate security measures will be taken.
How long we keep your information
The period for which we keep your information is dependent on whether or not we have placed you in a temporary or permanent booking.
- Where we have been unsuccessful in placing you in a temporary or permanent booking, we will retain your data for 3 years from the date we created your record in our database.
- If we have placed you, we will retain your information for 5 years from the date of placement or date on which you last worked for us.
- We will retain certain pay-related and other financial information for 7 years in order to comply with our legal obligations.
Your rights
The Data Protection legislation gives you the right to access information held about you. Your right of access can be exercised in accordance with the legislation.
You also have the following rights which can be exercised in accordance with the legislation: the right to
- be informed
- access your data
- rectify any information you believe is incorrect
- erase your data
- restrict processing of your data
- object to processing
- withdraw consent if that is the basis of processing
- complain to the Information Commissioners Office
Further information on these rights is available from the Information Commissioners website https://ico.org.uk/
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Contact us
Should you have any queries relating to our privacy policy or your data you can contact Julie Bell as follows:
-
- email at julie@bellni.com
- post to Bell Recruitment Services Limited, 24 Mount Charles, Belfast, BT7 1NZ
How to complain
We hope that we can resolve any query or concern you raise about our use of your information. If not, contact the Information Commissioner at ico.org.uk/concerns/ or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.
Any changes we may make to our privacy policy in the future will be notified to you.