GDPR Privacy Notice

 

This Privacy Notice tells you what to expect in relation to personal information which is collected, handled and processed by A2O People Limited.

A2O People Limited of The Croft, Burton, Stogursey, Nr Bridgwater, Somerset TA5 1QB is the Data Controller.

The Company is a training provider, business advisor / consultancy and recruitment business which provides work-finding, training, coaching, and advisory services to its clients, trainees and work-seekers. The Company may also collect and process personal data on external training providers, current and former staff, business partners / associates and businesses interested in our services. The Company must process personal data (and on occasion sensitive personal data) so that it can provide these services – in doing so, the Company acts as a data controller.

 

Collection of personal data

You may give your personal details to the Company directly, such as on an application or registration form, by email, telephone, in person or via our website, or we may collect them from another source such as a jobs board, through a referral, from your employer or another employment business or agency.

The information that we may collect, hold and process for work finding or training services is:

• Your name
• Your address
• Your email address
• Your telephone number
• CV / work history / training history
• Job preferences including role, geographical areas and salary
• Self-assessment profiling report
• Communications you send to us
• Any other work related information you provide, for example, education or training certificates

This information may be used to:

• match your skill sets with job vacancies to assist in finding you the positions that most suit you
• put forward your details to our clients and prospective employers for you to be considered for vacancies
• place you with our clients and prospective employers
• keep you informed of available opportunities as they arise
• inform workshop facilitators, training providers responsible for the delivery of courses and educators or examining bodies
• keep you informed of the services offered by us

The information that we may collect, hold and process for individuals that have worked for us, have contracted with us previously or who may contract with us is:

• Passport
• Where required, permits and visas
• Date of Birth
• National insurance number
• Details of job offers and placements
• Outcome of criminal record checks and security clearance for certain roles
• In certain cases, medical information
• References
• Financial information (including but not limited to payroll details and terms, HMRC data, pension scheme details, court orders and statutory payments)
• A log of our communications with you by email and telephone

In the case of references, these will be from your previous employer or personal references from people advised by you. Medical information may be supplied by a third party such as your GP, Consultant or Occupational Health.  The outcome of criminal record checks and security clearance checks, where relevant, will be supplied by the Disclosure and Barring Service or other external company applicable to the placement.

This information may be used to:

• establish that you have the right to work in a particular country
• undertake relevant security and criminal record checks as required by our clients and prospective employers and as permitted by law
• deal with any medical and health and safety issues relating to certain positions
• undertake any reporting required by our clients or government organisations
• put in place contractual arrangements and documentation once a role has been secured
• pay you if placed

 

Use of personal data

The Company must have a legal basis for processing your personal data. For the purposes of providing you with work-finding, training or business advisory services and/or information relating to roles relevant to you we will only use your personal data in accordance with the terms of the following statement.

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 on the following legal bases:

• Legitimate interest, for the purposes of providing you with work-finding or training services sharing data with potential employers (or third parties assisting them in the recruitment process), and with recruiters working in partnership with A2O People. Personal data may be used to inform workshop facilitators, training providers responsible for the delivery of courses and educators or examining bodies. Business partner / associates data may be made available to prospective clients to promote their services.
• Consent, only where we handle sensitive data.
• Legal obligation, information and documentation to establish your right to work is processed by us as we are legally obliged to do so. Information in relation to criminal record checks, which are relevant for some roles, will be processed on the basis that it is necessary for us to comply with the law or client requirements. Where we are legally obliged to provide information to HMRC.
• Contractual obligation, for the purpose of you entering into a contract to fulfil your role, and to enable us to pay you.

 

Recipient/s of data

The Company may process your personal data and/or sensitive personal data with specialist criminal checking or right to work providers, HM Revenue and Customs, pension scheme providers, legal advisors or with prospective employers or recruitment partners.

 

Statutory/contractual requirement

Your personal data is required by law and/or a contractual requirement (e.g. our client may require this personal data), and/or a requirement necessary to enter into a contract. You are obliged to provide the personal data and if you do not the consequences of failure to provide the data are that we may not be able to provide the work finding or training services or we may not be able to put a contract in place when a suitable employment opportunity has been found.

 

Overseas Transfers

The Company may transfer only the information you provide to us to countries outside the European Economic Area (‘EEA’) for the purposes of providing you with work-finding services. We will take steps to ensure adequate protections are in place to ensure the security of your information. The EEA comprises the EU member states plus Norway, Iceland and Liechtenstein.

 

Data retention

The Company will retain your personal data only for as long as is necessary. Different laws require us to keep different data for different periods of time.

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 will retain your personal data including application form / CV, ID checks, references, training certificates and interview notes for 3 years from the last date of providing work-finding services or for the duration of any project which you have applied for.

We must also keep your terms of engagement, details of assignments, opt-out notices, appraisal/assessment records, 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. We will keep records held relating to right to work in the UK for 2 years after the employment or engagement has ended.

Where the Company has obtained your consent to process your sensitive personal data, we will do so in line with the retention policy outlined in this clause. 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 sensitive personal data.

 

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 sensitive personal data you have the right to withdraw that consent at any time by emailing connect@a2opeople.co.uk or calling +44 1278 732073.

 

Automated decision-making

If our Company uses automated decision-making, the Company will provide information about the logic involved, as well as the significance and the envisaged consequences of such processing for the individual.

   

Complaints or queries

If you wish to complain about this privacy notice or any of the procedures set out in it please contact us by emailing connect@a2opeople.co.uk or calling +44 1278 732073.

You also have the right to raise concerns with the 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.

 

Issued: April 2018

Signed by………………..

Director of A2O People

The next review of this policy will be in March 2019.