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Transparency Notice

GDPR transparency notice for candidates

Oliver James Associates (“we” or “us”) is the trading name of Oliver James Associates Limited, company number 04447784 and registered office at No 1 Spinningfields, Hardman Square, Manchester, M3 3EB.

What is the purpose of this document? 

This notice explains what personal data (information) we hold about you, how we collect it, and how we use and may share information about you during our relationship with you and after it ends. We are required to notify you of this information under data protection legislation.

We will comply with the data protection principles when gathering and using personal information. It is therefore important that you read this notice (sometimes referred to as a ‘Transparency Notice’), together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information.

We are a ‘data controller’ and gather and use certain information about you. This information is also used by our affiliated entities and group companies, and so, in this notice, references to ‘we’ or ‘us’ includes all Oliver James group companies.

This notice applies to all contractors and permanent role candidates, including fixed and full-time contractors and PAYE candidates (working directly via an agency or through an umbrella company); as well as people who have supplied a speculative CV to Oliver James not in relation to a specific job. Individual contractors, freelance workers and employees of suppliers or other third parties put forward for roles with clients (“Clients”) as part of a managed service provider programme or recruitment processing outsourcing service offering or otherwise will be treated as candidates for the purposes of this Transparency Notice (hereinafter referred to collectively as “Candidates”).

Whilst the reference to Clients in this Transparency Notice is, in itself self-explanatory, this category covers our customers, clients (which includes managed service providers and recruitment processing outsourcing companies) and others to whom Oliver James provides services in the course of its business.


What personal information are we collecting?

Personal data, or personal information, means any information relating to an identified of identifiable natural person. An identifiable natural person is one who can be identified, directly or indirectly. It does not include data where the identity has been removed (anonymous data).

There are special categories of more sensitive personal data which require a higher level of protection, please see section 3 for more information.

For Candidates we will collect, store and use the following categories of personal information about you:

  • your name, title, addresses, telephone numbers, and personal email addresses;
  • age/date of birth;
  • gender information;
  • next of kin and emergency contact information;
  • social security number/national insurance (or equivalent in your country) and any other tax-related information;
  • your salary, annual leave, pension and benefits information;
  • your right to work documentation (for example a passport number, driving licence or Immigration Status Document as set out in the Home Office's right to work checklist, which can be found here (or equivalent in your country): https://www.gov.uk/government/publications/right-to-work-checklist)
  • your references and other information included in a CV or cover letter or as part of the application process (including psychometric test scoring and results);
  • your work history and employment records (including job titles, working hours, training records and professional memberships);
  • financial information (where we need to carry out financial background checks);
  • CCTV footage and other information obtained through electronic means such as swipe card records; 
  • information on your interests and needs regarding future employment, both collected directly and inferred, for example from jobs viewed or articles read on our website;
  • IP address;
  • photographs;
  • feedback from Clients on your performance;
  • extra information that you choose to tell us;
  • extra information that your referees choose to tell us about you; and
  • extra information that our Clients may tell us about you, or that we find from other third-party sources such as job sites.


Particularly sensitive personal information

We process special categories of personal information in the following circumstances:

  • We process health information, including information relating to any disability, to comply with our legal obligation to make reasonable adjustments to our services, for example, if we need to make special arrangements for interview.
  • We process information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to comply with our legal obligations to ensure meaningful equal opportunity monitoring and reporting.  We make every effort to anonymise such information.
  • We process information about you relating to criminal convictions for the purpose of carrying out a DBS check.  We only do this where required by law or where this is a condition of contract imposed by a Client for the position you have applied for.  We will contact you prior to carrying out such checks.  If there is no legal obligation to undertake these checks we only do so with your consent.
  • If you voluntarily provide us with special category information we may share this with our Client.  Our lawful basis for processing in this case is that you have voluntarily made the information public.
  • Less commonly, we may process special category information where it is needed to protect your vital interests (or someone else's interests) and you are not capable of giving your consent, or where it is in the substantial public interest. 
  • Otherwise we will only process special category information with your consent.


How will we collect your personal information? 

We will collect personal information from you directly when you register with us or contact us about our services or when we make contact with you. This may be by telephone or email.

We will collect information throughout the application and recruitment process, either directly from you or from a recruitment agency, background check provider, job boards or third-party referrals.

We will sometimes collect additional information from third parties including former employers, credit reference agencies or other background check agencies. 

We will collect information from publicly available sources including social media sites such as LinkedIn.

We will collect feedback from our Clients on your performance during the course of your engagement.

We may from time to time collect information automatically.


For what purpose will we use your personal information?

When you apply for a post, we will use your personal information to perform our contract with you, or to take steps prior to entering into this contract, with you. To do this, we will process your personal information in the following situations:

  • to provide our services to you. Our services consist of locating work for persons registered on our database of Candidates and introducing such Candidates to our Clients; and
  • to contact you about jobs that we think you may be interested in and to keep in touch with you; and
  • to manage our relationship with you.
  • We will also use your personal information to:
  • check you are legally entitled to work in the UK or the country where you are assigned or employed.
  • ascertain your fitness to work;
  • carry out pre-employment screening checks;
  • verify information about you which we may do using publically available sources;
  • monitor your use of our information and communication systems to ensure compliance with our IT policies;
  • ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution; and
  • conducting data analytics studies to review and better understand employee retention and attrition rates.

the above processing is necessary for the legitimate interests of the smooth running of our business, and to enable us to provide services to you.


What are the legal bases for us to use your personal information?

We will only use your personal information when the law allows us to do so. Most commonly, we will use your personal information in the following circumstances:

  • where we need to perform the contract, we have entered into with you;
  • where we need to comply with a legal obligation; and
  • where it is necessary for our legitimate interests (or those of a third party) to ensure the smooth running of our business as a recruitment agency.  We are allowed to do this as long as our activities do not disproportionately intrude your privacy.  Where we rely on legitimate interests as the lawful basis for processing, the relevant interest is set out in this notice.

We will also use your personal information in the following situations, which are likely to be rare:

  • where we need to protect your interests or someone else's interests;
  • it is necessary in the public interest; or
  • otherwise with your consent. 


If you fail to provide personal information

If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as introducing you to our Clients or providing you a benefit).


Change of purpose

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal information without your knowledge or consent, where this is required or permitted by law.


Automated Decision-Making 

Although at present all our recruitment activities involve human-decision making during the process, we may in the future use fully automated technologies such as expert systems or machine learning to complete a Candidate selection process from end-to-end, where appropriate and in accordance with any local laws and requirements.

Where appropriate, we will seek your consent to carry out some or all of these activities. If you do not provide consent to profiling, your application will continue to be reviewed manually for opportunities you apply for, but your profile will not be automatically considered for alternative roles. This is likely to decrease the likelihood of us successfully finding you a new job.


Profiling

We will use an automated process to evaluate your personal information against positions that are available and consider whether you would be suitable for a position.

We will notify you of our search results and seek your consent to put forward your CV for positions that are of interest to you.


Who are we going to share your personal data with and for what purpose will they use your personal information?

We will share your personal information with the following third parties and they will process personal information about you for their own purpose: 

  • potential Clients to find you a suitable position;
  • the Client that we place you with to manage our relationship and to make payment of invoices;
  • other recruitment agencies and intermediaries, including your service company (if applicable) to place you for a position and for the management of our relationship;
  • individuals and organisations who hold information related to your reference or application to work with us, such as current, past or prospective employers, educators and examining bodies and employment and recruitment agencies;
  • third parties who we have retained to provide services such as reference, qualification and criminal convictions checks, to the extent that these checks are appropriate and in accordance with local laws (in the applicable country).

We may share the results of our diversity and inclusion monitoring on an anonymised basis.

We will share candidate details such as your name, salary and CV within the OJ Group, including our international offices, for the purpose of placing you via another group company.   All offices within the OJ Group have access to our centralised system for placing candidates globally.

We may share your data with third-party service providers (including contractors and designated agents), and other businesses that provide certain services on our behalf. The following activities are carried out by third-party service providers: IT support, mailing services, payroll; and website hosting.

We may also share your data with other third-party service providers who perform functions on our behalf (including external consultants, business associates and professional advisers such as lawyers, auditors and accountants, technical support functions and IT consultants carrying out testing and development work on our business technology systems).

We may share your data with tax, audit, or other authorities, when we believe in good faith that the law or other regulation requires us to share this data (for example, because of a request by a tax authority or in connection with any anticipated litigation).

All of our third-party service providers and other entities in the OJ Group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes.


Where will we store your personal information?

We will store your information on our central database which is held on secure servers within the EEA.  Information on our database may be accessed by our Group companies from local offices within the EEA (London, Dublin, Manchester, Amsterdam, Frankfurt, Milan and Brussels) and our offices located outside the EEA [United States, Hong Kong and Singapore.  

To ensure your personal information does receive an adequate level of protection, we have put in place EU approved contract with the data recipients outside the EEA to ensure that your personal information is treated by those parties in a way that is consistent with and which respects the EU and UK laws on data protection.

If you require further information these protective measures you can request it from GDPR@ojassociates.com.


Data Security

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.


Data Retention

How long will we use your personal information for?

We will only keep your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

We will retain your personal information for a number of purposes, as necessary to allow us to carry out our business.  Your information will be kept for up to 3 years from the last point of contact on our main systems after which time it will be anonymised, archived or deleted.

Some of the archived information may be retained for up to 7 years for the purposes of satisfying any legal, accounting, or reporting requirements (or equivalent in your country such statutory requirement, plus 1 year). Any retention of personal data will be done in compliance with legal or regulatory obligations and with industry standards.  These data retention periods are subject to change without further notice as a result of changes to associated law or regulations.

If you have any questions in relation to the retention of your personal data, please contact GDPR@ojassociates.com


Your rights in relation to our processing of your personal data

Your duty to inform us of changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if any of your personal information changes during your relationship with us.

Your rights in connection with personal information

  • You have the right to be informed about what we are doing with your personal data. This notice sets out how we use it. If we change what we are doing we will provide you with an updated version of this notice. 
  • You have the right to object to the processing of your personal data.
  • You have the right to request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
  • You have the right to request us to update the personal information we hold about you.
  • You have the right to request us to delete the information we hold about you. If you ask us to delete your personal information we will not be able to provide our services to you.
  • You have the right to ask us to stop processing personal information where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground.
  • You have the right to ask us to restrict how we use your personal data for a period of time. If you ask us to restrict our use of your personal data, we may not be able to provide you with our services.   
  • You have the right to request us to send another organisation, information that you have provided to us in a format that can be read by computer. 
  • If you want to exercise your rights please contact RTBF@ojassociates.com or 0161    6940969.

We will need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights).


Changes to this transparency notice 

We reserve the right to update this transparency notice at any time, and we will provide you with a new transparency notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.


Contact us

If you have any questions about this transparency notice, please contact GDPR@ojassociates.com or 0161 6940969.

If you consider that we have not acted properly when using your personal information, you can contact the Information Commissioner's Office: ico.org.uk.

GDPR Transparency Notice per i candidati

Oliver James Associates (“noi” o “ci”) è il nome commerciale di Oliver James Associates S.r.l., con sede legale in Milano (MI) Via Copernico 38 e sede operativa in Milano (MI) Via Filippo Sassetti, 32 (Codice Fiscale e Partita Iva: 09708000964, N. REA MI – 2108441)

Qual è lo scopo del presente documento?

La presente informativa spiega quali dati personali (informazioni) conserviamo su di Lei, come li raccogliamo e come utilizziamo e possiamo condividere informazioni che La riguardano, nel corso del rapporto instauratosi con Lei e al termine di tale rapporto. Siamo tenuti a comunicarLe tali informazioni ai sensi della legislazione sulla protezione dei dati.

Rispetteremo i principi relativi alla protezione dei dati al momento della raccolta e dell’utilizzo di tali informazioni personali. Pertanto, è importante leggere la presente informativa (talvolta denominata “Transparency Notice"), insieme a qualsiasi altra informativa sulla privacy che verrà fornita, in talune occasioni specifiche, al momento della raccolta o elaborazione di informazioni personali.

In qualità di "Titolare del Trattamento", raccoglieremo e useremo determinate informazioni su di Lei. Queste informazioni vengono anche utilizzate dalle nostre società collegate e dalle altre società del gruppo, pertanto, nella presente informativa, i riferimenti a "noi" o "ci" includono tutte le società del gruppo Oliver James.

La presente informativa si applica a tutti i candidati per ruoli a tempo indeterminato e determinato, inclusi i sub-appaltatori e consulenti; così come tutti coloro che hanno inviato il proprio CV spontaneamente ad Oliver James non in relazione ad una posizione lavorativa aperta. Lavoratori freelance e dipendenti di fornitori o altre terze parti che si siano candidati per una qualsiasi posizione aperta presso i nostri clienti ("Clienti") come parte dell’offerta di servizi di reclutamento in outsourcing o, in qualsiasi altro modo,  saranno trattati come candidati ai fini della presente Transparency Notice (di seguito denominati collettivamente "Candidati").

Sebbene il riferimento ai Clienti nella presente Transparency Notice sia, di per sé auto-esplicativo, questa categoria comprende i nostri clienti e qualsiasi persona fisica o giuridica a cui Oliver James fornisce i propri servizi nel corso della propria attività.


Quali informazioni di carattere personale stiamo raccogliendo?

Dati personali, o informazioni di carattere personale, indica qualsiasi informazione relativa a una persona fisica identificata o identificabile. Una persona fisica identificabile è colui che può essere identificato, direttamente o indirettamente. Non include i dati laddove il riferimento all’identità sia stato cancellato (dati anonimi).

Esistono categorie speciali di dati personali sensibili che richiedono un livello più elevato di protezione, si prega di consultare la sezione 3 per ulteriori informazioni.

In riferimento ai Candidati, raccogliamo, conserviamo e utilizziamo le seguenti categorie di informazioni di carattere personale che La riguardano:

  • nome, titolo, indirizzi, numeri di telefono e indirizzi e-mail personali;
  • età/data di nascita;
  • sesso;
  • parenti prossimi e informazioni su chi contattare in caso di emergenza;
  • numero di previdenza sociale/Codice fiscale (o l’equivalente nel Suo paese di appartenenza) e qualsiasi altra informazione di carattere fiscale;
  • informazioni relative alla sua retribuzione, ferie annuali, pensione e indennità;
  • la documentazione relativa al Suo Permesso di Soggiorno (ad esempio il numero del passaporto, la patente di guida o il suo Permesso di Soggiorno per lavoro come previsto presso il sito web della Farnesina – Ministero per gli affari esteri e la cooperazione internazionale (o l’equivalente nel Suo paese di appartenenza):
  • le Sue referenze e altre informazioni incluse all’interno del CV o nella lettera di presentazione o relative al processo di selezione (inclusi punteggi e risultati del test psicometrico);
  • la Sua esperienza lavorativa e informazioni relative alla Sua occupazione (inclusi le qualifiche professionali, orari di lavoro, registri inerenti la formazione professionale e le iscrizioni ad  ordini professionali);
  • informazioni di carattere economico-finanziario (laddove sia necessario effettuare specifici controlli);
  • informazioni relative a precedenti condanne penali qualora ciò fosse necessario in riferimento al ruolo a cui è interessato ad inviare la Sua candidatura
  • le immagini delle telecamere a circuito chiuso, purché ciò sia in conformità con quanto previsto dall’art.4 della Legge 300/70, e altre informazioni ottenute attraverso l’utilizzo di mezzi elettronici come i badge aziendali;
  • informazioni relative ai Suoi interessi ed esigenze riguardanti la Sua occupazione futura, sia raccolti direttamente che dedotti, ad esempio, dagli annunci lavorativi da Lei visualizzati o dagli articoli letti sul nostro sito web;
  • indirizzo IP;
  • fotografie;
  • feedback da parte dei clienti relativi alla Sua performance;
  • ulteriori informazioni che ha deciso di comunicarci;
  • ulteriori informazioni che i Suoi referenti ci forniscono su di Lei; e
  • informazioni supplementari che i nostri clienti potrebbero fornirci su di Lei o da noi raccolti da fonti di informazioni terze come i siti di lavoro.


Informazioni personali particolarmente sensibili

Elaboriamo categorie speciali di informazioni personali nelle seguenti circostanze:

  • Tratteremo informazioni sulla salute, incluse le informazioni relative a qualsiasi Sua disabilità, al fine di rispettare il nostro obbligo legale di apportare adeguamenti ragionevoli ai nostri servizi, ad esempio, qualora dovessimo prendere accordi speciali in vista del colloquio.
  • Tratteremo le informazioni relative alla razza o origine nazionale o etnica, credenze religiose, filosofiche o morali, o sulla Sua vita o orientamento sessuale, per ottemperare ai nostri obblighi legali al fine di garantire un controllo e comunicazione trasparente sulle pari opportunità. Compiremo ogni sforzo per mantenere tali informazioni anonime.
  • Tratteremo informazioni su di Lei relative a condanne penali allo scopo di eseguire un controllo sul Suo casellario giudiziario. Tale controllo verrà effettualo solo per adempiere ad obblighi di legge o qualora ciò sia una condizione contrattuale imposta dal Cliente in relazione alla posizione lavorativa per cui Lei ha proposto la Sua candidatura. La contatteremo prima di effettuare tali controlli. Qualora non fossimo tenuti ad effettuare tali controlli per adempiere ad obblighi di legge, i suddetti controlli verranno effettuati solo con il Suo consenso.
  • Qualora Lei ci fornisca volontariamente categorie particolari di dati personali, potremmo condividere tali informazioni con i nostri Clienti. In tal caso, la base giuridica per il trattamento è che Lei abbia reso volontariamente pubbliche tali informazioni.
  • Meno comunemente, potremmo elaborare categorie particolari di dati personali laddove fosse necessario per proteggere i Suoi interessi vitali (o gli interessi di qualcun altro) e Lei non sia in grado di dare il Suo consenso, o per motivi di interesse pubblico sostanziale.
  • Per il resto provvederemo al trattamento di categorie particolari di dati personali solo con il Suo consenso.


Come raccogliamo le Sue informazioni personali?

Raccoglieremo le informazioni di carattere personale direttamente da Lei al momento della registrazione o qualora ci contattasse in riferimento ai nostri servizi o qualora venisse contattato da noi. Questo potrà avvenire per telefono o e-mail.

Raccoglieremo informazioni al momento della candidatura e durante il processo di selezione direttamente da Lei o qualora tali informazioni siano fornite da un'agenzia di collocamento, da un fornitore di servizi relativi al controllo sui precedenti penali o referenze, da siti di annunci di lavoro o dalla segnalazione di terze parti.

Talvolta raccoglieremo informazioni aggiuntive da terze parti, compresi ex datori di lavoro, agenzie di valutazione del merito creditizio o altre agenzie che forniscano servizi di controllo dei precedenti penali o referenze.

Raccoglieremo informazioni da fonti accessibili al pubblico, inclusi siti di social media come LinkedIn.

Raccoglieremo feedback dai nostri clienti sulle Sue performance durante il corso della Sua occupazione.

Potremmo saltuariamente raccogliere informazioni automaticamente.


A quale scopo useremo le Sue informazioni personali?

Al momento dell’invio della Sua candidatura, useremo le Sue informazioni personali per concludere il contratto con Lei, o espletare formalità prima di stipulare tale contratto. Per fare ciò, tratteremo le Sue informazioni personali nelle seguenti situazioni:

  • per fornirLe i nostri servizi. I nostri servizi consistono nell'individuare offerte di lavoro   per le persone registrate nel nostro database di Candidati e nel presentare tali candidati ai nostri clienti; e
  • contattarLa in merito ad opportunità lavorative che riteniamo possano interessarLa e rimanere in contatto con Lei; e
  • per gestire la nostra relazione con Lei.
  • Utilizzeremo le Sue informazioni personali per:
  • verificare che Lei sia in possesso del Visto per lavorare in Italia o nel paese dove svolgerà la Sua prestazione lavorativa.
  • accertare la Sua idoneità al lavoro;
  • effettuare controlli di screening pre-impiego;
  • verificare le informazioni che La riguardano utilizzando fonti accessibili al  pubblico;
  • monitorare il Suo utilizzo dei nostri sistemi di informazione e comunicazione per garantire che tale utilizzo avvenga in conformità con le nostre policy IT;
  • garantire la sicurezza delle reti e delle informazioni, compresa la prevenzione di accessi non autorizzati ai nostri computer e sistemi di comunicazione elettronica e la prevenzione della distribuzione di software maligni; e
  • condurre studi di analisi dei dati per esaminare e comprendere meglio i tassi di fidelizzazione o meno dei dipendenti.

Il trattamento di cui sopra è necessario per tutelare gli interessi legittimi della regolare gestione della nostra attività e per consentirci di fornire servizi ai nostri utenti.


Quali sono le basi legali per utilizzare le Sue informazioni personali?

Utilizzeremo le Sue informazioni personali solo quando la legge ci consente di farlo. Più comunemente, useremo le Sue informazioni personali nelle seguenti circostanze:

  • Laddove avessimo bisogno di adempiere al contratto che abbiamo stipulato con Lei;
  • per adempiere a un obbligo legale; e
  • laddove sia necessario per i nostri interessi legittimi (o quelli di terzi) di garantire il corretto svolgimento della nostra attività come Agenzia del Lavoro. Siamo autorizzati a farlo purché le nostre attività non invadano in modo sproporzionato la Sua privacy. Laddove ci affidassimo ad interessi legittimi come base legale per il trattamento dei dati, l'interesse rilevante è indicato nella presente informativa.

Utilizzeremo anche le Sue informazioni personali nelle seguenti situazioni, che in genere, potrebbero verificarsi raramente:

  • Qualora avessimo bisogno di proteggere i Suoi interessi o gli interessi di qualcun altro;
  • qualora necessario nell'interesse pubblico; o
  • diversamente, con il Suo consenso.


Qualora non fornisca le informazioni personali che La riguardano

Qualora decidesse di non inviarci le informazioni richieste, potremmo non essere in grado di adempiere al contratto con Lei stipulato (ad esempio inviare la Sua candidatura ai nostri clienti o beneficiare del servizio da noi offerto).


Cambiamento di scopo

Useremo le Sue informazioni personali solo per gli scopi per cui le abbiamo raccolte, a meno che il consenso non era la base legale per la raccolta di tali dati e riteniamo ragionevolmente necessario utilizzarle per un'altra ragione e tale ragione sia compatibile con lo scopo iniziale. Qualora avessimo bisogno di utilizzare le Sue informazioni personali per una finalità non correlata allo scopo inziale, La terremo informata e Le spiegheremo la base giuridica che ci consente di farlo.

Si prega di notare che possiamo elaborare le Sue informazioni personali a Sua insaputa o consenso, laddove ciò sia richiesto o permesso dalla legge.


Processo decisionale automatizzato

Sebbene al momento tutte le nostre attività di recruitment coinvolgano un processo decisionale umano, potremmo in futuro utilizzare tecnologie completamente automatizzate come sistemi esperti o di machine learning per completare l’intero processo di selezione dei candidati, ove opportuno e in conformità con le leggi e disposizioni nazionali.

Laddove appropriato, cercheremo il Suo consenso per svolgere alcune o tutte queste attività. Qualora non dovesse fornire il consenso ed effettuare decisioni automatizzate, la Sua domanda continuerà a essere rivista manualmente per le opportunità per cui è interessato ad inviare la Sua candidatura, ma il Suo profilo non verrà automaticamente considerato per ruoli alternativi. È probabile che questo diminuisca la nostra possibilità di trovarLe con successo un nuovo lavoro.



Profilazione

Utilizzeremo un processo automatizzato per valutare le Sue informazioni personali rispetto alle posizioni lavorative disponibili e valutare la Sua idoneità per una posizione specifica. Il processo              automatizzato includerà un numero di dati personali quali, a titolo esemplificativo ma non esaustivo, il periodo di tempo medio durante il quale ha ricoperto una posizione specifica, il periodo di              tempo medio di lavoro continuativo presso un determinato datore di lavoro, la Sua esperienza lavorativa all'estero, la quantità e la qualità degli articoli professionali o dei messaggi accessibili al              pubblico  sui social media e ogni altro dato personale disponibile pubblicamente. Tale attività di profilazione potrebbe avere un impatto sulla Sua idoneità per una posizione specifica, sul fatto                che Lei possa essere considerato idoneo per una certa promozione, distacco, ecc. Non effettueremo nessuna attività di profilazione utilizzando i Suoi dati appartenenti alle categorie speciali                  elencate all'articolo 9 del GDPR. Un membro del nostro team supervisionerà il processo automatizzato descritto nella presente clausola 10.1.

La informeremo dei nostri risultati di ricerca e richiederemo il Suo consenso per proporre il Suo CV per le posizioni che La interessano.


Con chi condivideremo i Suoi dati personali e per quale scopo le Sue informazioni personali verranno utilizzate da tali soggetti terzi?

Condivideremo le Sue informazioni personali con le seguenti terze parti che tratteranno le informazioni personali su di Lei per i loro scopi:

  • potenziali clienti per trovarLe una posizione lavorativa adatta;
  • il Cliente presso cui presterà la Sua attività lavorativa al fine di gestire la nostra relazione con tale Cliente e per effettuare il pagamento delle fatture;
  • altre agenzie di recruitment ed eventuali intermediari (se applicabile) al fine di farLe svolgere la prestazione lavorativa e gestire la nostra relazione e;
  • individui e organizzazioni che detengono informazioni relative alle Sue referenze o alla Sua candidatura per lavorare con noi, come datori di lavoro attuali, passati o potenziali, educatori e organismi di esame e agenzie di collocamento e impiego;
  • soggetti terzi al fine di fornire servizi quali referenze, qualifiche e condanne penali, nella misura in cui tali controlli siano appropriati e in conformità con le leggi nazionali (nel paese applicabile).

Potremo condividere i risultati relativi al controllo inerente alle politiche anti-discriminatorie in maniera anonima.

Condivideremo i dettagli dei candidati quali nome, retribuzione e CV all'interno del Gruppo OJ, compresi i nostri uffici internazionali, allo scopo di metterLa in contatto con un'altra società appartenente al gruppo. Tutti gli uffici del gruppo OJ hanno accesso al nostro sistema centralizzato per il servizio di recruitment di candidati a livello globale.

Potremo condividere i Suoi dati con fornitori di servizi terzi (inclusi appaltatori e rappresentanti designati) e altre aziende che forniscono determinati servizi per nostro conto. Le seguenti attività sono svolte da fornitori di servizi terzi: supporto IT, servizi postali, buste paga; e hosting del sito web.

Potremo, anche, condividere i Suoi dati con altri fornitori di servizi terzi che svolgono funzioni per nostro conto (inclusi consulenti esterni, soci in affari e consulenti professionali quali avvocati, revisori contabili e contabili, funzioni di supporto tecnico e consulenti IT che svolgono attività di test e sviluppo sui nostri sistemi informatici aziendali).

Potremo condividere i Suoi dati con autorità tributarie, di controllo e altre autorità, qualora ritenessimo, in buona fede, che la legge o altre normative richiedano la condivisione di questi dati (ad esempio, a seguito di una richiesta da parte di un'autorità fiscale o in relazione a qualsiasi possibile contenzioso).

Tutti i nostri fornitori di servizi terzi ed altre entità nel Gruppo OJ sono tenuti ad adottare misure di sicurezza appropriate per proteggere le informazioni personali in linea con le nostre politiche. Non consentiamo ai nostri fornitori di servizi terzi di utilizzare i Suoi dati personali per i loro scopi.


Dove conserveremo le Sue informazioni personali?

Conserveremo le informazioni sul nostro database centrale che è conservato su server sicuro all'interno dell’EEA. Le informazioni sul nostro database sono accessibili alle società del nostro gruppo dagli uffici locali all'interno dell’EEA (Londra, Dublino, Manchester, Amsterdam, Francoforte, Milano e Bruxelles) e dai nostri uffici situati al di fuori dell’EEA [Stati Uniti, Hong Kong e Singapore].

Per garantire che le Sue informazioni personali ricevano un livello adeguato di protezione, abbiamo stipulato un contratto approvato dall'UE con i destinatari al di fuori dell’EEA per garantire che le Sue informazioni personali siano trattate da tali soggetti in modo coerente e rispettoso delle leggi UE e dell’Italia sulla protezione dei dati.

Qualora abbia necessità di ricevere ulteriori informazioni su tali misure protettive, può richiederLe a GDPR@ojassociates.com.


Sicurezza dei dati

Abbiamo predisposto adeguate misure di sicurezza per impedire che le Sue informazioni personali vengano perse accidentalmente, utilizzate o consultate in modo non autorizzato, alterate o divulgate. Abbiamo messo in atto procedure per far fronte a qualsiasi sospetta violazione della sicurezza dei dati e notificheremo Lei e qualsiasi regolatore autorizzato di una sospetta violazione laddove fossimo legalmente obbligati a farlo.


Conservazione dei dati

Per quanto tempo utilizzeremo le Sue informazioni personali?

Le Sue informazioni personali verranno dai noi conservate solo per il tempo necessario a soddisfare gli scopi per cui sono state raccolte, anche al fine di soddisfare eventuali obblighi legali, contabili o di segnalazione.

Conserveremo le Sue informazioni personali per un numero di scopi, in modo necessario per permetterci di svolgere la nostra attività. Le Sue informazioni saranno conservate per un massimo di 3 anni dall'ultimo contatto sui nostri sistemi principali, dopodiché saranno anonimizzate, archiviate o cancellate.

Alcune delle informazioni archiviate possono essere conservate per un massimo di 7 anni al fine di soddisfare qualsiasi obbligo di legge, contabile o di segnalazione (o qualsiasi obbligo equivalente e applicabile nel paese di riferimento, più 1 anno). Qualsiasi conservazione dei dati personali sarà effettuata in conformità agli obblighi legali o normativi e agli standard del settore. Questi periodi di conservazione dei dati sono soggetti a modifiche e senza preavviso a seguito di modifiche relative alle  leggi applicabili o ai regolamenti associati.

In caso di domande relative alla conservazione dei dati personali, non esiti a contattare il seguente indirizzo mail GDPR@ojassociates.com


I diritti in relazione al nostro trattamento dei Suoi dati personali

Il Suo dovere ad informarci sulle modifiche dei Suoi dati.

È importante che le informazioni personali in nostro possesso siano accurate e aggiornate. La preghiamo di tenerci informati se una qualsiasi delle Sue informazioni di carattere personale dovesse cambiare durante il nostro rapporto con Lei.

Diritti dell'utente in relazione alle informazioni personali

  • Ha il diritto di essere informato su ciò che facciamo con i Suoi dati personali. La presente informativa illustra come verranno utilizzati. Qualora applicassimo delle modifiche relative al trattamento, Le forniremo una versione aggiornata della presente informati.
  • Ha il diritto di opporsi al trattamento dei Suoi dati personali.
  • Ha il diritto di richiedere l'accesso alle Sue informazioni personali (comunemente nota come "richiesta di accesso degli interessati"). Ciò Le consente di ricevere una copia delle informazioni personali che deteniamo su di Lei e di controllarne il corretto trattamento.
  • Ha il diritto di richiederci di aggiornare le informazioni personali che abbiamo su di Lei.
  • Ha il diritto di richiederci di cancellare le informazioni che la riguardano e che sono in nostro possesso. Qualora ci chiedesse di cancellare le Sue informazioni personali, non saremmo più in grado di fornirLe i nostri servizi.
  • Ha il diritto di chiederci di interrompere il trattamento di informazioni personali laddove tale trattamento abbia come base giuridica l’interesse legittimo e c'è qualcosa nella Sua situazione specifica che La spinge ad opporsi che il trattamento avvenga su tale base giuridica.
  • Ha il diritto di chiederci di limitare per un periodo di tempo il modo in cui utilizziamo i Suoi dati personali. Qualora dovesse effettuare tale richiesta, potremmo non essere
  • Ha il diritto di richiederci di inviare un'altra organizzazione informazioni che ci ha fornito in un formato che leggibile da un computer.
  • Se si desidera esercitare i propri diritti, La preghiamo di contattare GDPR@ojassociates.com o lo +44 (0)161 6940969.

Avremo bisogno di richiederLe informazioni specifiche per aiutarci a confermare la Sua identità e garantirLe il diritto di accesso alle informazioni (o di esercitare uno qualsiasi degli altri diritti).


Modifiche alla presente Transparency Notice

Ci riserviamo il diritto di aggiornare la presente informativa in qualsiasi momento e Le forniremo una nuova Transparency Notice qualora dovessimo apportare aggiornamenti di carattere sostanziale. Inoltre, potremmo notificarLe in altri modi, di volta in volta, in merito al trattamento dei Suoi dati personali.


Contattaci

In caso di domande riguardanti la presente Transparency Notice, La preghiamo di contattare GDPR@ojassociates.com o lo +44 (0)161 6940969.

Qualora ritenesse che non abbiamo agito correttamente al momento dell’utilizzo delle Sue informazioni personali, può contattare l'ufficio del Garante della Privacy: http://www.garanteprivacy.it.



​Datenschutzerklärung gegenüber Kandidaten (DSGVO-konform)

„Oliver James Associates(im Folgenden auch „wir“ genannt) bezeichnet die Oliver James Associates GmbH (im Folgenden auch „wir“ genannt) bezeichnet die Oliver James Associates Limited, eine Gesellschaft mit Sitz in Taunustor 1, 60310 Frankfurt, Deutschland.


Gegenstand

Mit der vorliegenden Datenschutzerklärung erläutern wir Ihnen gegenüber, welche Sie betreffenden personenbezogenen Daten (bzw. Informationen) bei uns gespeichert sind, wie wir diese erheben und verwenden und wie wir sie während unserer Beziehung zu Ihnen und nach deren Ende möglicherweise weitergeben. Wir sind datenschutzrechtlich verpflichtet, Sie darüber zu informieren.

Bei der Erhebung und Verwendung personenbezogener Daten halten wir uns an die Grundsätze des Datenschutzes. Es ist daher wichtig, dass Sie diese Information (die „Datenschutzerklärung“) sowie alle weiteren Datenschutzerklärungen, die wir Ihnen ggf. bei der Erhebung oder Verarbeitung personenbezogener Daten zukommen lassen, aufmerksam durchlesen.

Wir gelten im Sinne der DSGVO als „Verantwortlicher“ und erheben und verwenden bestimmte Sie betreffende Daten. Diese Daten werden auch von uns nahestehenden Gesellschaften und Unternehmen unserer Gruppe verwendet. Daher bezieht sich „wir“ im vorliegenden Dokument auf alle Gesellschaften der Oliver-James-Gruppe.

Die vorliegende Datenschutzerklärung gilt gegenüber allen im Rahmen von Contractor-Modellen Beschäftigten und Kandidaten für unbefristete Positionen, darunter auch fest und in Vollzeit tätige Contractors und steuerpflichtig Beschäftigte (die direkt über eine Agentur oder über eine Umbrella Company angestellt sind), sowie gegenüber Bewerbern, die Oliver James ihren Lebenslauf im Rahmen einer Initiativbewerbung ohne Bezug zu einem konkreten Stellenangebot zugeschickt haben. Solo-Selbstständige, Freiberufler und Mitarbeiter von Lieferanten oder sonstige Dritte, die wir im Rahmen von Managed-Service-Provider-Programmen oder von uns angebotenen Personalvermittlungsleistungen für Positionen bei unseren Auftraggebern (im Folgenden „Mandanten“ genannt) präsentieren, gelten im Sinne der vorliegenden Datenschutzerklärung als Kandidaten (und werden im Folgenden als „Kandidaten“ bezeichnet).

Obgleich sich der Begriff „Mandant“ im Rahmen der vorliegenden Datenschutzerklärung von selbst erklärt, sei darauf hingewiesen, dass er unsere Kunden, Auftraggeber (dies schließt Managed-Service-Anbieter und Personalvermittlungsunternehmen mit ein) und sonstige Dritte umfasst, denen gegenüber Oliver James seine gewerblichen Leistungen erbringt.


Art der erhobenen personenbezogenen Daten

             Personenbezogene Daten sind alle Informationen über eine bestimmte oder bestimmbare natürliche Person. Als bestimmbar wird eine natürliche Person angesehen, die direkt oder indirekt                                 identifiziert werden kann. Daten, die um Informationen, aus denen sich Rückschlüsse auf die Identität des Betroffenen ziehen lassen, bereinigt wurden (anonymisierte Daten), zählen nicht dazu.

             Darüber hinaus gibt es besondere Kategorien personenbezogener Daten, bei denen es sich um sensible und besonders schutzbedürftige Informationen handelt; nähere Informationen hierzu enthält                   Ziffer 3.

Über Kandidaten erheben, speichern und verwenden wir folgende Arten von personenbezogenen Daten:

  • Name, Position, Anschrift, Telefonnummern und private E-Mail-Adressen;
  • Alter/Geburtsdatum;
  • Geschlecht;
  • Kontaktangaben zum nächsten Angehörigen oder sonstigen Ansprechpartner bei Notfällen;
  • Sozialversicherungsnummer (SSN, NI-Nummer oder entsprechende im Land des Kandidaten verwendete Kennung) und sonstige steuerliche Angaben;
  • Gehalt, Urlaubsanspruch, Angaben zu Versorgungs- und Sozialleistungen;
  • Unterlagen zur Berechtigung zur Beschäftigung (z. B. Reisepassnummer, Führerschein oder Aufenthaltsdokument gemäß der unter dem folgenden Link abrufbaren Checkliste des britischen Innenministeriums: https://www.gov.uk/government/publications/right-to-work-checklist, oder entsprechende Dokumente des Herkunftsstaates);
  • Referenzen über den Kandidaten und sonstige in seinen Bewerbungsunterlagen, seinem Lebenslauf oder seinem Anschreiben enthaltene oder im Rahmen des Bewerbungsverfahrens gemachte Angaben (Einschließlich der Ergebnisse psychometrischer Tests);
  • Informationen zum beruflichen Werdegang und Aufzeichnungen über frühere Beschäftigungsverhältnisse (einschließlich Positionsbezeichnung, Arbeitszeit, Schulungsnachweisen und Mitgliedschaften in Berufsorganisationen und -verbänden);
  • ggf. Finanzinformationen (sofern wir Ihren wirtschaftlichen Hintergrund prüfen müssen);
  • Aufnahmen von Überwachungskameras und sonstige auf elektronischem Wege, z. B. über Magnetstreifenkarten, erfasste Informationen;
  • (direkt erhobene oder z. B. aus den auf unserer Website abgerufenen Stellenangeboten oder Artikeln abgeleitete) Informationen über berufliche Interessen und Bedürfnisse im Hinblick auf künftige Anstellungen;
  • IP-Adresse;
  • Fotos;
  • Rückmeldungen von Mandanten über die vom Kandidaten gezeigte Leistung;
  • weitere, vom Kandidaten freiwillig gemachte Angaben;
  • zusätzliche Angaben, die Referenzen des Kandidaten uns gegenüber von sich aus gemacht haben, und
  • zusätzliche Informationen, die uns ggf. Mandanten über den Kandidaten zukommen lassen oder die wir aus externen Quellen, z. B. von Einsatzorten, über den Kandidaten erlangen.


Sensible personenbezogene Daten

Besondere Kategorien personenbezogener Daten verarbeiten wir in folgenden Fällen:

  • Wir verarbeiten Gesundheitsdaten, einschließlich Informationen über eine möglicherweise bestehende Behinderung, soweit dies erforderlich ist, damit wir unserer gesetzlichen Pflicht zur angemessenen Anpassung unserer Leistungen entsprechen können, zum Beispiel, wenn wir für ein Interview besondere Vorkehrungen treffen müssen;
  • Wir verarbeiten Informationen über die Rassenzugehörigkeit, nationale oder ethnische Herkunft, religiöse oder philosophische Überzeugungen oder Moralauffassungen, das Sexualleben oder die sexuelle Orientierung von Kandidaten, um unseren gesetzlichen Pflichten zur wirksamen Wahrung der Chancengleichheit und diesbezüglichen Berichterstattung entsprechen zu können. Dabei unternehmen wir alle Anstrengungen, um diese Daten zu anonymisieren.
  • Wir verarbeiten Daten über eventuelle Vorstrafen, soweit dies im Zusammenhang mit der Einholung eines britischen Führungszeugnisses [DBS check] erforderlich ist. Dies tun wir nur, wenn wir dazu gesetzlich oder aufgrund eines Vertrages mit einem Mandanten bezüglich der Position, um die sich der Kandidat beworben hat, verpflichtet sind. Vor der Durchführung solcher Hintergrundprüfungen wird der Kandidat von uns informiert. Sofern wir nicht gesetzlich dazu verpflichtet sind, führen wir diese nur mit der Zustimmung des Kandidaten durch.
  • Soweit der Kandidat uns Daten besonderer Kategorien freiwillig zur Verfügung stellt, behalten wir uns vor, diese an unseren Mandanten weiterzugeben. Rechtsgrundlage der Verarbeitung durch uns ist in diesem Fall die Tatsache, dass der Kandidat die Informationen von sich aus bekannt gegeben hat.
  • Es kommt auch vor, dass wir Daten besonderer Kategorien verarbeiten, wenn dies zur Wahrung lebenswichtiger Interessen des Kandidaten (oder von Interessen Dritter) erforderlich ist und der Kandidat nicht in der Lage ist, seine Einwilligung zu geben, oder wenn dies aus Gründen eines erheblichen öffentlichen Interesses erforderlich ist.
  • Andernfalls verarbeiten wir Daten besonderer Kategorien nur mit Einwilligung des         Kandidaten.


Art und Weise der Erhebung personenbezogener Daten

Wir erheben personenbezogene Daten von Kandidaten direkt, wenn sie sich bei uns registrieren oder mit uns bezüglich unserer Leistungen Kontakt aufnehmen, oder wenn wir zu ihnen Kontakt aufnehmen. Dies kann telefonisch oder per E-Mail geschehen.

Wir erheben über das gesamte Bewerbungs- und Vermittlungsverfahren hinweg Daten, entweder direkt vom Kandidaten oder bei Vermittlungsagenturen, Anbietern von Hintergrundprüfungen, Jobbörsen oder bei Dritten, die den Kandidaten empfehlen.

Zuweilen erheben wir zusätzliche Informationen von Dritten wie ehemaligen Arbeitgebern, Wirtschaftsauskunfteien oder sonstigen Agenturen für Hintergrundprüfungen.

Wir erheben Informationen aus öffentlich zugänglichen Quellen, darunter auch aus sozialen Medien wie LinkedIn.

Unsere Mandanten bitten wir um Rückmeldung zu der vom Kandidaten während seines Einsatzes gezeigten Leistung und erfassen die dadurch gewonnenen Informationen.

In bestimmten Fällen erheben wir Daten automatisch.


Verwendung personenbezogener Daten

Wenn ein Kandidat sich um eine Stelle bewirbt, verwenden wir die ihn betreffenden personenbezogenen Daten für die Erfüllung unseres Vertrages mit ihm oder zur Durchführung von vorvertraglichen Maßnahmen. In diesem Zusammenhang verarbeiten wir den Kandidaten betreffende personenbezogene Daten in folgenden Fällen:

  • zur Erbringung unserer Leistungen gegenüber dem Kandidaten. Unsere Leistungen bestehen in der Stellensuche für in unserer Datenbank registrierte Kandidaten und in der Präsentation solcher Kandidaten gegenüber unseren Mandanten.
  • um Kandidaten auf Stellenangebote hinzuweisen, die unseres Erachtens für sie von Interesse sein könnten, und im mit ihnen in Verbindung zu bleiben.
  • zur Abwicklung unserer Geschäftsbeziehung zu dem Kandidaten.

Darüber hinaus verwenden wir personenbezogenen Daten:

  • um zu prüfen, ob der Kandidat im Vereinigten Königreich oder dem Land, in dem er eingesetzt oder angestellt werden soll, zur Beschäftigung berechtigt ist,
  • um seine Arbeitsfähigkeit nachzuprüfen;
  • um Überprüfungen im Rahmen des Auswahlverfahrens vor der Einstellung durchzuführen;
  • um uns über den Kandidaten vorliegende Informationen zu überprüfen, wofür wir ggf. auf öffentlich zugängliche Quellen zugreifen;
  • um zu verfolgen, wie der Kandidat unsere Informations- und Kommunikationssysteme nutzt und dadurch die Einhaltung unserer IT-Richtlinien sicherzustellen;
  • um die Netzwerk- und Datensicherheit zu gewährleisten – dies schließt auch die Verhinderung unbefugten Zugriffs auf unsere Computer- und Kommunikationssysteme und der Verbreitung von Schadsoftware mit ein; und
  • um anhand von Datenanalysen Untersuchungen zur Mitarbeiterbindung und Mitarbeiterfluktuation durchzuführen.

Diese Verarbeitung im berechtigten Interesse des reibungslosen Betriebs unseres Geschäfts und für die Erbringung unserer Leistungen gegenüber dem Kandidaten erforderlich ist.


Rechtsgrundlagen der Verwendung personenbezogener Daten

Wir verwenden Kandidaten betreffende personenbezogene Daten ausschließlich im gesetzlich zulässigen Rahmen. Am häufigsten verarbeiten wir den Kandidaten betreffende personenbezogene Daten in folgenden Fällen:

  • für die Erfüllung des mit dem Kandidaten abgeschlossenen Vertrages;
  • zur Erfüllung einer uns obliegenden rechtlichen Verpflichtung; und
  • wenn dies in unserem berechtigten Interesse (oder im berechtigten Interesse Dritter) erforderlich ist, um den reibungslosen Betrieb unseres Geschäfts als Personalagentur sicherzustellen. Dies ist zulässig, soweit wir dabei nicht unangemessen in die Privatsphäre von Kandidaten eingreifen. Soweit wir uns auf berechtigte Interessen als Rechtsgrundlage für die Datenverarbeitung berufen, ist das betreffende Interesse in der vorliegenden Datenschutzerklärung genannt.

Darüber hinaus können wir Kandidaten betreffende personenbezogene Daten in folgenden Fällen verwenden, die jedoch voraussichtlich nur selten eintreten werden:

  • wenn wir die Interessen des Kandidaten oder die Interessen Dritter schützen     müssen;
  • wenn dies im öffentlichen Interesse erforderlich ist oder
  • in sonstigen Fällen mit Zustimmung des Kandidaten.


Nichtbereitstellung personenbezogener Daten

Wenn der Kandidat bestimmte Daten auf Anfrage nicht bereitstellt, sind wir möglicherweise nicht in der Lage, den mit ihm abgeschlossenen Vertrag zu erfüllen (d. h. wir können ihn möglicherweise nicht unseren Mandanten präsentieren, oder er kann nicht in den Genuss bestimmter Vorteile kommen).


Zweckänderung

Wir verwenden den Kandidaten betreffende personenbezogene Daten ausschließlich für die Zwecke, für die wir sie erhoben haben, sofern wir nicht eine begründete Notwendigkeit sehen, sie für einen anderen, mit dem ursprünglichen Zweck vereinbaren Zweck zu verwenden.  Wenn wir einen Kandidaten betreffende personenbezogene Daten für einen mit dem ursprünglichen Zweck nicht zusammenhängenden Zweck verwenden müssen, informieren wir ihn darüber und erläutern ihm die Rechtsgrundlage, auf der dies geschieht.

Wir weisen darauf hin, dass wir einen Kandidaten betreffende Daten ohne dessen Wissen oder Einwilligung verarbeiten können, soweit dies gesetzlich vorgeschrieben oder zulässig ist.


Automatisierte Entscheidungsprozesse

Gegenwärtig beinhalten alle unsere Vermittlungsaktivitäten im Laufe des Verfahrens von Menschen getroffene Entscheidungen. Wir behalten uns jedoch vor, in Zukunft zur Durchführung eines vollständigen Auswahlverfahrens möglicherweise auch vollautomatische Technologien wie Expertensysteme oder Machine Learning zu nutzen, wenn dies sinnvoll ist und soweit es den örtlich geltenden Gesetzen und Vorschriften entspricht.

Zu einigen oder allen diesen Maßnahmen holen wir ggf. die Einwilligung des Kandidaten ein. Wenn der Kandidat seine Einwilligung zum Profiling nicht erteilt, wird seine Bewerbung weiterhin manuell im Hinblick auf angebotene Stellen geprüft, um die er sich bewirbt, jedoch wird er nicht mehr automatisch für andere Stellen in Betracht gezogen. Es ist davon auszugehen, dass sich dadurch die Chancen, eine neue Anstellung für den betreffenden Kandidaten zu finden, verringern.


Profiling

Wir nutzen ein automatisiertes Verfahren, um Kandidaten betreffende personenbezogene Daten mit verfügbaren Stellen abzugleichen und zu prüfen, ob sie auf eine Stelle passen würden.

Daraufhin informieren wir den Kandidaten über unsere Suchergebnisse und bitten ihn um seine Einwilligung, im Hinblick auf Stellen, die für ihn von Interesse sind, seinen Lebenslauf weiterzugeben.


Weitergabe und weitere Verwendung personenbezogener Daten

Wir geben Kandidaten betreffende personenbezogene Daten an folgende Dritte weiter, die diese für ihre eigenen Zwecke verarbeiten:

  • an potenzielle Mandanten, um eine geeigneten Stelle für den Kandidaten zu finden;
  • an den Mandanten, an den wir den Kandidaten vermitteln, zur Abwicklung unserer Beziehung zu ihm und zur Zahlung von Rechnungen;
  • an andere Personalagenturen und Vermittler, ggf. einschließlich des Dienstleistungsunternehmens des Kandidaten, um ihn auf eine Stelle zu vermitteln und zur Abwicklung unserer Beziehung zu ihm;
  • an natürliche oder juristische Personen, die über Informationen zu den Referenzen oder der Bewerbung des Kandidaten verfügen, wie zum Beispiel gegenwärtige, ehemalige oder künftige Arbeitgeber, Ausbilder bzw. Mentoren sowie Prüfungsgremien und Arbeits- und Personalagenturen;
  • an Dritte, die wir mit der Erbringung von Leistungen wie der Überprüfung von Referenzen und Qualifikationen sowie der Prüfung auf Vorstrafen beauftragt haben, soweit solche Prüfungen angebracht sind und mit den örtlichen Gesetzen (in dem betreffenden Land) im Einklang stehen.

Wir behalten uns vor, die Ergebnisse unserer Beobachtungen zur Diversität und Inklusion in anonymisierter Form weiterzugeben.

Angaben über Kandidaten wie Name, Gehalt und Lebenslauf geben wir innerhalb der OJ-Gruppe, einschließlich an unsere internationalen Standorte weiter, um sie ggf. über eine andere Gesellschaft unserer Unternehmensgruppe vermitteln zu können. Zu diesem Zweck haben alle Standorte der OJ-Gruppe Zugriff auf unser zentrales System für die weltweite Vermittlung von Kandidaten.

Wir geben Kandidaten betreffende Daten ggf. an externe Dienstleister (darunter Auftragnehmer und Bevollmächtigte) und andere Unternehmen, die bestimmte Leistungen in unserem Auftrag erbringen, weiter. Von externen Dienstleistern werden folgende Leistungen erbracht: IT-Support, Mailings, Lohn- und Gehaltsabrechnung sowie Hosting von Websites.

Wir geben Kandidaten betreffende Daten ggf. auch an andere externe Dienstleister weiter, die bestimmte Aufgaben in unserem Auftrag erfüllen (z. B. an externe Berater, Geschäftspartner und Angehörige von Beratungsberufen wie Rechtsanwälte, Wirtschafts- und Buchprüfer, technische Supportanbieter und IT-Berater, die an unseren Business-Technology-Systemen Tests durchführen und Entwicklungstätigkeiten ausführen).

Wir geben Kandidaten betreffende Daten möglicherweise an Steuer- und Revisionsbehörden oder sonstige Behörden weiter, wenn wir nach Treu und Glauben der Meinung sind, gesetzlich oder aufgrund sonstiger Vorschriften zur Weitergabe verpflichtet zu sein (beispielsweise auf Aufforderung einer Steuerbehörde oder im Zusammenhang mit einem drohenden Rechtsstreit).

Alle unsere externen Dienstleister und anderen Unternehmen innerhalb der OJ-Gruppe sind verpflichtet, geeignete Sicherheitsmaßnahmen zu ergreifen, um Kandidaten betreffende personenbezogene Daten unseren Richtlinien entsprechend zu schützen. Wir gestatten es unseren externen Dienstleistern nicht, Kandidaten betreffende personenbezogene Daten für eigene Zwecke zu verwenden.


Speicherung personenbezogener Daten

Kandidaten betreffende Daten werden in unserer zentralen Datenbank gespeichert, die sich auf sicheren Servern innerhalb des EWR befindet. Auf die in unserer Datenbank enthaltenen Informationen können die Unternehmen unserer Gruppe von lokalen Standorten innerhalb des EWR ( in London, Dublin, Manchester, Amsterdam, Frankfurt, Mailand und Brüssel) und von unseren Standorten außerhalb des EWR (in den USA, Hongkong und Singapur) aus zugreifen.

Um ein angemessenes Schutzniveau für Kandidaten betreffende personenbezogene Daten sicherzustellen, haben wir den Anforderungen der EU entsprechende Verträge mit den außerhalb des EWR ansässigen Datenempfängern abgeschlossen, um zu gewährleisten, dass diese Kandidaten betreffende personenbezogene Daten in einer Weise behandeln, die dem Europäischen und britischen Datenschutzrecht entspricht.

Nähere Informationen zu diesen Schutzmaßnahmen erhalten Sie auf Anforderung unter der E-Mail-Adresse GDPR@ojassociates.com.


Datensicherheit

Wir haben geeignete Sicherheitsmaßnahmen getroffen, um Kandidaten betreffende Daten versehentlich vor unbeabsichtigtem Verlust sowie vor unrechtmäßiger Verwendung oder unrechtmäßigem Zugriff und vor Veränderung oder Offenlegung zu schützen. Wir haben Verfahren für den Umgang mit vermuteten Verletzungen der Datensicherheit eingeführt und benachrichtigen in einem solchen Verdachtsfall die Kandidaten und die zuständige Aufsichtsbehörde, soweit wir gesetzlich dazu verpflichtet sind.


Dauer der Datenspeicherung

Dauer der Verwendung von Kandidaten betreffenden personenbezogenen Daten?

Wir speichern Kandidaten betreffende personenbezogene Daten nur so lange, wie es für die Zwecke, zu denen wir sie erhoben, erforderlich ist, zum Beispiel zur Erfüllung von gesetzlichen, Buchführungs- oder Meldepflichten.  

Wir speichern Kandidaten betreffende Daten für verschiedene Zwecke, soweit dies für die Ausübung unserer Geschäftstätigkeit erforderlich ist. Kandidaten betreffende Daten speicher wir bis maximal 3 Jahre nach dem letzten Kontakt in unserem Hauptsystem. Danach werden sie anonymisiert, archiviert oder gelöscht.

Bestimmte archivierte Daten speichern wir möglicherweise bis zu 7 Jahre lang, um gesetzlichen, Buchführungs- oder Meldepflichten (oder im Land des Kandidaten geltenden entsprechenden Pflichten, zuzüglich eines weiteren Jahres) zu entsprechen. Die Speicherdauer personenbezogener Daten richtet sich nach den uns obliegenden gesetzlichen oder aufsichtsrechtlichen Pflichten und branchenüblichen Standards. Diese Aufbewahrungsfristen für Daten können aufgrund von Änderungen der entsprechenden Gesetze und Vorschriften geändert werden, ohne dass es einer weiteren Ankündigung bedarf.

Wenn Sie Fragen zur Dauer der Speicherung Sie betreffender personenbezogener Daten haben, wenden Sie sich bitte per E-Mail an GDPR@ojassociates.com.


Rechte von Kandidaten im Hinblick auf die Verarbeitung sie betreffender personenbezogener Daten

Pflicht zur Mitteilung von Änderungen

  • Es ist wichtig, dass die uns zur Verfügung stehenden personenbezogenen Daten über Kandidaten korrekt und aktuell sind. Sie werden daher gebeten, uns über während unserer Geschäftsbeziehung eintretende Änderungen in Ihren personenbezogenen Daten auf dem Laufenden zu halten.

Rechte im Zusammenhang mit personenbezogenen Daten

  • Sie haben das Recht auf Auskunft darüber, was wir mit den Sie betreffenden personenbezogenen Daten tun. In der vorliegenden Datenschutzerklärung wird erläutert, wie wir sie verwenden. Wenn sich daran, was wir mit den Daten tun, etwas ändert, ergeht eine aktualisierte Fassung der vorliegenden Datenschutzerklärung an Sie.
  • Sie haben das Recht, der Verarbeitung der Sie betreffenden personenbezogenen Daten zu widersprechen.
  • Sie haben das Recht auf Auskunft hinsichtlich der Sie betreffenden personenbezogenen Daten (allgemein bezeichnet als „Auskunftsverlangen von betroffenen Personen“). Dadurch sind Sie berechtigt, die bei uns gespeicherten personenbezogenen Daten in Kopie zu erhalten und zu prüfen, ob diese von uns rechtmäßig verarbeitet werden.
  • Sie haben das Recht, von uns die Aktualisierung personenbezogener Daten, die wir über Sie gespeichert haben, zu verlangen.
  • Sie haben das Recht, von uns die Löschung von Daten, die wir über Sie gespeichert haben, zu verlangen. Wenn Sie uns bitten, die Sie betreffenden Daten zu löschen, sind wir nicht in der Lage, Ihnen gegenüber unsere Leistungen zu erbringen.
  • Sie haben das Recht, aus Gründen, die sich aus Ihrer besonderen Situation ergeben, gegen die weitere Verarbeitung personenbezogener Daten Widerspruch einzulegen, wenn wir uns bei der Verarbeitung auf ein berechtigtes Interesse berufen.
  • Sie haben das Recht, von uns die Einschränkung der Verwendung Sie betreffender personenbezogener Daten für eine bestimmte Zeit zu verlangen. Wenn Sie uns bitten, die Verwendung der Sie betreffenden Daten einzuschränken, sind wir möglicherweise nicht in der Lage, Ihnen gegenüber unsere Leistungen zu erbringen.
  • Sie haben das Recht, von uns die Übermittlung von Informationen, die Sie uns bereitgestellt haben, in maschinenlesbarer Form an ein anderes Unternehmen zu verlangen.
  • Wenn Sie Ihre Rechte ausüben möchten, wenden Sie sich bitte per E-Mail an RTBF@ojassociates.com oder telefonisch an 0161 6940969.

Bestimmte Informationen müssen wir von Ihnen abfragen, um Ihre Identität überprüfen und Ihr Recht auf Auskunft über die Informationen sicherstellen zu können (oder damit Sie Ihre sonstigen Rechte ausüben können).


Änderungen dieser Datenschutzerklärung

Wir behalten uns vor, die vorliegende Datenschutzerklärung jederzeit zu ändern. Bei erheblichen Änderungen lassen wir Ihnen eine neue Datenschutzerklärung zukommen. Darüber hinaus informieren wir Sie von Zeit zu Zeit möglicherweise auch auf anderen Wegen über die Verarbeitung Sie betreffender personenbezogener Daten.


Kontakt

Für eventuelle Fragen zur vorliegende Datenschutzerklärung stehen wir Ihnen per E-Mail unter GDPR@ojassociates.com oder telefonisch unter 0161 6940969 zur Verfügung.

Wenn Sie der Ansicht sind, dass wir bei der Verwendung Sie betreffender personenbezogener Daten gegen geltende Vorschriften verstoßen haben, können Sie sich an die britische Datenschutzbehörde (Information Commissioner's Office: ico.org.uk) wenden.

AVG Transparantiemelding voor kandidaten

Oliver James Associates (“wij” of “ons”) is de handelsnaam van Oliver James Associates BV, bedrijfsnummer 58599606 en hoofdkantoor op Amstelplein 1 19e verdiepi, 1096HA, Amsterdam

Wat is het doel van dit document?

In dit document wordt uitgelegd welke persoonlijke gegevens (informatie) we over u bewaren, hoe we deze verzamelen en hoe we informatie over onze relatie met u gebruiken en delen nadat deze is beëindigd. We zijn verplicht om u op de hoogte te stellen van deze informatie in het kader van de wetgeving inzake gegevensbescherming.

We zullen de gegevensbeschermingsbeginselen naleven bij het verzamelen en gebruiken van persoonlijke informatie. Het is daarom belangrijk dat u deze kennisgeving leest (ook wel 'Transparantiemelding' genoemd), samen met elke andere privacy kennisgeving die wij u kunnen verstrekken bij specifieke gelegenheden wanneer we persoonlijke informatie verzamelen of verwerken.

Wij zijn een ‘verwerkingsverantwoordelijke’ en verzamelen en gebruiken bepaalde informatie over u. Deze informatie wordt ook gebruikt door onze gelieerde entiteiten en groepsmaatschappijen. Daarom bevatten verwijzingen naar 'wij' in deze kennisgeving alle Oliver James-groepsmaatschappijen.

Deze kennisgeving is van toepassing op alle contractanten en permanente rol kandidaten, inclusief vaste en full-time contractanten en PAYE-kandidaten (die rechtstreeks werken via een agentschap of via een overkoepelende onderneming); evenals mensen die een speculatief cv hebben verstrekt aan ons, niet in relatie tot een specifieke functie. Individuele aannemers, freelance werknemers en werknemers of leveranciers of andere derde partijen. (hierna gezamenlijk "Kandidaten" genoemd).

Hoewel de verwijzing naar Cliënten in deze transparantiemelding vanzelfsprekend is, dekt deze categorie onze klanten, klanten (waaronder managed serviceproviders en bedrijven voor outsourcing van wervingsverwerking) en anderen aan wie wij diensten verlenen in het kader van zijn bedrijfsactiviteiten.

2.         Welke persoonlijke informatie verzamelen we?

Persoonlijke gegevens, of persoonlijke informatie, betekent alle informatie met betrekking tot een geïdentificeerde of identificeerbare natuurlijke persoon. Een identificeerbare natuurlijke persoon is iemand die direct of indirect kan worden geïdentificeerd. Het bevat geen gegevens waarvan de identiteit is verwijderd (anonieme gegevens). Er zijn bijzondere categorieën van persoonsgegevens en meer gevoelige persoonlijke gegevens die een hogere mate van bescherming vereisen, zie sectie 3 voor meer informatie.

Voor Kandidaten zullen wij de volgende categorieën persoonlijke informatie over u verzamelen, opslaan en gebruiken:

  • uw naam, titel, adressen, telefoonnummers en persoonlijke e-mailadressen;
  • leeftijd / geboortedatum;
  • gender informatie;
  • familieleden en contactinformatie voor noodgevallen;
  • sofinummer / nationale verzekering (of equivalent in uw land) en alle andere belasting gerelateerde informatie;
  • uw salaris, jaarlijkse vakantie, pensioen- en uitkeringsinformatie;
  • uw recht op werkdocumentatie (bijvoorbeeld een paspoort of Immigratiestatusdocument zoals uiteengezet in de check-of-checklist van Home Office, die u hier (of gelijkwaardig in uw land) kunt vinden: https: // www.gov.uk/government/publications/right-to-work-checklist);
  • uw referenties en andere informatie opgenomen in een cv of begeleidende brief of als onderdeel van het aanvraagproces (inclusief psychometrische testscores en resultaten);
  • uw werkgeschiedenis en arbeidsregistratie (inclusief functietitels, werkuren, trainingsregistraties en professionele lidmaatschappen);
  • financiële informatie (waar we financiële achtergrondcontroles moeten uitvoeren);
  • informatie over uw interesses en behoeften met betrekking tot toekomstige tewerkstelling, zowel rechtstreeks verzameld als afgeleid, bijvoorbeeld van bekeken banen of gelezen artikelen op onze website;
  • IP-adres;
  • foto's;
  • feedback van klanten op uw uitvoering;
  • extra informatie die u ons wilt geven;
  • extra informatie die uw referenten ons over u willen geven; en
  • extra informatie die onze klanten ons over u kunnen vertellen of die we vinden van andere externe bronnen zoals vacaturesites.


Bijzonder of gevoelige persoonlijke informatie

We verwerken bijzondere persoonlijke gegevens in de volgende omstandigheden:

We verwerken gezondheidsinformatie, inclusief informatie met betrekking tot een handicap, om te voldoen aan onze wettelijke verplichting om redelijke aanpassingen aan onze diensten aan te brengen, bijvoorbeeld als we speciale afspraken moeten maken voor een interview.

Wij verwerken informatie over uw ras of nationale of etnische afkomst, religieuze, filosofische of morele opvattingen, of uw seksuele leven of seksuele geaardheid, om te voldoen aan onze wettelijke verplichtingen om een ​​zinvolle monitoring en rapportage van gelijke kansen te waarborgen. We anonimiseren dergelijke informatie altijd.

Wij verwerken informatie over u met betrekking tot strafrechtelijke veroordelingen met het oog op het uitvoeren van een DBS-controle. Wij doen dit alleen wanneer wettelijk vereist of wanneer dit een contractuele voorwaarde is die door een Cliënt wordt opgelegd voor de functie waarvoor u zich hebt aangemeld. We nemen contact met u op voordat u dergelijke controles uitvoert. Als er geen wettelijke verplichting is om deze controles uit te voeren, doen we dit alleen met uw toestemming.

Anders zullen wij alleen speciale categorie-informatie verwerken met uw toestemming.


Hoe zullen we uw persoonlijke gegevens verzamelen?

Wij zullen persoonlijke informatie van u verzamelen wanneer u zich registreert bij ons of contact met ons opneemt over onze diensten of wanneer we contact met u opnemen. Dit kan per telefoon of e-mail zijn.

Wij zullen informatie verzamelen tijdens het hele sollicitatie- en rekruteringsproces, hetzij rechtstreeks van u of van een wervingsbureau, leverancier van achtergrondcontroles, vacaturesites of verwijzingen door derden.

We zullen soms aanvullende informatie verzamelen van derden (met uw toestemming), waaronder voormalige werkgevers, kredietreferentiesbureaus of andere instanties voor achtergrondcontrole.

We zullen informatie verzamelen van openbaar beschikbare bronnen waaronder sociale mediasites zoals LinkedIn.

We verzamelen feedback van onze klanten over uw prestaties tijdens uw tewerkstelling.

We kunnen van tijd tot tijd informatie automatisch verzamelen.


Met welk doel zullen we uw persoonlijke gegevens gebruiken?

5.1       Wanneer u zich aanmeldt voor een functie, zullen wij uw persoonlijke gegevens gebruiken om ons contract met u uit te voeren, of om stappen te ondernemen voorafgaand aan het aangaan van dit contract, samen met u. Om dit te doen, zullen wij uw persoonlijke informatie in de volgende situaties verwerken:

  • om onze diensten aan u te leveren. Onze diensten bestaan ​​uit het lokaliseren van werk voor personen die zijn geregistreerd in onze database van Kandidaten en het introduceren van dergelijke Kandidaten aan onze Klanten; en
  • om contact met u op te nemen over taken waarvan wij denken dat u misschien geïnteresseerd bent en om contact met u te houden; en
  • om onze relatie met u te beheren.
  • We zullen uw persoonlijke gegevens ook gebruiken om:
  • te controleren of u wettelijk gerechtigd bent om te werken in de UK of het land waar u bent ingedeeld of in loondienst bent.
  • vaststellen hoe fit u bent om te werken;
  • screeningcontroles vóór de tewerkstelling uitvoeren;
  • informatie over u verifiëren die we kunnen gebruiken met behulp van openbaar beschikbare bronnen;
  • uw gebruik van onze informatie- en communicatiesystemen te controleren om ervoor te zorgen dat ons IT-beleid wordt nageleefd;
  • zorgen voor netwerk- en informatiebeveiliging, inclusief het voorkomen van ongeoorloofde toegang tot onze computer- en elektronische communicatiesystemen en het voorkomen van de distributie van schadelijke software; en
  • gegevensanalysestudies uitvoeren om de retentie en uitputtingspercentages van medewerkers te evalueren en beter te begrijpen.  


Wat zijn de wettelijke grondslagen voor ons om uw persoonlijke informatie te gebruiken?

We zullen uw persoonlijke informatie alleen gebruiken als de wet ons dat toestaat. Meestal zullen we uw persoonlijke gegevens gebruiken in de volgende omstandigheden:

  • waar we het contract moeten uitvoeren, dat we met u zijn aangegaan, inclusief de pre-contractuele fase;
  • waar we moeten voldoen aan een wettelijke verplichting; en
  • waar het noodzakelijk is voor onze legitieme belangen (of die van een derde) om te zorgen voor een goed verloop van ons bedrijf als wervingsbureau. We mogen dit doen zolang onze activiteiten niet onevenredig inbreuk maken op uw privacy. Waar we op legitieme belangen vertrouwen als de wettige basis voor verwerking, is de relevante interesse uiteengezet in deze kennisgeving.

We zullen uw persoonlijke gegevens ook gebruiken in de volgende situaties, die waarschijnlijk zeldzaam zijn:

  • waar we uw belangen of de interesses van iemand anders moeten beschermen;
  • het is noodzakelijk in het algemeen belang; of

anders met uw toestemming


Als u geen persoonlijke informatie verstrekt

Als u op verzoek bepaalde informatie niet verstrekt, is het mogelijk dat we het contract dat we met u zijn aangegaan, niet kunnen uitvoeren (zoals u voorstellen aan onze klanten of u een voordeel bieden).


Verandering van doel

Wij zullen uw persoonlijke informatie uitsluitend gebruiken voor de doeleinden waarvoor we deze hebben verzameld, tenzij we redelijkerwijs vinden dat we deze om een ​​andere reden moeten gebruiken en dat de reden verenigbaar is met het oorspronkelijke doel. Als we uw persoonlijke gegevens moeten gebruiken voor een niet-verwant doel, zullen we u hiervan op de hoogte stellen en zullen we de juridische basis toelichten die ons daartoe in staat stelt.

Houd er rekening mee dat we uw persoonlijke gegevens kunnen verwerken zonder uw medeweten of toestemming, voor zover wettelijk vereist of toegestaan.


Geautomatiseerde besluitvorming inclusief profiling

Hoewel onze rekruteringsactiviteiten op dit moment betrekking hebben op besluitvorming door mensen tijdens het proces, kunnen we in de toekomst volledig geautomatiseerde technologieën gebruiken, zoals expertsystemen of machine learning, om een ​​kandidaat-selectieproces van begin tot eind te voltooien, waar nodig en in overeenstemming met lokale wetten en vereisten.

Waar van toepassing zullen we uw toestemming vragen om sommige of al deze activiteiten uit te voeren. Als u geen toestemming geeft voor profilering, blijft uw aanvraag handmatig beoordeeld op kansen waarvoor u zich aanmeldt, maar uw profiel wordt niet automatisch overwogen voor alternatieve rollen. Dit verkleint waarschijnlijk de kans dat we met succes een nieuwe baan voor u vinden.

Wij zullen een geautomatiseerd proces gebruiken om uw persoonlijke informatie te evalueren   op beschikbare posities en na te gaan of u geschikt zou zijn voor een functie.

We zullen u op de hoogte brengen van onze zoekresultaten en uw toestemming vragen om uw cv naar voren te brengen voor functies die voor u van belang zijn


Met wie delen we uw persoonlijke gegevens en met welk doel zullen zij uw persoonlijke gegevens gebruiken?

We zullen uw persoonlijke informatie delen met de volgende derden en zij zullen persoonlijke informatie over u voor hun eigen doel verwerken:

  • potentiële klanten om u een geschikte positie te vinden;
  • de klant waarmee wij u plaatsen om onze relatie te beheren en om facturen te betalen;
  • andere wervingsbureaus en tussenpersonen, inclusief uw servicebedrijf (indien van toepassing) om u te plaatsen voor een positie en voor het beheer van onze relatie;
  • personen en organisaties die informatie bijhouden met betrekking tot uw referentie of aanvraag om met ons samen te werken, zoals huidige, vroegere of toekomstige werkgevers, opleiders en onderzoeksinstanties en arbeidsbureaus en wervingsbureaus;
  • derden die we hebben behouden voor het verlenen van diensten, zoals referenties, kwalificaties en veroordelingen voor strafrechtelijke veroordelingen, voor zover deze controles geschikt zijn en in overeenstemming zijn met de lokale wetgeving (in het toepasselijke land).

We kunnen de resultaten van onze monitoring van diversiteit en inclusie op geanonimiseerde basis delen.

We zullen kandidaat gegevens zoals uw naam, salaris en cv binnen de OJ-groep, inclusief onze internationale kantoren, delen met het doel u via een ander groepsbedrijf te plaatsen. Alle kantoren binnen de OJ-groep hebben toegang tot ons gecentraliseerd systeem voor het wereldwijd plaatsen van kandidaten.

We kunnen uw gegevens delen met externe serviceproviders (inclusief aannemers en aangewezen agenten) en andere bedrijven die namens ons bepaalde services verlenen. De volgende activiteiten worden uitgevoerd door externe serviceproviders: IT-ondersteuning, mailservices, payroll; en website hosting.

We kunnen uw gegevens ook delen met andere externe dienstverleners die namens ons taken uitvoeren (inclusief externe adviseurs, zakenpartners en professionele adviseurs zoals advocaten, accountants, technische ondersteuningsfuncties en IT-consultants die testen en ontwikkelingswerk uitvoeren op onze bedrijfstechnologiesystemen).

We kunnen uw gegevens delen met belasting-, audit- of andere autoriteiten wanneer wij te goeder trouw geloven dat de wet of andere regelgeving vereist dat wij deze gegevens delen (bijvoorbeeld vanwege een verzoek van een belastingdienst of in verband met een verwachte geschillen).

Al onze externe dienstverleners en andere entiteiten in de OJ-groep zijn verplicht om gepaste beveiligingsmaatregelen te nemen om uw persoonlijke informatie te beschermen in overeenstemming met ons beleid. We staan ​​niet toe dat onze externe serviceproviders uw persoonlijke gegevens gebruiken voor hun eigen doeleinden.


Waar slaan we uw persoonlijke gegevens op?

We slaan uw informatie op in onze centrale database die wordt bewaard op beveiligde servers binnen de EER. Informatie over onze database is toegankelijk voor onze groepsmaatschappijen van lokale kantoren in de EER (Londen, Dublin, Manchester, Amsterdam, Frankfurt, Milaan en Brussel) en onze kantoren buiten de EER (Verenigde Staten, Hong Kong en Singapore).

Om ervoor te zorgen dat uw persoonlijke informatie voldoende bescherming geniet, hebben we een door de EU goedgekeurd contract met de ontvangers buiten de EER opgesteld om ervoor te zorgen dat uw persoonlijke informatie door die partijen wordt behandeld op een manier die in overeenstemming is met en die respecteert de EU- en Britse wetgeving inzake gegevensbescherming.

Als u meer informatie wenst over deze beschermingsmaatregelen, kunt u deze opvragen bij GDPR@ojassociates.com


Gegevensbeveiliging

We hebben passende beveiligingsmaatregelen getroffen om te voorkomen dat uw persoonlijke gegevens per ongeluk verloren gaan, gebruikt of geopend op een ongeoorloofde manier, gewijzigd of openbaar gemaakt. We hebben procedures ingesteld voor het omgaan met vermeende inbreuken op de gegevensbeveiliging en stellen u en elke toepasselijke regelgevende instantie op de hoogte van een vermoede schending wanneer dit wettelijk verplicht is.


Dataretentie

Hoelang gebruiken we uw persoonlijke gegevens?

We bewaren uw persoonlijke gegevens alleen zolang als nodig is om de doelen te bereiken waarvoor we deze hebben verzameld, inclusief met het oog op het voldoen aan wettelijke, boekhoudkundige of rapportagevereisten.

We zullen uw persoonlijke gegevens voor een aantal doeleinden bewaren, indien nodig om ons in staat te stellen onze activiteiten uit te voeren. Uw informatie wordt maximaal 1 jaar bewaard vanaf het laatste contactpunt op onze hoofdsystemen, waarna het zal worden geanonimiseerd, gearchiveerd of verwijderd.

Sommige gearchiveerde informatie kan maximaal 7 jaar worden bewaard om te voldoen aan wettelijke, boekhoudkundige of rapportageverplichtingen (of gelijkwaardig in uw land, wettelijke verplichting, plus 1 jaar). Elke bewaring van persoonlijke gegevens zal gebeuren in overeenstemming met wettelijke of reglementaire verplichtingen en met industriestandaarden. Deze bewaartermijnen voor gegevens kunnen zonder verdere kennisgeving worden gewijzigd als gevolg van wijzigingen in de bijbehorende wet- of regelgeving.

Als u vragen hebt over het bewaren van uw persoonlijke gegevens, neem dan contact op met GDPR@ojassociates.com


Uw rechten met betrekking tot onze verwerking van uw persoonlijke gegevens

Uw plicht om ons op de hoogte te stellen van wijzigingen

Het is belangrijk dat de persoonlijke informatie die we over u hebben, juist en actueel is. Houd ons op de hoogte als uw persoonlijke gegevens veranderen tijdens uw relatie met ons.

Uw rechten in verband met uw persoonlijke informatie

  • U heeft het recht om geïnformeerd te worden over wat wij doen met uw persoonlijke gegevens. Dit bericht beschrijft hoe we het gebruiken. Als we wijzigen wat we doen, bieden we u een bijgewerkte versie van deze kennisgeving.
  • U heeft het recht om bezwaar te maken tegen de verwerking van uw persoonlijke gegevens. Als u ons vraagt ​​om uw persoonlijke gegevens te verwijderen, kunnen we onze diensten niet aan u leveren.
  • U heeft het recht om toegang tot uw persoonlijke informatie te vragen (algemeen bekend als een "toegangsverzoek voor een persoon"). Hiermee kunt u een kopie ontvangen van de persoonlijke gegevens die we over u bewaren en controleren of we deze op rechtmatige wijze verwerken.
  • U heeft het recht om ons te verzoeken de persoonlijke informatie die wij over u hebben bij te werken.
  • U heeft het recht om ons te verzoeken de informatie die wij over u hebben te verwijderen. Als u ons vraagt ​​om uw persoonlijke gegevens te verwijderen, kunnen we onze diensten niet aan u leveren.
  • U heeft het recht om ons te vragen om te stoppen met het verwerken van persoonlijke informatie waar we gerechtvaardigd belang voor hebben en er is iets aan uw specifieke situatie waardoor u bezwaar wilt maken tegen verwerking op deze grond. . Als u ons vraagt ​​om ons gebruik van uw persoonlijke gegevens te stoppen, kunnen we u misschien niet van onze diensten voorzien.
  • U heeft het recht om ons te vragen om te beperken hoe wij uw persoonlijke gegevens gedurende een bepaalde periode gebruiken. Als u ons vraagt ​​om ons gebruik van uw persoonlijke gegevens te beperken, kunnen we u misschien niet van onze diensten voorzien.
  • U heeft het recht om ons te verzoeken informatie die u ons hebt verstrekt in een formaat dat op de computer kan worden gelezen aan een andere organisatie te sturen,.
  • Als u uw rechten wilt uitoefenen, kunt u contact opnemen met RTBF@ojassociates.com of +44 0161 6940969.

We zullen specifieke informatie van u moeten vragen om ons te helpen uw identiteit te bevestigen en uw recht op toegang tot de informatie te waarborgen (of om uw andere rechten uit te oefenen). Wij zullen binnen een maand na ontvangst op uw verzoek reageren.


Wijzigingen in deze transparantiemelding

We behouden ons het recht voor om deze transparantiemelding op elk gewenst moment bij te werken, en we zullen u een nieuwe transparantiemelding geven wanneer we substantiële updates uitvoeren. We kunnen u ook van tijd tot tijd op andere manieren informeren over de verwerking van uw persoonlijke gegevens.


Neem contact met ons op

Als u vragen hebt over deze transparantiemelding, kunt u contact opnemen met GDPR@ojassociates.com of +44 0161 6940969.

Als u van mening bent dat wij niet correct hebben gehandeld bij het gebruik van uw persoonlijke informatie, kunt u te allen tijde contact met ons opnemen, GDPR@ojassociates.com of +44 0161 6940969, of contact opnemen met de Autoriteit Persoonsgegevens

GDPR transparency notice for candidates

Oliver James Associates (“we” or “us”) is the trading name of Oliver James Associates Limited, company number 04447784 and registered office at No 1 Spinningfields, Hardman Square, Manchester, M3 3EB.

What is the purpose of this document? 

This notice explains what personal data (information) we hold about you, how we collect it, and how we use and may share information about you during our relationship with you and after it ends. We are required to notify you of this information under data protection legislation.

We will comply with the data protection principles when gathering and using personal information. It is therefore important that you read this notice (sometimes referred to as a ‘Transparency Notice’), together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information.

We are a ‘data controller’ and gather and use certain information about you. This information is also used by our affiliated entities and group companies, and so, in this notice, references to ‘we’ or ‘us’ includes all Oliver James group companies.

This notice applies to all contractors and permanent role candidates, including fixed and full-time contractors and PAYE candidates (working directly via an agency or through an umbrella company); as well as people who have supplied a speculative CV to Oliver James not in relation to a specific job. Individual contractors, freelance workers and employees of suppliers or other third parties put forward for roles with clients (“Clients”) as part of a managed service provider programme or recruitment processing outsourcing service offering or otherwise will be treated as candidates for the purposes of this Transparency Notice (hereinafter referred to collectively as “Candidates”).

Whilst the reference to Clients in this Transparency Notice is, in itself self-explanatory, this category covers our customers, clients (which includes managed service providers and recruitment processing outsourcing companies) and others to whom Oliver James provides services in the course of its business.


What personal information are we collecting?

Personal data, or personal information, means any information relating to an identified of identifiable natural person. An identifiable natural person is one who can be identified, directly or indirectly. It does not include data where the identity has been removed (anonymous data).

There are special categories of more sensitive personal data which require a higher level of protection, please see section 3 for more information.

For Candidates we will collect, store and use the following categories of personal information about you:

  • your name, title, addresses, telephone numbers, and personal email addresses;
  • age/date of birth;
  • gender information;
  • next of kin and emergency contact information;
  • social security number/national insurance (or equivalent in your country) and any other tax-related information;
  • your salary, annual leave, pension and benefits information;
  • your right to work documentation (for example a passport number, driving licence or Immigration Status Document as set out in the Home Office's right to work checklist, which can be found here (or equivalent in your country): https://www.gov.uk/government/publications/right-to-work-checklist)
  • your references and other information included in a CV or cover letter or as part of the application process (including psychometric test scoring and results);
  • your work history and employment records (including job titles, working hours, training records and professional memberships);
  • financial information (where we need to carry out financial background checks);
  • CCTV footage and other information obtained through electronic means such as swipe card records; 
  • information on your interests and needs regarding future employment, both collected directly and inferred, for example from jobs viewed or articles read on our website;
  • IP address;
  • photographs;
  • feedback from Clients on your performance;
  • extra information that you choose to tell us;
  • extra information that your referees choose to tell us about you; and
  • extra information that our Clients may tell us about you, or that we find from other third-party sources such as job sites.


Particularly sensitive personal information

We process special categories of personal information in the following circumstances:

  • We process health information, including information relating to any disability, to comply with our legal obligation to make reasonable adjustments to our services, for example, if we need to make special arrangements for interview.
  • We process information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to comply with our legal obligations to ensure meaningful equal opportunity monitoring and reporting.  We make every effort to anonymise such information.
  • We process information about you relating to criminal convictions for the purpose of carrying out a DBS check.  We only do this where required by law or where this is a condition of contract imposed by a Client for the position you have applied for.  We will contact you prior to carrying out such checks.  If there is no legal obligation to undertake these checks we only do so with your consent.
  • If you voluntarily provide us with special category information we may share this with our Client.  Our lawful basis for processing in this case is that you have voluntarily made the information public.
  • Less commonly, we may process special category information where it is needed to protect your vital interests (or someone else's interests) and you are not capable of giving your consent, or where it is in the substantial public interest. 
  • Otherwise we will only process special category information with your consent.


How will we collect your personal information? 

We will collect personal information from you directly when you register with us or contact us about our services or when we make contact with you. This may be by telephone or email.

We will collect information throughout the application and recruitment process, either directly from you or from a recruitment agency, background check provider, job boards or third-party referrals.

We will sometimes collect additional information from third parties including former employers, credit reference agencies or other background check agencies. 

We will collect information from publicly available sources including social media sites such as LinkedIn.

We will collect feedback from our Clients on your performance during the course of your engagement.

We may from time to time collect information automatically.


For what purpose will we use your personal information?

When you apply for a post, we will use your personal information to perform our contract with you, or to take steps prior to entering into this contract, with you. To do this, we will process your personal information in the following situations:

  • to provide our services to you. Our services consist of locating work for persons registered on our database of Candidates and introducing such Candidates to our Clients; and
  • to contact you about jobs that we think you may be interested in and to keep in touch with you; and
  • to manage our relationship with you.
  • We will also use your personal information to:
  • check you are legally entitled to work in the UK or the country where you are assigned or employed.
  • ascertain your fitness to work;
  • carry out pre-employment screening checks;
  • verify information about you which we may do using publically available sources;
  • monitor your use of our information and communication systems to ensure compliance with our IT policies;
  • ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution; and
  • conducting data analytics studies to review and better understand employee retention and attrition rates.

the above processing is necessary for the legitimate interests of the smooth running of our business, and to enable us to provide services to you.


What are the legal bases for us to use your personal information?

We will only use your personal information when the law allows us to do so. Most commonly, we will use your personal information in the following circumstances:

  • where we need to perform the contract, we have entered into with you;
  • where we need to comply with a legal obligation; and
  • where it is necessary for our legitimate interests (or those of a third party) to ensure the smooth running of our business as a recruitment agency.  We are allowed to do this as long as our activities do not disproportionately intrude your privacy.  Where we rely on legitimate interests as the lawful basis for processing, the relevant interest is set out in this notice.

We will also use your personal information in the following situations, which are likely to be rare:

  • where we need to protect your interests or someone else's interests;
  • it is necessary in the public interest; or
  • otherwise with your consent. 


If you fail to provide personal information

If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as introducing you to our Clients or providing you a benefit).


Change of purpose

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal information without your knowledge or consent, where this is required or permitted by law.


Automated Decision-Making 

Although at present all our recruitment activities involve human-decision making during the process, we may in the future use fully automated technologies such as expert systems or machine learning to complete a Candidate selection process from end-to-end, where appropriate and in accordance with any local laws and requirements.

Where appropriate, we will seek your consent to carry out some or all of these activities. If you do not provide consent to profiling, your application will continue to be reviewed manually for opportunities you apply for, but your profile will not be automatically considered for alternative roles. This is likely to decrease the likelihood of us successfully finding you a new job.


Profiling

We will use an automated process to evaluate your personal information against positions that are available and consider whether you would be suitable for a position.

We will notify you of our search results and seek your consent to put forward your CV for positions that are of interest to you.


Who are we going to share your personal data with and for what purpose will they use your personal information?

We will share your personal information with the following third parties and they will process personal information about you for their own purpose: 

  • potential Clients to find you a suitable position;
  • the Client that we place you with to manage our relationship and to make payment of invoices;
  • other recruitment agencies and intermediaries, including your service company (if applicable) to place you for a position and for the management of our relationship;
  • individuals and organisations who hold information related to your reference or application to work with us, such as current, past or prospective employers, educators and examining bodies and employment and recruitment agencies;
  • third parties who we have retained to provide services such as reference, qualification and criminal convictions checks, to the extent that these checks are appropriate and in accordance with local laws (in the applicable country).

We may share the results of our diversity and inclusion monitoring on an anonymised basis.

We will share candidate details such as your name, salary and CV within the OJ Group, including our international offices, for the purpose of placing you via another group company.   All offices within the OJ Group have access to our centralised system for placing candidates globally.

We may share your data with third-party service providers (including contractors and designated agents), and other businesses that provide certain services on our behalf. The following activities are carried out by third-party service providers: IT support, mailing services, payroll; and website hosting.

We may also share your data with other third-party service providers who perform functions on our behalf (including external consultants, business associates and professional advisers such as lawyers, auditors and accountants, technical support functions and IT consultants carrying out testing and development work on our business technology systems).

We may share your data with tax, audit, or other authorities, when we believe in good faith that the law or other regulation requires us to share this data (for example, because of a request by a tax authority or in connection with any anticipated litigation).

All of our third-party service providers and other entities in the OJ Group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes.


Where will we store your personal information?

We will store your information on our central database which is held on secure servers within the EEA.  Information on our database may be accessed by our Group companies from local offices within the EEA (London, Dublin, Manchester, Amsterdam, Frankfurt, Milan and Brussels) and our offices located outside the EEA [United States, Hong Kong and Singapore.  

To ensure your personal information does receive an adequate level of protection, we have put in place EU approved contract with the data recipients outside the EEA to ensure that your personal information is treated by those parties in a way that is consistent with and which respects the EU and UK laws on data protection.

If you require further information these protective measures you can request it from GDPR@ojassociates.com.


Data Security

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.


Data Retention

How long will we use your personal information for?

We will only keep your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

We will retain your personal information for a number of purposes, as necessary to allow us to carry out our business.  Your information will be kept for up to 3 years from the last point of contact on our main systems after which time it will be anonymised, archived or deleted.

Some of the archived information may be retained for up to 7 years for the purposes of satisfying any legal, accounting, or reporting requirements (or equivalent in your country such statutory requirement, plus 1 year). Any retention of personal data will be done in compliance with legal or regulatory obligations and with industry standards.  These data retention periods are subject to change without further notice as a result of changes to associated law or regulations.

If you have any questions in relation to the retention of your personal data, please contact GDPR@ojassociates.com


Your rights in relation to our processing of your personal data

Your duty to inform us of changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if any of your personal information changes during your relationship with us.

Your rights in connection with personal information

  • You have the right to be informed about what we are doing with your personal data. This notice sets out how we use it. If we change what we are doing we will provide you with an updated version of this notice. 
  • You have the right to object to the processing of your personal data.
  • You have the right to request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
  • You have the right to request us to update the personal information we hold about you.
  • You have the right to request us to delete the information we hold about you. If you ask us to delete your personal information we will not be able to provide our services to you.
  • You have the right to ask us to stop processing personal information where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground.
  • You have the right to ask us to restrict how we use your personal data for a period of time. If you ask us to restrict our use of your personal data, we may not be able to provide you with our services.   
  • You have the right to request us to send another organisation, information that you have provided to us in a format that can be read by computer. 
  • If you want to exercise your rights please contact RTBF@ojassociates.com or 0161 6940969.

We will need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights).


Changes to this transparency notice 

We reserve the right to update this transparency notice at any time, and we will provide you with a new transparency notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

Contact us

If you have any questions about this transparency notice, please contact GDPR@ojassociates.com or + 00 44 (0)161 6940969.

If you consider that we have not acted properly when using your personal information, you can contact the Belgian Data Protection Authority: https://www.privacycommission.be/.

GDPR transparency notice for candidates

Oliver James Associates (“we” or “us”) is the trading name of Oliver James Associates Limited, company number 04447784 and registered office at No 1 Spinningfields, Hardman Square, Manchester, M3 3EB.

What is the purpose of this document? 

This notice explains what personal data (information) we hold about you, how we collect it, and how we use and may share information about you during our relationship with you and after it ends. We are required to notify you of this information under data protection legislation.

We will comply with the data protection principles when gathering and using personal information. It is therefore important that you read this notice (sometimes referred to as a ‘Transparency Notice’), together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information.

We are a ‘data controller’ and gather and use certain information about you. This information is also used by our affiliated entities and group companies, and so, in this notice, references to ‘we’ or ‘us’ includes all Oliver James group companies.

This notice applies to all contractors and permanent role candidates, including fixed and full-time contractors and PAYE candidates (working directly via an agency or through an umbrella company); as well as people who have supplied a speculative CV to Oliver James not in relation to a specific job. Individual contractors, freelance workers and employees of suppliers or other third parties put forward for roles with clients (“Clients”) as part of a managed service provider programme or recruitment processing outsourcing service offering or otherwise will be treated as candidates for the purposes of this Transparency Notice (hereinafter referred to collectively as “Candidates”).

Whilst the reference to Clients in this Transparency Notice is, in itself self-explanatory, this category covers our customers, clients (which includes managed service providers and recruitment processing outsourcing companies) and others to whom Oliver James provides services in the course of its business.


What personal information are we collecting?

Personal data, or personal information, means any information relating to an identified of identifiable natural person. An identifiable natural person is one who can be identified, directly or indirectly. It does not include data where the identity has been removed (anonymous data).

There are special categories of more sensitive personal data which require a higher level of protection, please see section 3 for more information.

For Candidates we will collect, store and use the following categories of personal information about you:

  • your name, title, addresses, telephone numbers, and personal email addresses;
  • age/date of birth;
  • gender information;
  • next of kin and emergency contact information;
  • social security number/national insurance (or equivalent in your country) and any other tax-related information;
  • your salary, annual leave, pension and benefits information;
  • your right to work documentation (for example a passport number, driving licence or Immigration Status Document as set out in the Home Office's right to work checklist, which can be found here (or equivalent in your country): https://www.gov.uk/government/publications/right-to-work-checklist)
  • your references and other information included in a CV or cover letter or as part of the application process (including psychometric test scoring and results);
  • your work history and employment records (including job titles, working hours, training records and professional memberships);
  • financial information (where we need to carry out financial background checks);
  • CCTV footage and other information obtained through electronic means such as swipe card records; 
  • information on your interests and needs regarding future employment, both collected directly and inferred, for example from jobs viewed or articles read on our website;
  • IP address;
  • photographs;
  • feedback from Clients on your performance;
  • extra information that you choose to tell us;
  • extra information that your referees choose to tell us about you; and
  • extra information that our Clients may tell us about you, or that we find from other third-party sources such as job sites.


Particularly sensitive personal information

We process special categories of personal information in the following circumstances:

  • We process health information, including information relating to any disability, to comply with our legal obligation to make reasonable adjustments to our services, for example, if we need to make special arrangements for interview.
  • We process information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to comply with our legal obligations to ensure meaningful equal opportunity monitoring and reporting.  We make every effort to anonymise such information.
  • We process information about you relating to criminal convictions for the purpose of carrying out a DBS check.  We only do this where required by law or where this is a condition of contract imposed by a Client for the position you have applied for.  We will contact you prior to carrying out such checks.  If there is no legal obligation to undertake these checks we only do so with your consent.
  • If you voluntarily provide us with special category information we may share this with our Client.  Our lawful basis for processing in this case is that you have voluntarily made the information public.
  • Less commonly, we may process special category information where it is needed to protect your vital interests (or someone else's interests) and you are not capable of giving your consent, or where it is in the substantial public interest. 
  • Otherwise we will only process special category information with your consent.


How will we collect your personal information? 

We will collect personal information from you directly when you register with us or contact us about our services or when we make contact with you. This may be by telephone or email.

We will collect information throughout the application and recruitment process, either directly from you or from a recruitment agency, background check provider, job boards or third-party referrals.

We will sometimes collect additional information from third parties including former employers, credit reference agencies or other background check agencies. 

We will collect information from publicly available sources including social media sites such as LinkedIn.

We will collect feedback from our Clients on your performance during the course of your engagement.

We may from time to time collect information automatically.


For what purpose will we use your personal information?

When you apply for a post, we will use your personal information to perform our contract with you, or to take steps prior to entering into this contract, with you. To do this, we will process your personal information in the following situations:

  • to provide our services to you. Our services consist of locating work for persons registered on our database of Candidates and introducing such Candidates to our Clients; and
  • to contact you about jobs that we think you may be interested in and to keep in touch with you; and
  • to manage our relationship with you.
  • We will also use your personal information to:
  • check you are legally entitled to work in the UK or the country where you are assigned or employed.
  • ascertain your fitness to work;
  • carry out pre-employment screening checks;
  • verify information about you which we may do using publically available sources;
  • monitor your use of our information and communication systems to ensure compliance with our IT policies;
  • ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution; and
  • conducting data analytics studies to review and better understand employee retention and attrition rates.

the above processing is necessary for the legitimate interests of the smooth running of our business, and to enable us to provide services to you.


What are the legal bases for us to use your personal information?

We will only use your personal information when the law allows us to do so. Most commonly, we will use your personal information in the following circumstances:

  • where we need to perform the contract, we have entered into with you;
  • where we need to comply with a legal obligation; and
  • where it is necessary for our legitimate interests (or those of a third party) to ensure the smooth running of our business as a recruitment agency.  We are allowed to do this as long as our activities do not disproportionately intrude your privacy.  Where we rely on legitimate interests as the lawful basis for processing, the relevant interest is set out in this notice.

We will also use your personal information in the following situations, which are likely to be rare:

  • where we need to protect your interests or someone else's interests;
  • it is necessary in the public interest; or
  • otherwise with your consent. 


If you fail to provide personal information

If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as introducing you to our Clients or providing you a benefit).


Change of purpose

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal information without your knowledge or consent, where this is required or permitted by law.


Automated Decision-Making 

Although at present all our recruitment activities involve human-decision making during the process, we may in the future use fully automated technologies such as expert systems or machine learning to complete a Candidate selection process from end-to-end, where appropriate and in accordance with any local laws and requirements.

Where appropriate, we will seek your consent to carry out some or all of these activities. If you do not provide consent to profiling, your application will continue to be reviewed manually for opportunities you apply for, but your profile will not be automatically considered for alternative roles. This is likely to decrease the likelihood of us successfully finding you a new job.


Profiling

We will use an automated process to evaluate your personal information against positions that are available and consider whether you would be suitable for a position.

We will notify you of our search results and seek your consent to put forward your CV for positions that are of interest to you.


Who are we going to share your personal data with and for what purpose will they use your personal information?

We will share your personal information with the following third parties and they will process personal information about you for their own purpose: 

  • potential Clients to find you a suitable position;
  • the Client that we place you with to manage our relationship and to make payment of invoices;
  • other recruitment agencies and intermediaries, including your service company (if applicable) to place you for a position and for the management of our relationship;
  • individuals and organisations who hold information related to your reference or application to work with us, such as current, past or prospective employers, educators and examining bodies and employment and recruitment agencies;
  • third parties who we have retained to provide services such as reference, qualification and criminal convictions checks, to the extent that these checks are appropriate and in accordance with local laws (in the applicable country).

We may share the results of our diversity and inclusion monitoring on an anonymised basis.

We will share candidate details such as your name, salary and CV within the OJ Group, including our international offices, for the purpose of placing you via another group company.   All offices within the OJ Group have access to our centralised system for placing candidates globally.

We may share your data with third-party service providers (including contractors and designated agents), and other businesses that provide certain services on our behalf. The following activities are carried out by third-party service providers: IT support, mailing services, payroll; and website hosting.

We may also share your data with other third-party service providers who perform functions on our behalf (including external consultants, business associates and professional advisers such as lawyers, auditors and accountants, technical support functions and IT consultants carrying out testing and development work on our business technology systems).

We may share your data with tax, audit, or other authorities, when we believe in good faith that the law or other regulation requires us to share this data (for example, because of a request by a tax authority or in connection with any anticipated litigation).

All of our third-party service providers and other entities in the OJ Group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes.


Where will we store your personal information?

We will store your information on our central database which is held on secure servers within the EEA.  Information on our database may be accessed by our Group companies from local offices within the EEA (London, Dublin, Manchester, Amsterdam, Frankfurt, Milan and Brussels) and our offices located outside the EEA [United States, Hong Kong and Singapore.  

To ensure your personal information does receive an adequate level of protection, we have put in place EU approved contract with the data recipients outside the EEA to ensure that your personal information is treated by those parties in a way that is consistent with and which respects the EU and UK laws on data protection.

If you require further information these protective measures you can request it from GDPR@ojassociates.com.


Data Security

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.


Data Retention

How long will we use your personal information for?

We will only keep your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

We will retain your personal information for a number of purposes, as necessary to allow us to carry out our business.  Your information will be kept for up to 3 years from the last point of contact on our main systems after which time it will be anonymised, archived or deleted.

Some of the archived information may be retained for up to 7 years for the purposes of satisfying any legal, accounting, or reporting requirements (or equivalent in your country such statutory requirement, plus 1 year). Any retention of personal data will be done in compliance with legal or regulatory obligations and with industry standards.  These data retention periods are subject to change without further notice as a result of changes to associated law or regulations.

If you have any questions in relation to the retention of your personal data, please contact GDPR@ojassociates.com


Your rights in relation to our processing of your personal data

Your duty to inform us of changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if any of your personal information changes during your relationship with us.

Your rights in connection with personal information

  • You have the right to be informed about what we are doing with your personal data. This notice sets out how we use it. If we change what we are doing we will provide you with an updated version of this notice. 
  • You have the right to object to the processing of your personal data.
  • You have the right to request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
  • You have the right to request us to update the personal information we hold about you.
  • You have the right to request us to delete the information we hold about you. If you ask us to delete your personal information we will not be able to provide our services to you.
  • You have the right to ask us to stop processing personal information where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground.
  • You have the right to ask us to restrict how we use your personal data for a period of time. If you ask us to restrict our use of your personal data, we may not be able to provide you with our services.   
  • You have the right to request us to send another organisation, information that you have provided to us in a format that can be read by computer. 
  • If you want to exercise your rights please contact RTBF@ojassociates.com or 0161 6940969.

We will need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights).


Changes to this transparency notice 

We reserve the right to update this transparency notice at any time, and we will provide you with a new transparency notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.


Contact us

If you have any questions about this transparency notice, please contact GDPR@ojassociates.com or + 44 (0)161 6940969.

If you consider that we have not acted properly when using your personal information, you can contact The Office of the Data Protection Commissioner: https://www.dataprotection.ie/docs/Home/4.htm.