Privacy Policy

How we use the information you provide.

including your rights and data retention.

Company Name: Taylor Made Recruitment Limited (‘the Company’)
Company Contact details: Victoria Taylor, Director, Taylor Made Recruitment Limited
Document DP5A Privacy Notice (when personal data is obtained from the data subject)
Topic: Data protection
Date: 1st July 2019
Version 01

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

You may give your personal details to the Company directly, such as on an application or registration form or via our website (www.taylormaderecruits.co.uk), or we may collect them from another source such as job boards. The Company must have a legal basis for processing your personal data. For the purposes of providing you with work-finding services and/or information relating to roles relevant to you, we will only use your personal data in accordance with the terms of the following statement.

1. Collection and use of personal data

a. Purpose of processing and legal basis
The Company will collect your personal data (which may include sensitive information) and will process it for the purposes of providing you with work-finding services. The legal bases we rely upon to offer these services to you are:

  • Consent
  • Legitimate interest
  • Legal obligation
  • Contractual obligation
b. Personal information we collect or obtain from you
The type of information we collect about you includes information such as:
  • your name;
  • your address;
  • your date of birth;
  • your contact details;
  • information about your work preferences and experiences.
c. Information received from you

When you contact us by email, the information we collect about you will be your name and email address and any other information you provide to us e.g information you provided in your CV.

d. Information received from third parties

Information we obtain from third parties will generally be your name and contact details, but also any additional information they provide to us.

We may also obtain personal information about you from certain publicly accessible sources, such as job boards, online candidate databases, social media, websites, and other publicly accessible sources.

e. Timeframes for providing you with the information in this Privacy Policy where we have obtained your personal information from a source other than you

Where we obtain personal information about you from a source other than yourself, and we are required to provide you with the information in this Privacy Policy, we will provide it to you at the following points in time:
  • if we intend to use your personal information to communicate with you, at the time of our first communication;
  • if we envisage that we will disclose your personal information to a third party, at the time of disclosure (at the latest); and
  • in any other circumstances, within a reasonable period after obtaining your personal information (and in any event within one month at the latest), taking into account the specific circumstances in which we use your personal information.
f. Legitimate interest

Where the Company has relied on a legitimate interest to process your personal data, our legitimate interests is/are as follows:

Taylor Made Recruitment is an employment agency when looking for permanent work and, as such will be actively seeking roles on your behalf, using the information about you that we obtain through your personal data.

g. Recipients/s of data
The Company will process your personal data and/or sensitive personal data with the following recipients:
  • The clients of Taylor Made Recruitment Limited
  • Any relevant Governing Body, including HMRC
  • Suppliers of any IT provision to Taylor Made Recruitment Limited
h. Statutory/contractual requirement
Your personal data is required by law and/or a contractual requirement (e.g. our client may require this personal data), and/or a requirement necessary to enter into a contract. You are obliged to provide the personal data and if you do not the consequences of failure to provide the data are us being unable to fulfil our role as an employment agency and/or business:

2. Data retention

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

The Conduct of Employment Agencies and Employment Businesses Regulations 2003, require us to keep work-seeker records for at least one year from (a) the date of their creation or (b) after the date on which we last provide you with work-finding services.

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

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

Document Type How long we will keep it for
Work-seeker records (including application form/CV, ID checks, terms of engagement*, details of assignments, opt-out notices and interview notes.

Hirer records including client details, terms of business with clients*		 2 years from the last date of providing work- finding services as an Employment Agency or Employment Business (Conduct of Employment Agencies and Employment Businesses Regulations 2003 (Conduct Regulations))

*We may hold these specific documents for 6 years in order to deal with any potential contractual claims
References 2 years following the introduction or supply of a work-seeker to a client
National Minimum Wage documentation For HMRC purposes: 3 years after the end of the pay reference period following the one that the records cover (National Minimum Wage Act 1998)
Pensions auto-enrolment 6 years, except for opt out notices which should be kept for 4 years
Records held relating to the right to work in the UK 2 years after employment or engagement has ended
Working Time Records:
48 hour opt out notice
Annual leave records 		2 years from the time they were created
Annual appraisal/assessment records 2 years from the time they were obtained
Sickness Records – statutory sick pay 2 years on internal systems. 3 years from the end of the tax year for payroll purposes
Statutory maternity, paternity, adoption pay 3 years from the end of the tax year to which it relates
Criminal records checks/Disclosure Barring checks There is no longer a 6 month time limit on how long DBS certificates can be kept for. When it comes to handling and storing certificates, the new DBS Code requires registered bodies to ‘handle all information provided to them by DBS, as a consequence of applying for a DBS product, in line with the obligations under Data protection Act 1998’. We will keep a copy of any DBS certificate given to us for 2 years

a. How long we retain your personal information

In general, we will retain your information for no longer than necessary, taking into account the following:

  • the purpose(s) for which we are processing your personal information, such as whether it is necessary to continue to store that information in order to continue to perform our obligations under a contract with you or for our legitimate interests;
  • whether we have any legal obligation to continue to process your information, such as any record-keeping obligations imposed by applicable law; and
  • whether we have any legal basis to continue to process your personal information, such as your consent.
Where you contact us with an enquiry, we will retain your information for as long as it takes to respond to and resolve your enquiry, and for a reasonable further period, after which point we will delete your information.

b. How we secure your personal information
We take appropriate technical and organisational measures to secure your personal information and to protect it against unauthorised or unlawful use or processing as well as against the accidental loss or destruction of, or damage to, your personal information, including:

  • only sharing and providing access to your personal information to the minimum extent necessary, subject to confidentiality restrictions where appropriate, and on an anonymised basis wherever possible;
  • using secure servers to store your personal information;
  • verifying the identity of any individual who requests access to personal information prior to granting them access to personal information;
Transmission of information (including personal information) over the internet is not entirely secure, and if you submit any information to us over the internet (whether by email, via our website or any other means), you do so entirely at your own risk. We cannot be responsible for any costs, expenses, loss of profits, harm to reputation, damages, liabilities or any other form of loss or damage suffered by you as a result of your decision to transmit information to us by such means.

3. Your rights

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

  • The right to be informed about the personal data the Company processes on you;
  • The right of access to the personal data the Company processes on you;
  • The right to rectification of your personal data;
  • The right to erasure of your personal data in certain circumstances;
  • The right to restrict processing of your personal data;
  • The right to data portability in certain circumstances;
  • The right to object to the processing of your personal data that was based on a public or legitimate interest;
  • The right not to be subjected to automated decision making and profiling; and
  • The right to withdraw consent at any time.

Where you have consented to the Company processing your personal data and sensitive personal data, you have the right to withdraw that consent at any time by contacting:

Victoria Taylor, Director
Taylor Made Recruitment,
Corinium House,
Barnwood Point,
Corinium Avenue,
Gloucester, GL4 3HX
Tel:01452 260749

Your right to object to the processing of your personal information for certain purposes

You have the following rights in relation to your personal information, which you may exercise in the same way as you may exercise the rights in the preceding section (Your rights in relation to your personal information):

  • to object to us using or processing your personal information where we use or process it in order to carry out a task in the public interest or for our legitimate interests, including ‘profiling’ (i.e. predicting your behaviour based on your personal information) based on any of these purposes; and
  • to object to us using or processing your personal information for direct marketing purposes (including any automated evaluation we make about you or any of your characteristics as a person, to the extent that it is related to such direct marketing).
4. Automated decision-making

During our processing of your information we may use functions that could be defined as automated decision making. Typically, this would be where you have submitted a CV to us and we use an industry standard 3rd party product which uses complex proven semantic and natural language algorithms to read and extract data from the submitted document and create a profile for you in our database. This information could later be used to then match your profile against vacancy profiles also stored within our database. All matched profiles and vacancies are assessed by our staff before we contact you in regard to the position to ensure suitability. If you have any questions about this process or to request that we do not use this process during our relationship with you, please contact us,

5. Changes to our Privacy Policy

We may change our Privacy Policy from time to time without providing prior notice to you. If required by law, we will make such changes to our Privacy Policy by us posting an updated version of our Privacy Policy on our website with a new effective date stated at the beginning of it. Our processing of your personal information will be governed by the practices set out in that new version of the Privacy Policy from its effective date onwards.

Where we intend to use your personal information for a new purpose other than the purpose(s) for which we originally collected it, we will provide you with information about that purpose and any other relevant information before we use your personal information for that new purpose and obtain your consent if required.

6. Changes to your information

Please inform us of any changes to any information (including personal information) which we hold about you so we can keep the information we hold about you accurate and up-to-date.

7. Awareness

Please note that our website may contain links to other websites. This privacy policy only applies to the Taylor Made Recruitment Ltd website, so when you link to other websites you should review their own privacy policies

8. Complaints or queries

If you wish to complain about this privacy notice or any of the procedures set out in it please contact:
Victoria Taylor, Director
Taylor Made Recruitment,
Corinium House,
Barnwood Point,
Corinium Avenue,
Gloucester, GL4 3HX.
Tel: 01452 260749

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