Privacy Policy
Address: Austin House, 43 Poole Road, Bournemouth, BH4 9DN
Tel: 01202 237129
November 2023
Version V.2.2.
Introduction
Under UK data protection laws which includes the Data Protection Act 2018 and the UK’s implementation of the General Data Protection Regulations (UK GDPR), we must comply with certain regulations, which are designed, to ensure we process any information (personal data) you provide appropriately, safely, fairly and securely.
This Privacy Policy tells you what to expect in relation to personal information about you which is collected, handled and processed by Tru Talent, and applies to all individuals we interact when we provide our services and run our business.
The Company is a recruitment business which provides work-finding services to its clients and work seekers. The Company must process personal data (including special category personal data) so that it can provide these services and to run its business – in doing so, the Company acts as a data controller.
The personal data we process will depend on how you interact us with us, but generally we will collect and process personal data:
Collected from you if you are looking for a job and complete an application or registration form or collected from another source such as an online job board
Collected from you if you contact us about finding candidates for job vacancies you have, or to request a contractor, agency or temporary worker
If you use or contact us via our website (https://tru-talent.co.uk) or fill out our website contact form (e.g. https://tru-talent.co.uk/contact-us/)
Collected from you if you apply to work for us
Collected from you if you contact us
Processed if you receive our marketing or newsletter
Collected from you if you are one of our suppliers
Personal Data Relating to Candidates (including Candidates Applying for a Job with us)
If you complete one of our registration forms we will collect the following types of personal data, at varying points during the recruitment process:
Your name
Your contact details including your address, email and phone number
Details about your work preferences such as the type of work you’re looking for, whether it’s full-time or part-time, your salary expectations, preferred location, notice period and any additional information which will help us find you a position
Details about whether you possess a driving license and car
Details about two previous employers (for reference purposes) including your reason for leaving and their contact details
Details to prove you have permission to work in the UK
Next of kin information (used only for emergency purposes)
Whether you have any holiday time already booked that will need to be considered in your applications
Details about any criminal convictions or health related information
We may also collect personal information about candidates from other sources including:
Credit reference agencies, from which we may collect information in relation to your credit history.
Disclosure and Barring Service in respect of criminal convictions, where appropriate to do so.
Your named referees, from whom we collect information in relation to your employment history
Online job boards
In connection with your application for work, we may also collect, store, and use the following categories of personal information about you:
The information you have provided to us in any curriculum vitae and covering letter.
Additional information you have provided on an application form, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, qualifications.
Any information you provide if we speak to you on the phone or video conferencing.
Any information you provide to us during an interview.
We may also collect, store and use the following types of more sensitive personal information:
Information about your health, including any medical condition, health and sickness records.
Information about criminal convictions and offences, if appropriate.[MG2]
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.
Purpose of processing and legal basis
The Company will collect your personal data (which may include sensitive personal data) and will process your personal data for the purposes of providing you with work-finding services. The legal bases we rely upon to offer these services are set out below:
Contract
The information you provide to us, or we collect about you, is used to provide our services to you in our capacity as an employment business / agency to find you suitable work whether on a temporary or permanent basis on your requirements.
You are obliged to provide the personal data and if you do not the consequences of failure to provide the data means we will not be able to represent you for work finding services and may result in incorrect pay, pension and tax deductions which may not be recoverable.
We therefore process your data for the following purposes:
To match your skill sets with job vacancies to assist in finding you the positions that most suit you.
To carry out background and reference checks to assist us placing you with an employer
To put your details forward to our clients and prospective employers to be considered for vacancies.
To place you with our clients and prospective employers.
To keep you informed of available opportunities as they arise.
To keep you informed of the services offered by us.
To maintain adequate records of activity within our business.
For safety and security reasons we retain minimum data regarding people who use rude, aggressive or threatening behaviour or language. We retain details of name, address, date of birth and national insurance number for identification together with the date and details of the behaviour giving cause for concern.
Legal Obligation
Where the Company has relied on a legal obligation to process your personal data our legal obligations include:
To establish that you have the right to work.
To undertake relevant security and criminal record checks as required by our clients and prospective employers and as permitted by law.
To deal with any medical and health and safety issues relating to certain positions.
To put in place contractual arrangements and documentation once a role has been secured.
To pay you if placed.
To provide you with a pension
Consent
Where the Company is processing your personal data based on your consent rather than any other lawful basis, it will always be obvious to you what you are consenting to. Under some circumstances it may be necessary for the consent to expire and for the Company to seek further consent from you. Where consent is not granted the Company will cease to process your personal data for the purpose you have previously consent to.
Recipients of Data
As well as sharing your data with prospective employers, the Company may also process your personal data with the following recipients:
Pension service, HMRC, statutory Government departments, Clients and other companies which may from time to time be nominated by yourself.
If you apply for a position with Tru Talent and are offered a position
We use the same process to consider potential candidates for our own team, as such we collect similar information as set out above. However, if you are successful your information will be stored in our HR system and processed for the purposes of employing you. Where applicable, we will provide you with a separate privacy policy for employees, although it is very much similar to what is set out above.
If you apply for a position with Tru Talent and are unsuccessful
If you are unsuccessful in a role with Tru Talent, we will generally keep your information for up to 6 months after your application is rejected. We have a legitimate interest to do so to protect our own legal interests. After this point we will either delete your information or seek your consent to keep your information for future opportunities, in which case we will keep your information for longer until you withdraw your consent (e.g. if you’re no longer looking for a role).
Equal Opportunities
Tru Talent is an equal opportunities employer and a company committed to diversity. This means that all job applicants and members of staff will receive equal treatment and that we will not discriminate on grounds of gender, marital status, race, ethnic origin, colour, nationality, national origin, disability, sexual orientation, religion or age.
As part of our commitment to equal opportunities we may from time to time use information provided by you for the purposes of diversity monitoring. All such information will be used on an anonymised basis.
Data Relating to Clients Asking us to find them Job Candidates
If you contact us to find candidates for a job vacancy then we will collect the following information from you:
Your name
Details about your company including address and contact details
If applicable, bank account details and signed contracts or terms of service
Details about the vacancy you are hoping to fill
Purpose of processing and legal basis
The Company will collect your personal data (which may include sensitive personal data) and will process your personal data for the purposes of providing you with our candidate-finding services.
We rely on “contract” as the legal basis for the processing. The information you provide to us, is used to provide our services to you in our capacity as an employment business / agency to find you suitable work candidates whether on a temporary or permanent basis.
You are obliged to provide the personal data and if you do not we will not be able to provide you with our services.
Data Collected or Processed via our Website (https://tru-talent.co.uk)
Tru Talent has used all reasonable care in writing, editing and presenting the information on our website and ensuring the information supplied is accurate and not misleading. Information on the website can be changed without notice. Tru Talent assumes no responsibility for external information links contained in this site and disclaims all liability arising from negligence or otherwise in respect of such information.
Whilst vacancies posted on this website are regularly updated we make no representation as to the availability of any vacancy at any time. Tru Talent guarantees that all vacancies have been recently assigned to Tru Talent but cannot guarantee any interview or any intention to hire any candidate.
The decision regarding the suitability of any applicant for any particular vacancy is entirely at the discretion of Tru Talent and there is no obligation to explain any such decision except where required to do so by law.
Any policy changes either through legislation or business cause will be posted on this page and, if necessary via other areas of our website.
Visitors to our website
Where we collect personal data via our website, we will be upfront about it and it will be obvious to you that you’re providing personal data and how we will be using it.
Cookies
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.
Other than cookies which are essential to the running of our website, we also use Google Analytics to provide basic information about general trends in our website’s usage, page view statistics and search engine optimisation. The data provided by Google Analytics is anonymised and in no way enables us to identify individual visitors, however, Google Analytics will place a cookie on your device to enable the service. For more information about how Google Analytics cookies work on websites visit: https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage
We do not use cookies for any other purpose and do not store any other information using this method.
Using the Website contact form
If you fill out one of our website forms a notification email is sent to the relevant team within our company. No copy of the data you submit is stored anywhere else, other than within our email program.
Security
Any CV sent to us via our website is done so securely and we will store your details on our internal database, using the information ONLY to assist in finding work on your behalf.
The security of your data is extremely important to us and information provided to us will be stored in a secure database accessible only by Tru Talent and its employees.
Our use of Social Media
Our database and associated software includes social media features, such as LinkedIn. These features may collect your IP address, which page you are visiting, and may set a cookie to enable the feature to function properly. Social media features are either hosted by a third party or hosted directly on our database. Your interactions with these features are governed by the privacy statement of the company providing it.
Personal data collected from you if you contact us via phone or email
When you contact us by email we will receive your name, email address and the content of the message. This will be processed in our email package for the purposes of responding to your message. We may retain this information depending on the purposes for you contact us.
If you are contacting us about a vacancy or considering becoming a client we will keep a copy of your email and process additional information about you, as set out above.
Likewise, if you contact us via phone, we may record details of the phone call and if you are considering becoming a client or are applying for vacancy, we will keep notes regarding our conversation and store and process this information, as set out above.
Personal data processed if you receive our marketing or newsletter
If you receive our marketing or newsletter, you will have consented to receiving such material and we will continue to send our marketing/newsletter until you withdraw your consent, which you can do at any time by contact us or using the unsubscribe link in the messages.
We may keep the minimal information to ensure we don’t re-subscribe you by accident.
Personal data collected from you if you are one of our suppliers
If you are one of our suppliers, we will collect the minimal information about you and your services as required to make use of your services and deal with invoices and payments for your services. Such information will be stored within our accounting package for the purposes of our accounts and will be retained accordingly (usually up to 6 financial years as required by tax law).
Individual employees within our business may also retain your contact details within their email application or via business cards that you may provide to us. They do so on the basis they may wish to contact you for services in the future.
Data Retention
Unless stated otherwise, the Company will retain your personal data only for as long as is necessary and lawful for us to do so. Different laws require us to keep different data for different periods of time, plus we may have legitimate reasons for retainer data for a specific time period.
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’s auto-enrolment records for as long as is legally required by HMRC and associated national minimum wage, social security and tax legislation, which is typically 6 years after the end of the financial year.
Where the Company has obtained your data through consent via a direct application or a publicly enabled expression of interest via a job board for example, the data will be held for as long as the consent remains valid.
Third Party Processors
We use a number of third-party cloud-based services for the purposes of effectively running our business and providing our services to you. We also use a number of third-party organisations, e.g. accountants, HR support, etc.
In all cases where we are using a third-party service or company, we will only provide the minimal amount of information for the purposes of delivering the service to us and to meet our requirements.
We always carry out due diligence against all our third-party suppliers for the purposes of ensuring their compliance with data protection, maintaining adequate security of your data and ensuring they apply adequate data protection principles to the processing of the data we supply. We also make sure a legally binding contract (sometimes called a Data Processing Agreement or DPA) is also in place to protect your data.
Your Rights
Please be aware that you have the following data protection rights:
The right to be informed about the personal data the Company processes on you;
The right of access to the personal data the Company processes on you;
The right to rectification of your personal data;
The right to erasure of your personal data in certain circumstances;
The right to restrict processing of your personal data;
The right to data portability in certain circumstances;
The right to object to the processing of your personal data that was based on a public or legitimate interest;
The right not to be subjected to automated decision making and profiling; and
The right to withdraw consent at any time.
Where you have consented to the Company processing your personal data you have the right to withdraw that consent at any time by contacting Tru Talent on 01202 237129 or emailing admin@tru-talent.co.uk.
Just so it’s clear, you have the right to ask us to confirm what information we hold about you at any time, and you may ask us to modify, update or Delete such information. At this point we may comply with your request or, additionally do one of the following:
We may ask you to verify your identity, or ask for more information about your request; and
Where we are legally permitted to do so, we may decline your request, but we will explain why if we do so.
Automated Decision Making
You will not be subject to decisions that will have a significant legal impact on you based solely on automated decision-making.
Sharing your information
We do not share any personal data with any third parties unless it is lawful for us to do so, if required by law to do so or if you provide us with permission to do so.
Complaints or Queries and how to Contact Us
The Company tries to meet the highest standards when collecting and using personal information. We take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
If you wish to contact us about this privacy policy or to complain about how your personal data is being processed please contact Tru Talent on 01202 237129 or email admin@tru-talent.co.uk.
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.
Changes to our Privacy Policy
This privacy policy may be changed by Tru Talent at any time. If we change our privacy policy in the future, we will advise you of changes or updates to our privacy policy by a prominent notice on our website. Continued use of this website or our services after such changes will constitute your acceptance of such changes.
If, at any time, you have questions or concerns about Tru Talent’s online privacy commitment, please feel free to contact us on 01202 237129 or email admin@tru-talent.co.uk.