WHO ARE WE?
Invind Ltd is a professional staffing solutions enablement company based in the UK.
We are a resourcing initiative wherein we join the dots between candidates looking to further their career aspirations and tying those to opportunities in companies looking for right skill sets to augment their IT teams.
We always ensure seamless integration into client’s company methodology and provide a stress free approach works on latest staffing specific technologies and methodologies, have excellent social media leverage hence saving time and being cost effective as compared to traditional recruitment approach.
WHAT DOES THIS POLICY COVER?
- Sets out the types of personal data that we collect about you
- explains how and why we collect and use your personal data
- explains how long we keep your personal data for
- explains when, why and with who we will share your personal data
- Sets out the legal basis we have for using your personal data
- explains the effect of refusing to provide the personal data requested
- explains the different rights and choices you have when it comes to your personal data
- explains how we may contact you and how you can contact us.
WHAT PERSONAL DATA DO WE COLLECT ABOUT YOU?
We collect information about you which enables us to find available opportunities and assess your suitability throughout the recruitment process.
This is collected in our capacity as a recruitment agency, recruitment business and talent consultancy as well as an employer if you want to work for us.
We collect personal information including but not limited to your first name, surname, email address (both personal and business), telephone number, residential address, job title, company name, financial information, job function, location, sector, CV, identification documents, evidence of right to work (RTW), educational records, work history, next of kin and emergency contact details, references and links to your professional profiles available in the public domain and on social media, such as LinkedIn and corporate websites.
We may also collect sensitive personal data about you, in the form of health or medical information (including details of any special assistance you may need or any sick leave taken during previous roles), racial or ethnic origin, sex life or sexual orientation, political opinions, religious beliefs, trade union membership and biometric data.
We only collect sensitive personal data from you and further process this data, where you have given your explicit consent.
WHERE DO WE COLLECT PERSONAL DATA ABOUT YOU FROM?
The following are the different sources we may collect personal data about you from:
This is information you provide whether searching for a new opportunity, during the different recruitment stages or at a recruitment or networking event. This may be by telephone, email or in person.
- From an agent/third party acting on your behalf.
This may be your own limited company, an umbrella company or another recruitment agency.
O Social media and networking sites, including LinkedIn
O Job Boards that you have registered your details on.
O Corporate websites
- By Reference or word of mouth.
For example, you may be recommended by a friend, a former employer, a former colleague or even a present employer.
HOW AND WHY WE USE YOUR PERSONAL DATA?
We will use your data so that we can provide our services to you, including:
- To match your skills, experience and education with a potential employer or client or current job opportunities.
- To provide more detailed information to a client, should you be chosen by the client to go through to the next stage.
- To keep you informed of job opportunities which we think may be of interest to you.
- To send you other information that may be of interest to you, such as workshops, events and newsletters from Invind Ltd.
- To provide career guidance and management.
- To respond to your requests or questions when you contact us.
- To carry out our contractual obligations with you or with a client, including under any contracts we intend to enter into with you.
- To analyse trends in industry, although this information will be anonymous.
- To third parties (see below).
- If you work for a client or a potential employer looking to fill roles, to contact you about prospective candidates or leads and to share your contact details with a candidate, at interview stage and beyond.
- To provide services relating to talent management, including recruitment, talent consultancy, market mapping and research and salary surveys.
- To manage our relationship with you and with our clients and perform administrative and operational tasks.
- To comply with our legal obligations and rights, under contracts and at law, and to cooperate with authorities and investigations.
WHAT MARKETING COMMUNICATIONS DO YOU SEND?
We may send marketing communications to you by email, through social media, SMS or by post.
You may opt out of receiving any further marketing communications by clicking the “unsubscribe” link in an email received from or by contacting us at HR@invind.com
HOW LONG DO WE KEEP YOUR PERSONAL DATA FOR?
We keep your information for as long as you want us to and to use your information as described above.
Please note that we may retain some of your information after you cease to use our services if it is necessary to meet our legal obligations, such as retaining the information for tax and accounting purposes.
Our standard policy is to retain personal information for 3 years but when determining the relevant retention periods, we will take into account:
- Our contractual obligations and rights in relation to the relevant information;
- Legal obligations under applicable law to retain data for a certain period of time
- Our legitimate interest where we have carried out a balancing test;
- Statute of limitations under applicable law;
- Disputes, whether potential or actual;
- If you have made a request to have your information deleted;
- Guidelines issued by relevant data protection authorities.
If we determine that we can delete your data, we will do so securely.
WHO DO WE SHARE YOUR PERSONAL DATA WITH?
Your personal data may be shared with certain third parties who will be subject to contractual obligations of confidentiality and compliance with relevant laws, including
- Our client who has a position to fill or who you may have been placed with. Our clients are global and based in numerous industries, such as IT, data management and analytics, financial services, architecture, energy and utilities, and in both the public and private sector.
- The end client or customer who you may be placed with through another agency or intermediary (for example where there is a managed service arrangement or where our client is a consultancy firm)
- Other recruitment agencies or service providers such as umbrella companies, RPO or PSL providers.
- Suppliers, contractors and agents who may perform services for us, including payroll providers, umbrella companies, professional advisers such as accountants or lawyers, insurance brokers, consultants, background check agencies, email marketing agencies, event organisers.
- Government or law enforcement authorities or any other third party in any jurisdiction, if we believe that we have an obligation to do so or that such action is necessary to protect, defend or enforce our rights.
- In the event of a sale, merger, liquidation, receivership or transfer of assets of any member of our group, to any third party provided they are obliged to only use your personal data for the purposes that you have provided it to us.
We may also conduct checks on you to verify the information you have provided and where we do this we may share your information with former employers or clients.
WHAT LEGAL BASIS DO WE HAVE FOR USING YOUR INFORMATION?
For prospective employees, candidates, contractors, referees and clients, our processing is necessary for our legitimate interests in that we need the information in order to be able to assess suitability for potential roles, to find potential candidates and to contact clients and referees.
We carry out a balancing test to ensure that our processing is necessary and that your fundamental rights of privacy are not outweighed by our legitimate interests, before we go ahead with such processing.
We keep a record of these balancing tests which you can find out more about by contacting us using the details below.
If you are interviewed and submitted as a candidate, then this may involve the processing of more detailed personal data including sensitive data such as health information that you or others provide about you. In that case we always ask for your consent before undertaking such processing.
We may also rely on our processing being necessary to perform a contract for you, if you are a client or a candidate or contractor and we are negotiating or have entered into an agreement with you to provide services to you or receive services from you.
Processing may also be necessary to fulfil our legal and regulatory obligations, such as disclosure to public authorities, regulators and investigations.
We may also use your information if we have to establish, exercise or defend legal claims or where the personal information is in the public domain. The legal basis for this processing activity is that it is in the public interest.
WHAT HAPPENS IF YOU DO NOT PROVIDE US WITH THE INFORMATION WE REQUEST OR ASK THAT WE STOP PROCESSING YOUR INFORMATION?
If you do not provide the personal data we request or withdraw your consent for the processing of your personal data, we may not be able to match you with available job opportunities.
WHAT SECURITY MEASURES DO WE HAVE IN PLACE?
We have appropriate technical and organisational security measures in place to protect your personal information under our control and to prevent unauthorised access, destruction, transmission, misuse or alteration of it.
However, we cannot guarantee that such unauthorised access, destruction, transmission, misuse or alteration will not happen.
Transfer of data via the internet is not completely secure and while we do our best to protect your personal data, any data you transmit to us is at your own risk. Once we have received your data we will follow our procedures and policies to protect it.
If we share any links to external websites operated by other organisations (such as clients, training providers etc) with you, any data you submit to those websites (including clicking on any link) is outside our control and will be subject to that third party’s data protection and privacy policies.
We cannot guarantee that any third party will be compliant with relevant laws and best industry practice and accept no responsibility or liability for these third parties.
WHAT RIGHTS DO YOU HAVE IN RELATION TO THE DATA WE HOLD ON YOU?
By law, you have a number of rights when it comes to your personal data. Further information and advice about your rights can be obtained from the data protection regulator in your country.
- The right to be informed
You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we’re providing you with the information in this Policy.
- The right of access
This is so you’re aware and can check that we’re using your information in accordance with data protection law.
- The right to rectification
You are entitled to have your information corrected if it’s inaccurate or incomplete.
- The right to erasure
This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there’s no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.
- The right to restrict processing
You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.
- The right to data portability
You have rights to obtain and reuse your personal data for your own purposes across different services. For example, if you decide to switch to a new provider, this enables you to move copy or transfer your information easily between our IT systems and theirs safely and securely, without affecting its usability.
- The right to object to processing
You have the right to object to certain types of processing, including processing for direct marketing or if you no longer want to be contacted with potential opportunities.
- The right to lodge a complaint
You have the right to lodge a complaint about the way we handle or process your personal data with your national data protection regulator.
- The right to withdraw
If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful). This includes your right to withdraw consent to us using your personal data for marketing purposes.
We usually act on requests and provide information free of charge, but may charge a reasonable fee to cover our administrative costs of providing the information for:
- Baseless or excessive/repeated requests, or
- Further copies of the same information.
Alternatively, we may be entitled to refuse to act on the request.
Please consider your request responsibly before submitting it. We’ll respond as soon as we can. Generally, this will be within one month from when we receive your request but, if the request is going to take longer to deal with, we’ll come back to you and let you know.
HOW WILL WE CONTACT YOU?
We may contact you by phone, email or via social media or networking sites. If you prefer a particular contact means over another please just let us know.
HOW CAN YOU CONTACT US?
We will review your personal data to ensure it is up to date and accurate but rely on your cooperation to keep us informed if any such data changes. If you would like to change any information you have provided to us, please just let us know at HR@invind.com