Privacy Policy

This privacy policy lets you know how we collect and use your data

We are the controller of your personal data and committed to protecting the privacy of partners, clients and candidates and will ensure as recruiters to comply with data protection regulations when processing personal data. We are registered with The ICO (Information Commissioner’s Office) and committed to being responsible and adhering to guidelines.

What information we collect and use and why?

We collect or use the following personal information as part of staff recruitment, administration and management:

• Your personal contact details (e.g. name, address, telephone number, personal or work email addresses)
• Your date of birth and Gender
• National Insurance number
• Forms and proof of ID
• Health information
• Details of any criminal convictions (e.g. DBS checks)
• We can collect information about your activities on our website, for example IP address and geographical location.
• Contact details (name, telephone number, place of work) will be sent to our umbrella company for payroll purposes

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. Which lawful basis we rely on may affect your data protection rights which are set out in brief below.

Under UK data protection law, you have certain rights over the personal information that we hold about you. Your rights are listed below:

Right of access

• Your personal information
  You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exceptions which means you may not receive all the information you ask for.
• Your right to rectification
  You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. We will ask you to provide evidence to support those changes.

• Your right to erasure
  You have the right to ask us to delete your personal information. We will gladly do this subject to retention and safeguarding policy and where you have identified recorded information is incorrect or puts you unlawfully ‘at a disadvantage’ in any way.

• Your right to restriction of processing
  You have the right to ask us to limit how we can use your personal information. We will listen to and accommodate your request.

• Your right to object to processing
  You have the right to object to the processing of your personal data.

• Your right to data portability
  You have the right to ask us to transfer the personal information you gave us to another organisation, or to you.

• Your right to withdraw consent
  When we use consent as our lawful basis you have the right to withdraw your consent at any time.

You can make contact with or read more about your right here at Information Commissioner’s Office. In some circumstances the needs of the business, for example, legal obligation may supersede requests. However, due consideration will be given and actioned at every request. Please email us at: info@ixpectconsultancy.co.uk or info@ixpectsocialwork.co.uk at write to The Data Controller, iXpect Recruitment, Unit 33, 105 London Road, Reading, Berkshire RG1 4QD

Our lawful bases for the collection of and use of your data

Our lawful bases for collecting or using personal information as part of staff recruitment, administration and management are:

• Consent – we have permission from you after we give you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we must collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we must collect or use your information so we can comply with the law. All your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Where we get personal information from

We collect your information from the following places:

• Directly from you
• Employment agency
• Schools, colleges, universities or other education organisations
• Referees (external or internal)
• Security clearance providers
• Occupational Health and other health providers
• Public sources (e.g. LinkedIn or other websites)

How long is your information kept for?

We keep your information for no longer than is necessary and for the purpose it was collected for. The length of time we retain your personal information is determined by operational and legal considerations. For example, we are legally required to hold some types of information to fulfil our statutory and regulatory obligations (e.g. health/safeguarding purposes).

We will hold your personal records including terms of business for 1 year after work finding services. Maximum is from the date of work-finding services in line with the Limitation Act 1980 is six years this would only be to protect the business against potential legal action. Additionally, to demonstrate safeguarding processes are adhered to and to contact you for future engagements.

Copies of identification documents/right to work – will be held for 2 years from date of termination this is a legal obligation and in line with Immigration (Restriction on employment) Order.

Criminal records information (DBS checks/forms/certificates) will be held for a minimum of six months; we will request citing of the same within 3 years if you are not registered on the DBS Update Service.

Who we share information with

As well as businesses, also known as hirers (which include local authorities, and the private sector, your information is shared only with service providers also known as data processors, this includes but not restricted to: DBS checks and you getting paid. Your weekly or monthly payment will go through an umbrella company; they manage our payroll. We will not share your information with third parties for marketing purposes.