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Talentful privacy policy

  1. General

    Talentful Limited and its operating groups, subsidiaries, and affiliates (Talentful, we or us) is the Data Controller of the personal data that you provide to us or that we receive. Talentful is registered in England with company number 09683024.

    Talentful is committed to protecting and respecting your privacy. This notice sets out the basis on which any personal data we collect from you, or that you provide us, will be processed by us.

  2. Right to Object:

    You have a legal right to object at any time to:

    • use of your personal information for direct marketing purposes; and
    • processing of your personal information which is based on our legitimate interests, unless there are compelling legitimate ground for our continued processing.

  3. Who We Are and What We Do

    We are a recruitment agency that (i) provides onsite internal HR support and (ii) operates recruitment business. We collect personal data from the following types of people to allow us to undertake our business and to source candidates for our clients:

    • Prospective and placed candidates for permanent and contract roles
    • Prospective and live client contacts
    • Supplier contacts to support our services
    • Employees, consultants, temporary workers

  4. Types of Data We Collect

    In order to provide the best possible employment opportunities we need to process certain information.

    The information about you we may collect, hold and process is set out below:

    • name
    • contact details such as an address, email and telephone number
    • education details
    • employment history
    • immigration status
    • reference and background check
    • other relevant information you may choose to share

    Where appropriate, and in accordance with local laws and requirements, we may also collect information related to diversity, security clearance status or details of any criminal convictions.

    If you are a Talentful client, we need to collect and use information about you, or individuals at your organization, in the course of providing you with our recruitment services. This can include finding candidates to fill your roles, providing you with internal recruitment services or notifying you of content published by Talentful which may be relevant to you.

    Talentful will also in accordance with data protection laws store information relating to previous dealings with us, including job applications, email and telephone communications, job interviews and placements.

    We collect a limited amount of data from the users of our website which we use to help us to improve your experience when using our website and to help us manage the services we provide. This includes information such as how you use our website, the most popular referrers and website responsiveness. You can read more about this in our Cookies Policy.

    For individuals in California, please refer to Talentful’s specific California Privacy Policy for what information we collect about job applicants and how we use and disclose it.

    We also receive personal information concerning candidates from customers that are used by Talentful to provide placement services. The personal information Talentful receives in this business to business transaction is used for this limited purpose and is subject to the data protections principles.

  5. Where We Obtain Your Information

    We may obtain candidate information from any number of locations:

    • When you register or apply for jobs
    • When you correspond with us by phone, email or otherwise
    • When you visit our website
    • When you register your CV on a job board and it matches certain criteria
    • When you apply for a role via a job board
    • When you are referred by a friend or colleague
    • Through your online profiles

    When we obtain your information from external sources such as LinkedIn, corporate websites and job boards we will contact you within a reasonable timeframe to ensure that our services are appropriate or relevant to you.

    There are two main ways in which we collect client data:

    • Directly from you
    • From third parties such as candidates, online search engines, online job boards, LinkedIn and networking.

  6. Data Retention

    The length of time we will hold or store your personal information for will depend on the services we perform for you and for how long you require these. As we often support candidates with placements over an extended period the purpose for which we retain data is often an ongoing purpose. We conduct regular data-cleansing and updating exercises with our candidates to ensure that (i) the data that we hold is accurate, (ii) we are not holding data for too long and (iii) the data remains relevant for the purposes for which it was collected.

    We will consider there to be meaningful contact with you if you submit your updated CV onto our website, apply for jobs or we receive an updated CV from a job board. We will also consider it meaningful contact if you communicate with us about potential roles, either by verbal or written communication or engage with any of our marketing communications.

    Under new data protection regulations (GDPR), we are required to keep the data we hold accurate and, where necessary, up to date. As such, we will make an effort to regularly communicate with you to ensure your data is up to date and accurate.

    We endeavor to permanently erase your personal data on expiration of the retention period or where we receive a valid request from you to do so.
    For a list of all data categories and retention periods, please contact data@talentful.com

  7. Legal Basis for Processing

    Our legal basis for the processing of personal data is our legitimate business interests, described in more detail below, although we will also rely on contract, legal obligation and consent for specific uses of data.

    We will rely on contractual provisions if there is a legal document between the parties.

    We will rely on legal obligation if we are legally required to hold information on to you to fulfil our legal obligations.

    We will, in some circumstances, rely on consent for particular uses of your data and you will be asked for your express consent, if legally required. Examples of when consent may be the lawful basis for processing include permission to introduce you to a third party.

  8. Legitimate Interests

    At Talentful, we take your privacy seriously and will only use your personal information for administration purposes and to provide our recruitment services. The information we have collected is used to provide our services to you in our capacity as an employment business, agency or onsite recruitment provider to find you suitable work whether on a temporary or permanent basis based on your requirements.

    We think it’s reasonable to expect that, if you are looking for employment or have posted your professional CV information on a job board or professional networking site, you recognize that it is fair to collect that public information and otherwise use your personal data to provide our recruitment services, use that to approach you as an onsite recruiter, to share that information with prospective employers and assess your skills against our live vacancies. During the job offer process, your potential employer may also want to confirm your references, qualifications and criminal record which we will ensure is in accordance with the laws and regulations.

    We therefore think it’s reasonable for us to process your data and to contact you in order to propose relevant roles or available opportunities.

    We may also need to use your data for our internal administrative activities.

  9. Data Storage and Processing

    All of the personal data we hold about you will be processed consistent with EU data protection legislation and, in particular, the GDPR. We take all reasonable steps to ensure that your personal data is processed securely and prevent unauthorized access to, and misuse of your personal data. For more information, please see our security policy.

  10. Data Sharing

    As required under GDPR, we will only share your information with the particular client which made the approach or, to the extent appropriate, with prospective employers.

    Unless you specify otherwise, we may also share your information with any of our group companies and associated third parties such as our service providers where we feel this will help us to provide you with the best possible service and we have the appropriate processing agreement in place.

    Onsite Clients

    We will obtain and control your information with our clients where we are operating or acting as an internal onsite HR support function.

    Trusted Third Parties

    We will share your personal information and, where necessary, your sensitive personal information with trusted third parties where we have retained them to provide services that you or our clients have requested, such as:

    • employment reference checking
    • qualification checking
    • criminal reference checking
    • verification of details you have provided from third party sources
    • psychometric evaluations or skills tests

    We will also share your personal information with third parties who perform functions on our behalf and provide services:

    • professional advisors
    • data analytics providers
    • IT consultants carrying out testing and development work on our business technology systems
    • research and mailing houses
    • function co-ordinators

    We require minimum standards of confidentiality and data protection from such third parties. To the extent that any personal information is provided to third parties outside the EEA, or who will access the information from outside the EEA, we will ensure that approved safeguards are in place, such as the approved Model Clauses or the EU/US Privacy Shield.

  11. Your Rights in Respect to Your Information

    You have certain rights in relation to personal information we hold about you. Details of these rights and how to exercise them are set out below. We will require evidence of your identity before we are able to act on your request.

    You have the right at any time to ask us for a copy of the personal information about you that we hold. Where we have good reason, and if the GDPR permits, we can refuse your request for a copy of your personal information, or certain elements of the request. If we refuse your request or any element of it, we will provide you with our reasons for doing so.

  12. Right of Correction or Completion

    If personal information we hold about you is not accurate, out of date or incomplete, you have a right to have the data rectified, updated or completed. You can let us know by contacting us contacting us at data@talentful.com.

  13. Right of Erasure

    In certain circumstances, you have the right to request that personal information we hold about you is erased and there are no other legal grounds on which we may process the information.

  14. Right to Object to or Restrict Processing

    In certain circumstances, you have the right to object to our processing of your personal information by contacting us at data@talentful.com. For example, if we are processing your information on the basis of our legitimate interests and there are no compelling legitimate grounds for our processing which override your rights and interests. You also have the right to object to use of your personal information for direct marketing purposes.

    You may also have the right to restrict our use of your personal information, such as in circumstances where you have challenged the accuracy of the information and during the period where we are verifying its accuracy.

  15. Right of Data Portability

    In certain instances, you have a right to receive any personal information that we hold about you in a structured, commonly used and machine-readable format. You can ask us to transmit that information to you or directly to a third-party organization.

    The above right exists only in respect of personal information that:

    • you have provided to us previously; and
    • is processed by us using automated means.

    Please note we are not able to guarantee technical compatibility with a third party organization’s systems and, in certain circumstances, we may be unable to comply with requests that relate to personal information of others without their consent.

    You can exercise any of the above rights by contacting us using any of the methods identified in this Privacy Notice.

    Please be aware that most of the above rights are subject to limitations and exceptions. We will provide reasons if we are unable to comply with any request for the exercise of your rights.

  16. Data Subject Access Requests

    You may ask us to confirm what information we hold about you at any time, and request us to modify, update or delete such information. If you wish to access your data at any time, there will be no administration charge and the request will be fulfilled as set out in the relevant data protection legislation appropriate to the jurisdiction. To make such a request, please email data@talentful.com.

  17. Changes to our Privacy Notice

    Any changes we make to our privacy notice in the future will be posted on this page and, where appropriate, notified to you by email. Please check back frequently to see any updates or changes to our privacy notice.

  18. Regulatory and Law Enforcement Agencies

    In the event that we receive a request from a regulatory body or law enforcement agency and, if permitted under GDPR or other applicable laws, we may disclose certain personal information to such bodies or agencies.

  19. Concerns

    If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to Information Commissioners Office at https://ico.org.uk/make-a-complaint.

  20. Contact

    Please address any questions, comments and requests regarding our data processing practices to data@talentful.com.