Privacy Policy

Our Privacy Policy

This privacy policy sets out how Flair 4 Recruitment Ltd uses and protects any information that you provide when using our website https://www.flair4recruitment.co.uk/ or any of our products and services.

Flair 4 Recruitment Ltd is committed to protecting your personal information in accordance with the Data Protection Act 1998 and the forthcoming EU General Data Protection Regulation (GDPR).

The Data Controller

Flair 4 Recruitment Ltd is the data controller for any personal information you supply to us in relation to enquiries about our products, services and when registering as a client or candidate.  Our full postal address is:

Flair 4 Recruitment Ltd, 155 Whiteladies Road, Clifton, Bristol BS8 2RF

Telephone Number: 0117 9706505

Email Address: info@flair4recruitment.co.uk

What we collect

Flair 4 Recruitment Ltd may collect your personal and sensitive personal data such as your name, address, date of birth, contact details, e-mail address and sensitive personal information obtained from your CV such as criminal convictions and ethnic origin.

What we use your information for

First and foremost, we will use the data you have supplied to help you obtain the best service for you.

We also require this information to understand your needs and provide you with a better service, which includes the following reasons:

  • Internal record-keeping.
  • We may use the information to improve our services to you.
  • To contact you via email, SMS or phone, about vacancies that we believe you may be interested in.
  • Maintain our business relationship, where you are a user of our website as a client or candidate.
  • To assess data about you against vacancies which we believe may be suitable for you.
  • To send your information to clients for potential jobs or to assess suitability for the role. We will obtain verbal consent before presenting your details to a client.
  • To enable you to submit your CV for general applications, to apply for specific roles or to subscribe to our job alerts which we believe may be of interest to you.
  • Where you have consented, we will directly market products and services, and advice you of any updates to our services. Where we do so you will be able to unsubscribe at any time from receiving any further communications from us.
  • We may periodically send promotional emails about new services, specials or other information (which we think you may find interesting) using the email address which you have provided).
  • From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone or mail. We may use the information to customise the website according to your interests.
  • To fulfil contractual obligations with our clients.
  • To third parties where we have retained them to provide services that we, you or our client have requested including references, qualifications, and criminal reference checking services (as required), verification of the details you have provided from third party sources, psychometric evaluations or skills test. These third parties comply with similar undertakings of privacy and confidentiality as Flair 4 Recruitment Ltd.
  • To trusted third parties who perform functions on our behalf and who also provide services to us, such as professional advisors, IT Consultants carrying out testing and development work on our business technology systems, research and mailing houses. These third parties comply with similar undertakings of privacy and confidentiality as Flair 4 Recruitment Ltd.
  • The personal and sensitive personal information you provide us may be sent to clients and third parties located outside the European Economic Area (EEA). When we transfer your personal information outside the EEA we will take reasonable steps with the aim of ensuring that your privacy rights continue to be protected.
  • We may also release your personal information to regulatory or law enforcement agencies if they require us to do so by law.

How long do we keep your information for?

We will only retain your data for as long as there is either a statutory requirement for us to do so or to be able to provide a service to you. This will usually require us to retain your personal data after any business relationship has ended for accounts and records purposes and to deal with any account support questions.

Do we need your consent?

We do not need your consent if we use special categories of your personal information in accordance with our written policy to carry out our legal obligations or exercise specific rights in the field of employment law. In limited circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of your contract with us that you agree to any request for consent from us.

Information about criminal convictions

We may only use information relating to criminal convictions where the law allows us to do so. This will usually be where such processing is necessary to carry out our obligations and provided we do so in line with our data protection policy.

Less commonly, we may use information relating to criminal convictions where it is necessary in relation to legal claims, where it is necessary to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public.

We may also process such information about members or former members in the course of legitimate business activities with the appropriate safeguards.

We envisage that we will hold information about criminal convictions.

We will only collect information about criminal convictions if it is appropriate given the nature of the role and where we are legally able to do so. Where appropriate, we will collect information about criminal convictions as part of the recruitment process or we may be notified of such information directly by you in the course of you working for us. We will use information about criminal convictions and offences in the following ways:

  • To determine your suitability for employment in roles which require a satisfactory DBS certificate or a criminal record check.
  • We are allowed to use your personal information in this way to carry out our legal obligations and because it is in our legitimate business interests.

Automated decision-making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified you.

We do not envisage that any decisions will be taken about you using automated means, however we will notify you in writing if this position changes.

Our obligations as an employer

We will use your particularly sensitive personal information in the following ways:

  • We will use information relating to leaves of absence, which may include sickness absence or family related leaves, to comply with employment and other laws
  • We will use information about your physical or mental health, or disability status, to ensure your health and safety in the workplace and to assess your fitness to work, to provide appropriate workplace adjustments, to monitor and manage sickness absence and to administer benefits
  • We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting
  • We will use trade union membership information to pay trade union premiums if necessary, register the status of a protected employee and to comply with employment law obligations

Sharing

We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so. We will also share your personal information with third parties with whom you are seeking employment or engagement by engaging our services as recruitment consultants. We may also share your personal information with third parties to whom you are assigned to work while employed by us.  This may include providing your prospective employer or the company to which you are assigned with sensitive personal data such as copies of your passport or other identity documents.

Which third-party service providers process my personal information?

“Third parties” includes third-party service providers (including contractors and designated agents) and other entities within our group. The following activities are carried out by third-party service providers: payroll, pension administration, benefits provision and administration, psychometric testing, IT services, job aggregators, and job boards.

How secure is my information with third-party service providers and other entities in our group?

All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

What about other third parties?

We may share your personal information with other third parties, for example in the context of the possible sale or restructuring of the business or in providing an employment reference for you. We may also need to share your personal information with a regulator or to otherwise comply with the law.

Sale of business

If the Company’s business is sold or integrated with another business your details may be disclosed to our advisers, and any prospective purchasers and their advisers, and will be passed on to the new owners of the business.

Links

This website contains links to other external websites. Please be aware that the Company is not responsible for the privacy practices of such other sites. We encourage you to be aware of this when you leave our site and to read the privacy statements of every website that collects personally identifiable information. This privacy statement applies solely to information collected by the Company’s website.

Security

The Company takes every precaution to protect our users’ information. Details listed below;

  • An antivirus solution is installed as a requirement on all hardware storing sensitive information, including servers.
  • All hardware that links to the internet is protected using business grade firewall systems.
  • Data processing of sensitive information is only shared to the appropriate personnel, sensitive information is stored on secured servers, all of which are in secured locations.
  • All passwords are subject to a minimum complexity requirement which include no less than eight characters and use numerical and symbol values as standard.

Only employees who need the information to perform a specific job (for example, our accounts clerk or administration team) are granted access to your information.

The Company uses all reasonable efforts to safeguard your personal information. However, you should be aware that the use of the Internet is not entirely secure and for this reason the Company cannot guarantee the security or integrity of any personal information which is transferred from you or to you via the Internet.

How we use Cookies

Many websites place cookies whenever a user visits their sites, to track traffic flows.  Cookies are text files, which identify your computer to the server.  Flair 4 Recruitment Ltd may use cookies from time to time only to make your web experience better.  Our cookie policy describes in detail all the cookies we use and their purpose

What is a Cookie?

A cookie is a small text file that is placed on your computer by websites that you visit.  They are widely used to allow websites to work more efficiently, as well as to provide information to the owners of sites.

Opting out of cookie usage

If you want to control which cookies you accept you can configure your browser to accept all cookies or to alert you every time a cookie is offered by a website’s server.  Most browsers automatically accept cookies.  You can set your browser option so that you will not receive cookies and you can also delete existing cookies from your browser.  You may find that some parts of the site will not function properly if you have refused cookies.  Most web browsers allow some control of most cookies through the browser settings.  To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit http://www.allaboutcookies.org/.

Please be aware that if you do not configure your browser you will accept cookies provided by this website.

Security

We are committed to ensuring that your information is secure to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect. We undertake regular vulnerability scans of our website and services to ensure your data is safe.

Links to other websites

This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

Information Collection and Use

The Company collects information from our users at several different points on our website. The Company is the sole owner of the information collected on this site. We will not sell, share, or rent this information to others except when specifically required to do so by law.

Registration

We request information from you on our online registration forms. Here you must provide contact information and information regarding the type of work you are seeking and your skills, qualifications and experience. This information is used to enable us to provide you with work-finding services. If we have trouble processing your application, this contact information is used to get in touch with you. The Company does not use this information for any other purpose.

Log Files

We use IP addresses to analyse trends, administer the site, track users’ movements, and to gather broad demographic information for aggregate use. IP addresses are not linked to personally identifiable information.

Your rights to your information

You can object or withdraw your consent to the use of your personal information at any time. This may affect the services we are able to supply you.

Where Flair 4 Recruitment Ltd is the data controller you are entitled to the following subject to some legal exemptions:

  • Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal information to another party.

For more information on your rights please visit the ICO website https://ico.org.uk/

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required to do so by law.

You may request details of personal information which we hold about you under the Data Protection Act 1998 and the forthcoming General Data Protection Regulation (GDPR).

If you would like a copy, please submit your request in writing to:

Alice Cummins, Flair 4 Recruitment Ltd, 155 Whiteladies Road, Clifton, Bristol, BS8 2RF

If you have any questions about this policy or about your personal information then please contact Flair 4 Recruitment Ltd on 01179 706 505 or email us at info@flair4recruitment.co.uk