EM Recruiting Ltd (company number 10440305) is committed to protecting the privacy of our candidates, clients and users of our website. We want to provide a safe and secure user experience. We will ensure that the information you submit to us via our website or through any of our social media sites is only used for the purposes set out in this policy.
The Information We Collect and How We Use It
EM Recruiting Ltd may collect your personal details, including but not limited to your name and contact details (together with your e-mail address) and other relevant information from your CV. On occasions this may also include – sensitive personal information such as details of criminal convictions and ethnic origin. This information is held, used and disclosed by us as follows:
- To provide our services to you;
- To maintain our business relationship, where you are a user of our website, a client or candidate;
- To enable you to submit your CV for general applications, to apply for specific jobs or to subscribe to our job alerts. Please see the separate section on your CV below which outlines additional uses and disclosures;
- To match your details with job vacancies, to assist us in finding a position that is most suitable for you and to send your personal information (including sensitive personal information) to clients in order to apply for jobs;
- To answer your enquiries;
- To direct-market products and services, advise you of news and industry updates, events, promotions and competitions, reports and other information. Where we do so, you will be able to unsubscribe from such communications;
- To fulfil contractual obligations with our clients
- To trusted third parties where we have retained them to provide services that you or our clients have requested, such as reference, qualification and criminal reference checking services (as required), verification of the details you have provided from third party sources, psychometric evaluations or skills tests. These third parties comply with similar and equally stringent undertakings of privacy and confidentiality as EM Recruiting;
- To 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 and function co-ordinators. These third parties comply with similar undertakings of privacy and confidentiality as EM Recruiting;
- If EM Recruiting merges with or is acquired by another business or company, we may share personal information with the new owners of the business or company and their advisors and if this happens, you will be sent notice of such event;
- We may also release personal information to regulatory or law enforcement agencies, if they require us to do so. We will also disclose your information where we are permitted and requested to do so by law; and
- We may also seek your consent to collect, hold, use and disclose your personal information for any other purpose not listed above.
- Our website may also use a website recording service which can record mouse clicks, mouse movements, page scrolling and any text keyed into website forms. Data collected by this service is used to improve our website usability. The information collected is stored and is used for aggregated and statistical reporting and is not shared with anybody else.
We may process the personal data that you have provided to us when you register so that we can set up your account with us (“account data”). The account data may include your name and email address. The account data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you.
The legal basis for this processing is our legitimate interests. Where you have provided your consent for us to do so, we may consider you for opportunities that you did not specifically apply for but which we think might be a good fit for your skillset, represent you to employers who may have appropriate vacancies for you, share your account data with our partner agencies, and process your account data to facilitate finding you a job.
Where you have given us consent to process your information for the purposes detailed above, we will enter the account data into our recruitment database.
We may process other information that you provide to us (“profile data”). This profile data may include your name, address, telephone number, email address, profile pictures, gender, date of birth, relationship status, interests and hobbies, educational details, employment history, curriculum vitae, job preferences and employment details. For temporary candidates this will also include bank details, NI number, reference details and P45/P46. The profile data may be processed for the purposes of enabling and monitoring your use of our website and services.
We may also process your profile data in relation to job vacancies that you have applied for, generally processing any job applications, facilitating the recruitment process and furthering our relationship with you. The legal basis for this processing is our legitimate interests in finding an appropriate person for a particular role.
Where you have provided your consent for us to do so, we may consider you for opportunities that you did not specifically apply for but which we think might be a good fit for your skillset, represent you to employers who may have appropriate vacancies for you, and share your profile data.
Where you have given us consent to process your information for the purposes detailed above, we will enter the profile data into our recruitment database.
We may collect your details from third-party sources such as LinkedIn, CV Library, Indeed, Total Jobs or a similar website, this information may include your name, email address or telephone number (“contact data”). We may do this where we identify that you are suitable for an available vacancy. We may use the contact data to contact you to ask whether you would like us to provide you with recruitment services. Our use of the contact data in these circumstances is limited to making contact with you to determine whether you are interested in receiving our services.
We may process information contained in any enquiry you submit to us regarding our services (“enquiry data”). The enquiry data may be processed for the purposes of offering, marketing and selling relevant products and/or services to you.
We may process information relating to any payments made to you through our website (“transaction data”). The transaction data may include your contact details, your bank account details, and the transaction details. The transaction data may be processed for the purposes of processing these payments and keeping proper records of those transactions.
The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract and our legitimate interests, namely our interest in the proper administration of our website and business.
We may process information that you provide to us for the purpose of subscribing to our email notifications, job alerts and/or newsletters (“notification data”). The notification data may be processed for the purposes of sending you the relevant notifications, job alerts and/or newsletters.
The legal basis for this processing is consent.
Other processing activities
In addition to the specific purposes for which we may process your personal data set out above, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
Please do not supply any other person’s personal data to us, unless we prompt you to do so.
Providing your personal data to others:
Our insurers/professional advisers
We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining and maintaining insurance coverage, managing risks, obtaining professional advice and managing legal disputes.
Our clients/potential employers/partner agencies
We may disclose your profile data and account data to our clients, potential employers, and our partner agencies insofar as reasonably necessary in relation to potential job vacancies, and in the process of representing you to employers who may have an appropriate vacancy for you and administering any job placement.
Where we provide your personal data to any third party
Where we share your personal data with any third party, we will ensure this processing is protected by appropriate safeguards including a suitable data processing agreement with that third party.
To comply with legal obligations
In addition to the specific disclosures of personal data detailed above, we may also disclose your personal data where such disclosure is necessary for compliance with a legal obligation we have to comply with, or in order to protect your vital interests or the vital interests of another individual.
Retaining and deleting personal data
Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes. We will retain and delete your personal data in accordance with our Data Retention Policy.
We may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
To subscribe to job alerts emails, you will be required to provide your e-mail address, which will be used for the purpose of keeping you informed, by e-mail, of the latest jobs in your nominated industry and/or will provide you with industry news. Should you decide that you no longer wish to receive this information, unsubscribe links are provided in every job alert email that you receive. Job alerts emails are sent by EM Recruiting – firstname.lastname@example.org
Curriculum vitae (“CV”)
We give you the option of submitting your CV via our website or by providing your CV to one of our consultants. You can do this either to apply for a specific advertised job or for consideration by our recruitment consultants for positions as they come up. Your CV will be stored in the EM Recruiting database and will be accessible by EM Recruiting recruitment consultants. Your CV will be reviewed and entered onto the recruitment database to enable them to provide their services to you. You are able to withdraw your permission for your data processed outside the UK upon completing your registration form with EM Recruiting. In addition, the EM Recruiting recruitment database, including the information relating to you, can be accessed by any of our recruitment consultants for such purposes as business development and to enable them to provide their recruitment services to you.
You can update your CV at any time, simply by following the same procedure to submit a new CV. Your old CV will automatically be archived providing the submission details remain the same (for example you submit both CVs using the same email address or you advise the relevant contact of your new submission).
You have the right at any time to ask us for a copy of the information supplied by you that we hold. We may ask you to verify your identity and for more information about your request. We also have the right to charge an administrative fee for this service. Where we are legally permitted to do so, we may refuse your request and will give you reasons for doing so.
If you would like to make a request for information, please contact email@example.com. You also have the right to ask EM Recruiting to stop using your information. However, if this involves a request for deletion of your file, please be aware that we may not be required or able to do so, particularly where your file also holds information about our clients or financial information that we need to keep for periods of up to six years, i.e. that relate to tax matters. Where we are unable to comply with your request we will provide reasons for failing to do so.
Your right to access your data
You have the right to ask us to confirm whether or not we process your personal data and, to have access to the personal data, and any additional information. That additional information includes the purposes for which we process your data, the categories of personal data we hold and the recipients of that personal data. You may request a copy of your personal data. The first copy will be provided free of charge, but we may charge a reasonable fee for additional copies.
Your right to rectification
If we hold any inaccurate personal data about you, you have the right to have these inaccuracies rectified. Where necessary for the purposes of the processing, you also have the right to have any incomplete personal data about you completed.
Your right to erasure
In certain circumstances you have the right to have personal data that we hold about you erased. This will be done without undue delay. These circumstances include the following: it is no longer necessary for us to hold those personal data in relation to the purposes for which they were originally collected or otherwise processed; you withdraw your consent to any processing which requires consent; the processing is for direct marketing purposes; and the personal data have been unlawfully processed. However, there are certain general exclusions of the right to erasure, including where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for establishing, exercising or defending legal claims.
Your right to restrict processing
In certain circumstances you have the right for the processing of your personal data to be restricted. This is the case where: you do not think that the personal data we hold about you is accurate; your data is being processed unlawfully, but you do not want your data to be erased; it is no longer necessary for us to hold your personal data for the purposes of our processing, but you still require that personal data in relation to a legal claim; and you have objected to processing, and are waiting for that objection to be verified. Where processing has been restricted for one of these reasons, we may continue to store your personal data. However, we will only process it for other reasons: with your consent; in relation to a legal claim; for the protection of the rights of another natural or legal person; or for reasons of important public interest.
Your right to object to processing
You can object to us processing your personal data on grounds relating to your particular situation, but only as far as our legal basis for the processing is that it is necessary for: the performance of a task carried out in the public interest, or in the exercise of any official authority vested in us; or the purposes of our legitimate interests or those of a third party. If you make an objection, we will stop processing your personal information unless we are able to: demonstrate compelling legitimate grounds for the processing, and that these legitimate grounds override your interests, rights and freedoms; or the processing is in relation to a legal claim.
Your right to object to direct marketing
You can object to us processing your personal data for direct marketing purposes. If you make an objection, we will stop processing your personal data for this purpose.
Automated data processing
To the extent that the legal basis we are relying on for processing your personal data is consent, and where the processing is automated, you are entitled to receive your personal data from us in a structured, commonly used and machine-readable format. However, you may not have this right if it would adversely affect the rights and freedoms of others.
Complaining to a supervisory authority
If you think that our processing of your personal data infringes data protection laws, you can lodge a complaint with a supervisory authority responsible for data protection. You may do this in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.
Right to withdraw consent
To the extent that the legal basis we are relying on for processing your personal data is consent, you are entitled to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.
Exercising your rights
You may exercise any of your rights in relation to your personal data by written notice to us in addition to the other methods specified above.
Please note that clicking on links and banner advertisements including online job boards Indeed, CV Library, Total Jobs, Facebook, LinkedIn and other online platforms may result in your transferral to another website – where data privacy practices may be different to that of EM Recruiting. Visitors should consult the other websites’ privacy policies as we are not responsible for, and have no control over, information that is submitted to or collected by these third parties.
Given that the Internet is a global environment, using the Internet to collect and process personal data necessarily involves the transmission of data on an international basis. Therefore, by browsing our website and communicating electronically with us, you acknowledge and agree to our processing of personal data in this way.
If, at any time, you have questions or concerns about EM Recruiting’s online privacy commitment, please feel free to e-mail us at firstname.lastname@example.org or call the office to speak to one of our representatives.
EM Recruiting 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.
If you have any enquires you can contact us at: email@example.com or by writing to us at:
EM Recruiting Ltd,
Copthall Bridge House,
Our registered office is at:
EM Recruiting Ltd,
Copthall Bridge House,