This Privacy Notice provides you with clear information as to how we process your personal data. We are obliged to use your information in line with all applicable laws. We do so in a manner that is fair by using your information in a way that you would reasonably expect when providing our work-finding services or recruiting personnel for you and being transparent so that you know how it will be used.
This Privacy Notice sets out the types of personal data that we collect about you, how and why we use it, how long we will keep it for, when why and who we will share it will, the legal basis for us using your personal data and your rights in relation to us storing and processing your personal data. It also explains how we may contact you and how you can contact us.
Part of the recruitment process will involve sharing your personal data with our clients (independent data controllers) who have potential work opportunities that may be suitable for you. These third parties will have their own privacy policies and will also need to comply with all applicable laws – we encourage you to contact them directly if you have any concerns or questions about your data.
LoveWorkLife (LWL) is a recruitment business which provides work-finding services to its clients and work-seekers. LWL is registered as a data controller in the United Kingdom for the purposes of the Data Protection Act 1998. We ensure that the data you supply to us is processed fairly and lawfully, and with skill and care. This Data Protection Policy governs our processing of all personal data provided to us, in all forms. By registering your details with us and using our website, you consent to us collecting and processing personal data supplied by you and disclosing this information to prospective employers and clients in connection with the recruitment process.
You may give your personal details to the Company directly, such as on an application or registration form or via our website, or we may collect them from another source such as a jobs board. The Company must have a legal basis for processing your personal data. For the purposes of providing you with work-finding services and/or information relating to roles relevant to you we will only use your personal data in accordance with the terms of the following statement.
LWL’S LEGAL BASIS FOR PROCESSING YOUR DATA
For prospective 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 do not consider our legitimate interests to be overridden by your interests or fundamental rights and freedoms. We take into consideration the reasonable expectations of individuals who are actively applying for jobs or making their personal information publicly accessible on professional networking sites.
If you are submitted as a candidate or requested for interview, then this may involve the processing of more detailed personal data including sensitive data such as health information or any unspent criminal convictions that you or others provide about you. We will ask for your consent before undertaking such processing if we are required to do so.
For clients, we may also rely on our processing being necessary to perform a contract for you if one is in place, for example in contacting you.
WHAT INFORMATION DOES LWL COLLECT ABOUT YOU?
The Company will collect your personal data only. We process your personal data for the purposes of providing you with work-finding services. We need your personal data in order to find you suitable opportunities and further information may be needed to assess your eligibility through the different stages of the recruitment process.
The information we collect may include your name, email address, telephone number, CV’s, identification and right to work documents, educational records, work history, employment and references.
In general, we will not ask you about sensitive personal data but there may be times that it is necessary for information to be disclosed to us and for us to share that with potential employers. We will only share the information where you have provided your explicit consent.
WHERE DOES THE INFORMATION LWL COLLECT ABOUT YOU COME FROM?
Directly from you. This may be via our registration process, information requests and applications via our website.
An agent or third party acting on your behalf. This may be where you are consulting via a Limited Company.
Publicly available sources.
We may also obtain your information from professional networking sites or job boards, where you have actively published or submitted your information.
Reference or word of mouth. You may be recommended by a friend, former employer or colleague(s)
HOW WILL LWL USE THE INFORMATION COLLECTED ABOUT YOU?
We will use your information to facilitate the recruitment process and provide you with work-finding services, including but not limited to:
To provide our services by using your details to match your skills, experience and education with a role that suits your requirements (we use technology in ways to help identify the most suitable candidates for a specific role, but this does not constitute automated decision making).
To make you aware of current opportunities that may suit your requirements;
To contact and update you about applications you have made or roles you have been submitted for;
To share your details with Clients with the aim of securing a potential role (our Client may be the company you will provide your services to or an intermediary company that directly supplies to the company you will provide your services to).
We may also analyse the data internally so that we can offer a more relevant service, research purposes to improve our service.
WHO WILL WE SHARE YOUR INFORMATION WITH?
In order to provide work-finding services to you, it is necessary for us to share your personal data with our clients. They are independent data controllers who have potential work opportunities that may be suitable for you.
There may also be circumstances where disclosure is required or permitted by law (such as to government bodies and law enforcement bodies). As an example, we are under an obligation to report pay details of all workers we place with clients to HMRC.
Generally, we will process your information within LoveWorkLife. There may be occasions where we use third parties to process your information on our behalf. In such situations these third parties will be under strict instructions and they will not be permitted to use your information for their own business purposes.
STATUTORY / CONTRACTUAL REQUIREMENT
Your personal data is not required as part of a statutory and/or contractual requirement, and/or a requirement necessary to enter into a contract.
WILL WE TRANSFER YOUR DATA OUTSIDE THE EEA?
LWL is based in the UK and our back-up systems are stored in the EEA. We do not transfer your data out of the EEA.
HOW LONG WILL LWL KEEP YOUR PERSONAL INFORMATION?
LWL will only retain information for as long as necessary for the relevant activity. This may be determined by legislation or a decision as to what we consider necessary for the business based on a number of factors.
The Conduct of Employment Agencies and Employment Businesses Regulations 2003, require us to keep work-seeker records for at least one year from (a) the date of their creation or (b) after the date on which we last provide you with work-finding services.
If you are a Prospective candidate, your data will be retained for 12 months from when it was added to our database or from when you were last contacted. You can request to have your record deleted. Your record will be deleted within 30 days of a deletion request.
If you do register with us, your data will be retained for 3 years from the last contact or activity on your record. You can request to have your record deleted.
If we place you in a temporary assignment or permanent role we will be required to keep certain information for specific lengths of time up to a maximum of 6 years. The purpose of keeping this information is to comply with our legal obligations.
Client contact details are retained for 3 years. You can request to have your record deleted.
For full details of LWL’s retention policy please contact DPO@loveworklife.com
LWL WILL PROCESS SPECIAL CATEGORIES OF PERSONAL DATA AND CRIMINAL CONVICTIONS?
We avoid processing special categories of data, these are sensitive personal data that reveal racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation.
However, by taking copies of passports or ID it may be that racial or ethnic origin can be revealed.
Processing this data is necessary for us comply with employment law obligations and the data is only used for this specific purpose.
We are under an obligation to ensure that the candidates we submit to clients are suitable. As part of our registration process we may require individuals to disclose any unspent convictions and may need to make further enquiries if necessary.
Please be aware that you have the following data protection rights:
• The right to be informed about the personal data the Company processes on you;
• The right of access to the personal data the Company processes on you;
• The right to rectification of your personal data;
• The right to erasure of your personal data in certain circumstances;
• The right to restrict processing of your personal data;
• The right to data portability in certain circumstances;
• The right to object to the processing of your personal data that was based on a public or legitimate interest;
• The right not to be subjected to automated decision making and profiling; and
• The right to withdraw consent at any time.
Where you have consented to the Company processing your personal data you have the right to withdraw that consent at any time by contacting DPO@loveworklife.com LWL has a team that handles data protection issues.
CAN YOU FIND OUT WHAT DATA WE HOLD ABOUT YOU?
You have the right to be informed and access a copy of the information comprised in your personal data. If any of the data we hold is inaccurate, you have the right to rectify it.
You can contact us at DPO@loveworklife.com or your consultant directly to update your data.
You can make a request to find out what personal data we hold about you. You may exercise this right by making a written Subject Access Request (SAR) to DPO@loveworklife.com
We require you to provide us with proof of your identity and answer security questions before processing your request.
We usually act on such 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 will respond as soon as we can. Generally, this will be within one month from when we receive your request. Communication wil
CHANGES TO THIS PRIVACY NOTICE
We reserve the right to change our Privacy Notice at any time. Changes to our Privacy Notice will be displayed on our website
COMPLAINTS AND QUERIES
If you wish to complain about this privacy notice or any of the procedures set out in it please contact: DPO@loveworklife.com
You also have the right to raise concerns with Information Commissioner’s Office on 0303 123 1113 or at https://ico.org.uk/concerns/, or any other relevant supervisory authority should your personal data be processed outside of the UK, if you believe that your data protection rights have not been adhered to.