This Data Protection Notice explains what we, Deepabacus Ltd together with its group companies, do with your personal data, whether we are in the process of helping you find a job, continuing our relationship with you once we have found you a role, providing you with a recruitment service, receiving a business service from you, using your data to ask for your assistance in relation to one of our candidates, or you are visiting our website.
It describes how we collect, use and process your personal data, and how, in doing so, we comply with our legal obligations to you. Your privacy is important to us, and we are committed to protecting and safeguarding your data privacy rights.
This Data Protection Notice applies to the personal data of our website users, candidates, clients and any other people whom we may contact in order to find out more about the candidate.
We may amend this Data Protection Notice from time to time. Please just visit this page if you want to stay up to date, as we will post any changes here.
“Candidate” in this Data Protection Notice refers to individuals who use our services to find a job.
“Client” in this Data Protection Notice relates to individuals (and organisations) who use our services to source candidates for positions in the organisations they work for.
What kind of personal data do we collect?
In order to provide the best possible employment opportunities that are tailored to you, we need to process certain information about you. We only seek information that will assist us in finding you work.
This could include your;
- Age/date of birth
- Birth number
- Contact details
- Education details
- Employment history
- Referee details
- Immigration status (whether you need a work permit)
- A copy of your driving licence and/or passport/identity card (to establish your identity)
- Details about your current remuneration, pensions and benefits arrangements
- Information on your interests and needs regarding future employment
- Extra information that you choose to tell us
- Extra information that your referees choose to tell us about you
- Extra information that our clients may tell us about you
- The dates, times and frequency with which you access our services
This list is not exhaustive and essentially you control the provision of your personal data as the vast majority of what we process will be personal data you have chosen to provide to us.
If you are a Deepabaucs customer, we need to collect and use information about you, or individuals at your organisation, in the course of providing you services such as finding candidates who are the right fit for you or your organisation or outsourcing our professional services to you.
We collect a limited amount of data from our website users 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 frequency with which you access our website, and the times that our website is most popular.
How do we collect your personal data?
There are two main ways in which we collect your personal data:
Directly from you; and
From third parties, such as, our clients who have engaged with, other candidates who might refer you and publicly available professional information such as LinkedIn.
There are two main ways in which we collect your personal data:
Directly from you; and
From third parties (e.g. our candidates) and other limited sources (e.g. online and offline media).
We collect your data automatically via cookies when you visit our website, in line with cookie settings in your browser. If you would like to find out more about cookies, including how we use them and what choices are available to you, please see further below. We will also collect data from you when you contact us via the website on the ‘Contact Us’ form.
How do we use your personal data?
The main reason for using your personal details is to help you find employment that might be suitable for you. The more information we have about you, your skillset and your ambitions, the more bespoke we can make our service. Where appropriate and in accordance with data protection laws we may also use your personal data for things like marketing, profiling and diversity monitoring. Where appropriate and relevant, we will seek your consent to undertake some of these activities.
The main reason for using information about clients is to ensure that the contractual arrangements between us can properly be implemented so that the relationship can run smoothly. This may involve: (i) identifying candidates who we think will be the right fit for you or your organisation; (ii) providing you with outsourced professional services.
We use your data to help us to improve your experience of using our website, for example by analysing your recent job search criteria to help us to present jobs to you that we think you'll be interested in. If you are also a candidate or client of Deepabacus we may use data from your use of our websites to enhance other aspects of our communications with, or service to, you.
Who do we share your personal data with?
We will share your information with prospective employers to increase your chances of securing the job you want.
We will share your data: (i) primarily to ensure that we provide you with a suitable pool of candidates (ii) providing you with outsourced professional services.
Unless you specify otherwise, we may share your information with providers of web analytics services, marketing automation platforms and social media services to make sure any advertising you receive is targeted to you.
How do we safeguard your personal data?
We care about protecting your information. That's why we put in place appropriate security measures that are designed to prevent unauthorised access to, and misuse of, your personal data. All our staff have been trained in data protection awareness and GDPR compliance practice.
How long do we keep your personal data for?
If we have not had meaningful contact with you (or, where appropriate, the company you are working for or with) for a period of three years, we will delete your personal data from our systems (both paper and electronic) unless you tells us otherwise or the law or other regulation requires us to preserve it (for example, because of our obligations to tax authorities or in connection with any existing or anticipated litigation).
How can you access, amend or delete the personal data that you have given to us?
If we already hold your personal data, you have various rights in relation to it. When you make a request under the following rights we will respond to your request within one month (although we may be allowed to extend this period in certain cases).
Right to object: If we are using your data because we deem it necessary for our legitimate interests to do so, and you do not agree, you have the right to object.
Right to withdraw consent: Where we have obtained your consent to process your personal data for certain activities you may withdraw your consent at any time.
Right for a copy of your data: you have the right to ask us to confirm what information we hold about you at any time, and request a copy of it.
Right to erasure: In certain situations (for example, where we have processed your data unlawfully), you have the right to request us to erase your personal data.
Right of data portability: If you wish, you have the right to transfer your data from us to another data controller. We will help with this – either by directly transferring your data for you, or by providing you with a copy in a commonly used machine-readable format.
If your interests or requirements change, you can unsubscribe from part or all of our marketing content by clicking the unsubscribe link in the email.
Our legal basis for processing your data
Article 6(1)(f) of the GDPR says that we can process your personal data where it "is necessary for the purposes of the legitimate interests pursued by [us] or by a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of [you] which require protection of personal data."
We have assessed that none of our business activities prejudice individuals in any way – in fact, they help us to offer you a more tailored service. However, you do have the right to object to us processing your personal data on this lawful basis.
We think it's reasonable to expect that if you are looking for employment and have sent us, or our partners your CV/Resume, or have posted your professional CV/Resume information on a job board, or professional networking site, you are happy for us to collect and otherwise use your personal data to offer or provide our recruitment services to you, share that information with prospective employers and assess your skills against our bank of vacancies.
Once it's looking like you may get the job, your prospective employer may also want us to double check any information you've given us or to confirm your references and qualifications, to the extent that this is appropriate and in accordance with laws. We need to do these things so that we can function as a business, to help you and other candidates get the jobs you deserve and to protect our relationship with our clients.
We want to provide you with tailored job recommendations and relevant information to review to help you on your job hunt. We therefore think it's reasonable for us to process your data to make sure that we send you the most appropriate content.
We have to make sure our business runs smoothly, so that we can carry on providing services to candidates like you. We therefore also need to use your data for our internal administrative activities.
To ensure that we provide you with the best service possible, we store your personal data and/or the personal data of individual contacts at your organisation as well as keeping records of our conversations, meetings, registered jobs and placements.
From time to time, we may also ask you to undertake a customer satisfaction survey. We think this is reasonable – we deem these uses of your data to be necessary for our legitimate interests as an organisation providing various recruitment services to you.
In certain circumstances, we may be required to obtain your consent to the processing of your personal data in relation to certain activities. Even though we rely on Legitimate Interests as a legal basis under GDPR to collect, store and share your personal data we acknowledge that in the vast majority of cases we also have received your express consent to do so buy the very act of submitting your professional details to us.
What are cookies and how do we use them?
If you want to check or change what types of cookies you accept, this can usually be altered within your browser settings.
Data Protection Officer
If you have any questions in relation to this policy or would like to exercise any of your data protection rights please contact our data protection officer Rebaz Has by email on firstname.lastname@example.org