Privacy Notice

In accordance with the General Data Protection Regulations, we have implemented this Privacy Notice to inform you, as a client or candidate of our Company, of the types of data we process about you.  We also include within this notice the reasons for processing your data, the lawful basis that permits us to process it, how long we keep your data for and your rights regarding your data.

Data Protection Principles

Under GDPR, all personal data obtained and held by us must be processed according to a set of core principles. In accordance with these principles, we will ensure that:

1. Processing is fair, lawful and transparent
2. Data is collected for specific, explicit, and legitimate purposes
3. Data collected is adequate, relevant and limited to what is necessary for the purposes of processing
4. Data is kept accurate and up to date. Data which is found to be inaccurate will be rectified or erased without delay
5. Data is not kept for longer than is necessary for its given purpose
6. Data is processed in a manner that ensures appropriate security of personal data including protection against unauthorised or unlawful processing, accidental loss, destruction or damage by using appropriate technical or organisation measures
7. We comply with the relevant GDPR procedures for international transferring of personal data

Reasons for Collecting Personal Data

Resource On Demand Limited operates as an Employment Agency in providing permanent or contract job seeking services and as an Employment Business in providing temporary job seeking services. Resource On Demand Limited may forward your personal details to another party, such as a potential employer or client, to facilitate the recruitment process on your behalf.

Where an individual has provided a copy of their CV to Resource On Demand, you hereby consent and acknowledge that your CV will be forwarded to a client. Should you wish to withdraw such consent you can email optout@resourceondemand.com requesting that your consent is withdrawn at any time.

Types of Data Held

We keep several categories of personal data in order to carry out effective and efficient processes. We keep this data on candidates and hiring managers about each vacancy that we work on within our computer systems. Specifically, we hold the following types of data:

• Personal details such as name, address, phone numbers;
• Name and contact details of referees;
• Your photograph, or ID
• Your gender, information of any disability you have or other medical information;
• Right to work documentation;
• Information on your race and religion for equality monitoring purposes;
• Information gathered via the recruitment process such as that entered into a CV or included in a CV cover letter;
• References from former employers;
• Details on your education and employment history etc;
• Criminal convictions

Collection of Personal Data 

In order to provide our services you are likely to provide several pieces of data to us directly during the recruitment / hiring process. In some cases, we will collect data about you from third parties, such as former employers when gathering references or credit reference agencies.

Should you be successful in your job application, we will gather further information from you, for example, your photographic ID or your bank details.

Lawful Basis for Processing

The law on data protection allows us to process your data for certain reasons only. The information below categorises the types of data processing we undertake and the lawful basis we rely on.

• Assessing suitability for a live role – Legal Obligation
• Carrying out checks in relation to your right to work in the UK – Legal Obligation
• Carrying out references checks in relation to your application – Legal Obligation
• Making reasonable adjustments for disabled applicants – Legal Obligation
• Making payments to you in return for services – Legal Obligation
• Notifying you about potential jobs or roles – Legitimate Interest
• Preventing fraud – Legitimate Interest
• Dealing with legal / contractual claims – Legitimate Interest
• Improvements to our service – Legitimate Interest

Special Categories of Data

Special categories of data are data relating to your: Health, sex life, sexual orientation, race, ethnic origin, political opinion, religion, trade union membership or genetic and biometric data. We carry out processing activities using special category data:

1. For the purposes of equal opportunities monitoring
2. To determine reasonable adjustments during the interview process

Most commonly, we will process special categories of data when the following applies:

1. You have given explicit consent to the processing
2. We must process the data in order to carry out our legal obligations
3. We must process data for reasons of substantial public interest
4. You have already made the data public

Failure to Provide Data

Your failure to provide us with data may mean that we are unable to fulfill our requirements for entering into a contract of services with our clients. This could include being unable to put you forward or represent you to a client in respect to a live vacancy, or being unable to process an offer of employment from a client.

Criminal Conviction Data

We will only collect criminal conviction data where it is appropriate given the nature of your potential role and where the law permits us. This data will usually be collected at the recruitment stage. This information will be shared with the client to determine your suitability for the role. We rely on the lawful basis of Legal Obligation to process this data.

Who we share your Data with

Employees within our company who have responsibility for recruitment will have access to your data which is relevant to their function. All employees with such responsibility have been trained in ensuring data is processing in line with GDPR.

Data is shared with third parties for the following reasons: to provide recruitment services, to notify you about our service offerings, new roles and vacancies that could be of interest, and to fulfill our legal obligations to professional service providers, clients and HMRC.

We may also share your data with third parties as part of a Company sale or restructure, or for other reasons to comply with a legal obligation upon us. We have a data processing agreement in place with such third parties to ensure data is not compromised. Third parties must implement appropriate technical and organisational measures to ensure the security of your data.

By providing us with your Personal Data, you acknowledge and agree that we may from time-to-time transfer any of your Personal Data to any of our offices or to the offices of any of our clients, affiliates, Cloud Service Providers, agents or appointed representatives located around the world. We have implemented appropriate safeguards for transfers of personal information originating from the European Economic Area (EEA) to countries located outside of the EEA. These safeguards include implementing standard data protection clauses which have been approved by the European Commission or (in relation to transfers from the European Union to the USA) transferring Personal Data to entities who have signed up to the EU-U.S. Privacy Shield. Please do not submit any Personal Data to us if you do not wish for your data to be transferred internationally.

Protecting your Data

We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such.

Updating your Data

From time to time and as permitted by applicable law(s), we may collect Personal Data about you and update any existing Personal Data that we currently hold from other third-party sources, including publicly available data sources, publicly available social networking sites such as LinkedIn, Viadeo, Xing, Twitter, GitHub, Facebook, CVLibrary, CWjobs (or other Job Board / external CV Databases) or your employer.

Retention Periods

We only keep your data for as long as we need it in order to fulfill our Legal Obligations, which, in relation to job applications made on behalf of candidates, can be six months to one year.

If during your initial registration we have not sought consent or you have not provided consent upon our request to keep your data for the purpose of future suitable job vacancies, we will keep your data for 18 months from our last point of contact.

If we have sought your consent to keep your data on file for future job vacancies, and you have provided consent, we will keep your data for five years from the last point of contact. At the end of this period, we will delete or destroy your data, unless you have already withdrawn your consent to our processing of your data in which case it will be deleted or destroyed upon your withdrawal of consent. Please note that certain data may be retained for longer periods, where we have a legal obligation, such as seven years for financial or payment data, in order to fulfill our reporting obligations to HMRC.

Where you have provided consent to our use of your data, you also have the right to withdraw that consent at any time. This means that we will stop processing your data and there will be no consequences of withdrawing consent.

These periods of retention is subject to our review and alteration.

Automated Decision Making

Automated decision making means making decision about you using no human involvement e.g. using computerised filtering equipment. No decision will be made about you solely on the basis of automated decision making (where a decision is taken about you using an electronic system without human involvement) which has a significant impact on you.

Your Rights

You have the following rights in relation to the personal data we hold on you:

1. The right to be informed about the data we hold on you and what we do with it
2. The right of access to the data we hold on you. We operate a separate Subject Access Request policy and all such requests will be dealt with accordingly;
3. The right for any inaccuracies in the data we hold on you, however they come to light, to be corrected. This is also known as ‘rectification’;
4. The right to have data deleted in certain circumstances. This is also known as ‘erasure’;
5. The right to restrict the processing of the data;
6. The right to transfer the data we hold on you to another party. This is also known as ‘portability’;
7. The right to object to the inclusion of any information;
8. The right to regulate any automated decision-making and profiling of personal data.

In addition to the above rights, you also have the unrestricted right to withdraw consent, that you have previously provided, to our processing of your data at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason or legal obligation in doing so.

If you wish to exercise any of the rights explained above, please contact optout@resourceondemand.com.

Parents and Children 
We do not knowingly collect personal information from children under the age of 16.

Methods we may use to contact you

We understand that in some cases recruitment or job hunting makes up just a small proportion of your day.  With this in mind, aside from contacting you by telephone, we also use other means of contacting you such as; via LinkedIn messaging, SMS, WhatsApp, email or other text messaging services in order to provide as little disruption to your day as possible.

Making a Complaint

If you think your data rights have been breached, you are able to raise a complaint with the Information Commissioner (ICO). You can contact the ICO at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF or by telephone on 0303 123 1113 (local rate) or 01625 545 745.

Data Protection Compliance

All Directors of Resource On Demand are a Data Protection Officer: Theresa Durrant, Lee Durrant