GDPR PRIVACY NOTICE

UPDATED 4TH APRIL 2018

BACKGROUND:

Vet Seekers Ltd understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our Candidates / Clients and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

1.Information About Us

Vet Seekers Ltd

Recruitment Agency – A limited company registered in England & Wales under company number 10268706

Registered address: 5 York Lane, Knaresborough, North Yorkshire, HG50AJ

VAT number: 245344512

Data Protection Officer: David Maclellan
Email address: david@vetseekers.co.uk
Telephone number: 0333 014 7374
Postal Address: 5 York Lane, Knaresborough, North Yorkshire, HG50AJ

We are a member of Information Commissioner’s Office (ICO):
Organisation name: Vet Seekers Ltd
Registration reference: ZA195197

2.What Does This Notice Cover?

This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.

3.What is Personal Data?
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
The personal data that we use is set out in Part 5, below.

4.What Are My Rights?

Under the GDPR, you have the following rights, which we will always work to uphold:

a) The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 11.

b) The right to access the personal data we hold about you. Part 10 will tell you how to do this.

c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 11 to find out more.

d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details in Part 11 to find out more.

e) The right to restrict (i.e. prevent) the processing of your personal data.

f) The right to object to us using your personal data for a particular purpose or purposes.

g) The right to data portability. This means that you can ask us for a copy of your personal data held by us to re-use with another service or business in many cases.

h) Rights relating to automated decision-making and profiling. Part 6 explains more about how we use your personal data, including automated decision-making/profiling.

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 11.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint: David Maclellan info@vetseekers.co.uk or at the Information Commissioner’s Office (ICO) 0303 123 1113 or at https://ico.org.uk/concerns/

5.What Personal Data Do You Collect?

We may collect some or all off the following personal data (this may vary according to your relationship with us):

Title Name Date of birth (DOB)
Gender Address Email address
Telephone number Business name Job title
Profession RCVS registration details CV / Cover Letter
Information about your preferences and interests Experience, training and qualifications Evidence of the right to work in the UK (if applicable)
Skills / Competency forms Methods of transport Proof of ID
National insurance number if registering for locum work Salary details (including benefits) Driving license
References or references contact details under the right circumstances Payment information, bank details to may payments if applicable Job / practice details and information
Next of kin and family details Your marketing preferences Market Research Data/Cookies
Disability/Health Condition relevant to the role Criminal Convictions But not limited to

Your personal data may be obtained from the following third parties:

  • You (e.g. a Curriculum Vitae, application or registration form)
  • A client
  • Other candidates
  • Online jobsites
  • Marketing databases
  • The public domain
  • Social Media
  • At interview
  • Conferences/meetings
  • Conversations on the telephone or video conferencing (which may be recorded)
  • Notes following a conversation or meeting
  • Our websites and software applications
  • But not limited too

6.How Do You Use My Personal Data?

Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data may be used for one of the following purposes:

  • Providing and managing your account.
  • Notifying you of potential roles or opportunities.
  • Supplying our recruitment and working finding services to you and our clients. Your personal details are required in order for us to enter into a contract with you.
  • Personalising and tailoring our services for you.
  • Handling customer contacts, queries, complaints or disputes
  • Communicating with you. This may include responding to emails or calls from you.
  • Protecting customers, employees and other individuals and maintaining their safety, health and welfare
  • Promoting, marketing and advertising our products and services
  • Understanding our customers’ behaviour, activities, preferences, and needs
  • Improving existing products and services and developing new products and services
  • Supplying you with information by email or post or text or calls that you have opted-in to (you may unsubscribe or opt-out at any time) by logging into your personal online account via our website or you can withdraw consent at any time via the unsubscribe options or by emailing info@vetseekers.co.uk or writing to us, see section on first page full contact details

With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email, telephone, text message or post with information, news, and offers on our services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.

We use the following automated systems for carrying out certain kinds of decision-making or profiling. If at any point you wish to query any action that we take on the basis of this or wish to request ‘human intervention’ (i.e. have someone review the action themselves, rather than relying only on the automated method), the GDPR gives you the right to do so. Please contact us to find out more using the details in Part 11.

  • The following automated decision-making method(s) may be used:
  • Back office specialist Recruitment CRM / Software
  • The following automated profiling may take place:
  • Back office Specialist Recruitment CRM / Software

7.How Long Will You Keep My Personal Data?

We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):

  • The Company will retain your personal data only for as long as is necessary. Different laws require us to keep different data for different periods of time.
  • We understand our legal duty to retain accurate data and only retain personal data for as long as we need it for our legitimate business interests and that you are happy for us to do so for up to 5 years. Accordingly, we have a data retention notice and run data routines to remove data that we no longer have a legitimate business interest in maintaining.
  • We must also keep your payroll records, holiday pay, sick pay and pensions auto-enrolment records for as long as is legally required by HMRC and associated national minimum wage, social security and tax legislation.

Our legitimate interests (carrying on the commercial activity of Recruitment Services) via consent, legitimate interest, legal obligation, contractual obligation and:

To provide our Recruitment Services, we will carry out some processing of personal data which is necessary for the purpose of our legitimate interests, which include:

  • Retaining records of our dealings and transactions and where applicable, use such records for the purposes of: ?establishing compliance with contractual obligations with Clients or suppliers
  • Addressing any query or dispute that may arise including establishing, exercising or defending any legal claims
  • Protecting our reputation
  • Maintaining a backup of our system, solely for the purpose of being able to restore the system to a particular point in the event of a system failure or security breach
  • Evaluating quality and compliance including compliance with this Privacy Notice
  • Determining staff training and system requirements

8.How and Where Do You Store or Transfer My Personal Data?

We will only store your personal data in the UK or Europe. This means that it will be fully protected under the GDPR.

The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:

  • All information you provide to us is stored on our secure servers. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
  • All information stored on our recruitment software is secured through the Microsoft Azure Infrastructure and located at two data centres locations within Europe. Our primary centre is located in Microsoft’s Western European centre, and these facilities are secured by a series of measures, including (but not limited to) biometric access, security alarm systems and round-the-clock security staff. Additional security information on Microsoft’s data centres can be found here azure.microsoft.com/en-gb/overview/trusted-cloud/
  • Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

9.Do You Share My Personal Data?

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
We may share your personal data with other companies for work finding purposes. This includes subsidiaries and/or our holding company and its subsidiaries.

We may sometimes contract with the following third parties to supply services to you on our behalf. These may include payment processing, delivery, and marketing. In some cases, those third parties may require access to some or all of your personal data that we hold.

  • Clients for the purpose of introducing candidates to them
  • Candidates for the purpose of arranging interviews and engagements;
  • Clients, business partners, suppliers and sub-contractors for the performance and compliance obligations of any contract we enter into with them or you;
  • Subcontractors including email marketing specialists, event organisers, payment and other financial service providers
  • Satisfaction of their contractual obligations to us as our data processor;
  • For the purpose of a contract in place or in contemplation;
  • To fulfil their legal obligations.

If any of your personal data is required by a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law.

We may sometimes contract with third parties (as described above) that are located outside of the European Economic Area (the “EEA” consists of all EU member states, plus Norway, Iceland, and Liechtenstein). If any personal data is transferred to a third party outside of the EEA, we will take suitable steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the GDPR, as explained above in Part 8.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

10.How Can I Access My Personal Data & Opting Out?

If you are a candidate, by accessing the candidate portal of our website at any time, you can update your personal details and preferences, or opt-out of marketing from us which may include details of new job vacancies.

If you are a client, or if you would like to be forgotten or your data deleted, please contact us: info@vetseekers.co.uk or 0333 014 7374

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 11. To make this as easy as possible for you, a Subject Access Request Form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will respond to your subject access request within 14 working days and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

11.How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of David Maclellan):

  • Email address: david@vetseekers.co.uk
  • Telephone number: 0333 014 7374
  • Postal Address: 5 York Lane, Knaresborough, North Yorkshire, HG50AJ

12.Changes to this Privacy Notice

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

Any changes will be made available via our website and in some cases made be emailed to you directly.