SILVER BIRCH RESOURCING LIMITED PRIVACY NOTICE

 

Silver Birch Resourcing Ltd 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, or which we collect, via various channels (including our website, through written correspondence (including e-mail), conversations or meetings with our consultants, or through any of our offices or websites globally), is only used for the purposes set out in this policy.  

Through this Privacy Policy we aim to inform you about the types of personal data we collect from candidates, the purposes for which we use the data and the ways in which the data is handled.  We also aim to satisfy the obligation of transparency under the EU General Data Protection Regulation 2016/679 (“GDPR”) and national laws implementing GDPR.

 

Data Protection Principles

Silver Birch Resourcing Ltd is committed to complying with data protection law and principles, which means that your data will be:

  • Used fairly, lawfully and in a fully transparent manner
  • Collected only for valid recruitment related purposes
  • Relevant to the recruitment related purposes we have discussed with you and limited only to these purposes
  • Accurate and kept up to date
  • Stored only for as long as necessary for the purposes of recruitment related purposes discussed
  • Kept securely

The Information we collect

Personal Information we will collect, store and hold include;

  • Personal information provided in your CV and forwarding letter or email
  • The information you have provided as part of the recruitment process, include;

Title, full name, date of birth, address, telephone number personal email address, gender, career history including full date records, remuneration history, reasons for leaving and any performance related information such as promotions or disciplinary, professional affiliations, references, any right to work certificates or visas.

 

  • We will likely obtain further personal information about you during the course of our relationship with you, such as during interview process through screening meetings before representation.
  • We may also collect and hold and use further personal information for ‘special categories’ regarding race or ethnic origin as well as health and sickness records.
  • Length of service and details of performance from referees provided by you
  • From third parties such as specific job boards

 

How we use your Personal Information

We will hold use and disclose your personal information, for legitimate recruitment related business purposes including:

 

  • To Provide a recruitment service to you through the assessment of skills and qualifications

 

  • 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.
  • 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 retain your details and notify you about future job opportunities other than the specific role for which you have contacted us; 

 

    • to carry out, where necessary, background and reference checks, including checking you are legally entitled to work in the UK.
    • To communicate and keep you updated on the recruitment process
    • To keep records related to our hiring processes

 

  • to answer your enquiries; 
  • to fulfil contractual obligations with our clients;
  • to release personal information to regulatory or law enforcement agencies, if we are required or permitted to do so;

 

  • We may process, in accordance with local regulations, certain sensitive personal data (known as special category data in GDPR) where you include it in information you send to us e.g. if you include information about your health, religion or ethnic origin in the CV you send to us.  We have processes in place to limit our use and disclosure of such sensitive data other than where permitted by law.
  • To decide if you’re suitable for a particular role we are working on for one of our clients
  • There will be a number of times throughout the recruitment process that your personal information will be shared; such as
  • A. When reviewing your CV, email, application or cover letter the personal information will be processed to assess the suitability for a role
  • The processing of such information will be used to determine if you are invited for a screening interview/meeting
  • During the interview screen, the information you provide to us during this meeting will then be processed to decide whether you’re suitable for a specific role
  • At this point your personal information as detailed above, will be processed and shared with the clients agreed and discussed with you during the interview screening process, or before.
  • If during the interview process with one of our clients we are requested to provide additional personal information, that has not already been provided, we will contact you for consent
  • If you are offered a role with one of our clients you will then be asked to provide personal information relating to references and employment history

 

Failure to Provide Personal Information

If you fail to provide personal information when requested, we may not be able to successfully progress and process your application for any given role. Personal information such as qualifications and related work history including reference details, may be necessary to proceed your application and without this information may result in not being able to proceed with your application.

 

 

 

 

How long we will hold your information?

 

The length of time we will hold or store your personal information for will depend on the services we perform for you and for how long you require these.  As we often support candidates on both a temporary and permanent basis, potentially throughout their careers, the purpose for which we retain candidate data is often an ongoing purpose.  We conduct regular data-cleansing and updating exercises with our candidates to ensure that (a) the data that we hold is accurate and (b) we are not holding data for too long.

 

Our standard terms of business state that our clients should retain candidate data such as CVs for the purposes of the specific role you apply for and that, as controllers of your data, they should inform you if they plan to retain your CV on file in order to notify you about potential future roles, or to otherwise hold or use your data for other purposes.

 

The Legal Basis for Processing your Personal Information

 

Under GDPR, the main grounds that we rely upon in order to process personal information of clients and candidates are the following:

 

  • Necessary for entering into, or performing, a contract– in order to perform obligations that we undertake in providing a service to you, or in order to take steps at your request to enter into a contract with us, it will be necessary for us to process your personal data; 

 

  • Necessary for compliance with a legal obligation– we are subject to certain legal requirements which may require us to process your personal data.   We may also be obliged by law to disclose your personal data to a regulatory body or law enforcement agency;

 

  • Necessary for the purposes of legitimate interests–  either we, or a third party, will need to process your personal data for the purposes of our (or a third party’s) legitimate interests, provided we have established that those interests are not overridden by your rights and freedoms, including your right to have your personal data protected.  Our legitimate interests include responding to requests and enquiries from you or a third party, optimising our website and customer experience, informing you about our products and services and ensuring that our operations are conducted in an appropriate and efficient manner;

 

  • Consent – in some circumstances, we may ask for your consent to process your personal data in a particular way. 

 

Data sharing

 

Silver Birch Resourcing Ltd are obliged to only share your personal information with third parties for the purposes of processing your application, such as with the clients we represent, as agreed with you and discussed at the time of application and for the purpose of third parties involved in background checks and references.

We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

 

Data Security 

 

Silver Birch Resourcing Ltd have specific security measures to prevent your personal information from being stolen, lost, used, or accessed in an unauthorised way, altered or disclosed.

 

Silver Birch Resourcing Ltd are obliged to limit the processing and forwarding of personal information to clients and other related third parties based on a legitimate purpose in knowing.

 

Our clients and third parties will only process your personal information subject to confidentiality as set out in our standard terms of business.

 

 

Your rights on Information we hold about you 

 

You have certain rights in relation to personal information we hold about you. Details of these rights and how to exercise them are set out below.  We will require evidence of your identity before we are able to act on your request.

 

 

 

Right of Access

 

You have the right at any time to ask us for a copy of the personal information about you that we hold.  Where we have good reason, and if the GDPR permits, we can refuse your request for a copy of your personal information, or certain elements of the request. If we refuse your request or any element of it, we will provide you with our reasons for doing so.

 

Right of Correction or Completion

 

If personal information we hold about you is not accurate, out of date or incomplete, you have a right to have the data rectified, updated or completed.  You can let us know by contacting us through our Data Protection Officer below.

 

 

Right of Erasure

 

In certain circumstances, you have the right to request that personal information we hold about you is erased e.g. if the information is no longer necessary for the purposes for which it was collected or processed, or our processing of the information is based on your consent and there are no other legal grounds on which we may process the information.

 

Right to Object to or Restrict Processing

 

In certain circumstances, you have the right to object to our processing of your personal information by contacting our Data Protection Officer in the details below.  For example, if we are processing your information on the basis of our legitimate interests and there are no compelling legitimate grounds for our processing which override your rights and interests.

 

You may also have the right to restrict our use of your personal information, such as in circumstances where you have challenged the accuracy of the information and during the period where we are verifying its accuracy.

 

You can exercise any of the above rights by contacting us through our Data Protection Officer as below.

 

Most of the above rights are subject to limitations and exceptions.  We will provide reasons if we are unable to comply with any request for the exercise of your rights.

 

You also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues

 

Data Protection Officer

 

Silver Birch Resourcing Ltd have appointed Rhona Cloherty as the Data Protection Officer (DPO). Rhona Cloherty will be responsible for overseeing the compliance with this Privacy Notice for Silver Birch Resourcing Ltd.

 

If you wish to contact the DPO to discuss anything in this Privacy Notice or to discuss anything related to the processing and storing of personal information, please contact on rhona@silverbirchresourcing.com