Gibson Hollyhomes Ltd (“Gibson Hollyhomes”) is registered as a data controller in the United Kingdom for the purposes of the Data Protection Act 1998. Gibson Hollyhomes’ website and online services are designed to protect the privacy of all users. 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.
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.
Who we are
Gibson Hollyhomes Limited (registration number 4041477) is an employment business and agency. We provide both temporary and permanent recruitment services to clients looking to recruit personnel for their business and provide work-finding services to candidates looking for job opportunities.
We are registered as a data controller with the ICO in the United Kingdom for the purposes of the Data Protection legislation and General Data Protection Regulation (GDPR). Our registered office address is Gibson Hollyhomes Ltd, Hill Quays, 10 Commercial Street, Manchester, M15 4PZ and you can contact us at email@example.com if you have any queries relating to data protection
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 will we collect about you?
We collect and process personal data only as far as is necessary to facilitate the recruitment process and provide 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, address, 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.
We are also under an obligation with our clients to provide suitable candidates. Part of that assessment will include asking you about any unspent criminal convictions you may have. We consider this to be highly confidential information and will only do so where you have provided your explicit consent.
Where does the information we collect about you come from?
The data we collect about you is obtained from the following sources:
- 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.
How will we use the information collected about you?
We will use your information in such ways 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).
If you are selected by the Client for an interview or the next stage of the recruitment process, we will need further information from you. This is likely to come directly from you but may also be from third parties such as a referee for example.
We may also analyse the data internally so that we can offer a more relevant service, for marketing and strategic development purposes or for research purposes to improve our service.
How and when will we contact you?
We may contact you by phone, email or social media.
Some examples of when we will contact you are:
- Upon receipt of a CV or your personal data, it will be reviewed to determine whether we are likely to be able to provide you with work-finding services and we will notify you if you are added to our database.
- When one of our consultants considers you for a suitable job opportunity or to find out more about the type of role you are looking for.
- Before we put you forward for a role.
- During and following an assignment we have placed you in.
- In relation to any correspondence, we receive from you.
- To update you on any material changes to our policies and practices.
Who will we share your information with?
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 Gibson Hollyhomes. 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.
Will we transfer your data outside the EEA?
Gibson Hollyhomes is based in the UK and our backup systems are stored in the EEA. We do not generally transfer your data out of the EEA.
In the event that we do need to make transfers to countries outside the EEA, we will ensure the appropriate safeguards are in place.
How long will we keep your personal information?
- Gibson Hollyhomes Ltd will only retain information for as long as necessary for the relevant activity, however you can request for your details to be deleted at any time
- 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 (see below).
Will we 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 to 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 require individuals to disclose any unspent convictions and may need to make further enquiries if necessary.
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 firstname.lastname@example.org 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 email@example.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 but, if the request is going to take longer to deal with, we will let you know.
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.
If you have any issues or concerns then we ask that in the first instance you set this out in writing and send this to firstname.lastname@example.org
If we are unable to satisfactorily deal with your complaint you can complain to the ICO which is the UK supervisory authority. You have the right to claim compensation for damages caused by a breach of data protection legislation.
The DPA & GDPR May 2018
We and this website complies to the DPA (Data Protection Act 1998) and already complies to the GDPR (General Data Protection Regulation) which comes into affect from May 2018. We will update this policy accordingly after the completion of the UK’s exit from the European Union.
What are cookies? Cookies are small files saved to the user’s computers hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.
Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors or use the cookie control system if available upon their first visit.
Website Visitor Tracking
This website uses tracking software to monitor its visitors to better understand how they use it. The software will save a cookie to your computers hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information.
Adverts and Sponsored Links
This website may contain sponsored links and adverts. These will typically be served through our advertising partners, to whom may have detailed privacy policies relating directly to the adverts they serve.
Downloads & Media Files
Any downloadable documents, files or media made available on this website are provided to users at their own risk. While all precautions have been undertaken to ensure only genuine downloads are available users are advised to verify their authenticity using third party anti-virus software or similar applications.
We accept no responsibility for third party downloads and downloads provided by external third party websites and advise users to verify their authenticity using third party anti virus software or similar applications.
Contact & Communication With us
Users contacting us through this website do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required or has no use.
Where we have clearly stated and made you aware of the fact, and where you have given your express permission, we may use your details to send you products/services information through a mailing list system. This is done in accordance with the regulations named in ‘The policy’ above.
External Website Links & Third Parties
Although we only look to include quality, safe and relevant external links, users are advised to adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text / banner / image links to other websites, etc.)
Shortened URL’s; URL shortening is a technique used on the web to shorten URL’s (Uniform Resource Locators) to something substantially shorter. This technique is especially used in social media and looks similar to this (example: http://bit.ly/zyVUBo). Users should take caution before clicking on shortened URL links and verify their authenticity before proceeding.
We cannot guarantee or verify the contents of any externally linked website despite our best efforts. Users should therefore note they click on external links at their own risk and we cannot be held liable for any damages or implications caused by visiting any external links mentioned.
Social Media Policy & Usage
We adopt a Social Media Policy to ensure our business and our staff conduct themselves accordingly online. While we may have official profiles on social media platforms users are advised to verify authenticity of such profiles before engaging with, or sharing information with such profiles. We will never ask for user passwords or personal details on social media platforms. Users are advised to conduct themselves appropriately when engaging with us on social media.
There may be instances where our website features social sharing buttons, which help share web content directly from web pages to the respective social media platforms. You use social sharing buttons at your own discretion and accept that doing so may publish content to your social media profile feed or page. You can find further information about some social media privacy and usage policies in the resources section below.