PRIVACY NOTICE FOR JAMES FRANK ASSOCIATES
This notice applies across all websites that we own and operate and all services we provide as a specialist bespoke recruitment company, and any other services we may offer.
This privacy notice is to let you know how James Frank Associates promises to look after your personal information. This includes what you tell us about yourself, what we learn as your recruitment agency acting on your behalf, by having you as a client, and the choices you give us about what type of employer and work you are seeking. This notice explains how we do this and tells you about your privacy rights and how the law protects you.
James Frank Associates provides recruitment opportunities and is a data controller for the purposes of the GDPR. The individual in James Frank Associates who has responsibility for GDPR is Charlie Elgar.
We collect information about you when you register with us or commence using the services of James Frank Associates. We may collect this information via paper, forms, phone or e mail. We also collect information when you voluntarily complete responses to questions about yourself or when we ask you to provide feedback.
We are allowed to use personal information only if we have a proper reason to do so. The law says we must have one or more of these reasons:
– To fulfil a contract we have with you, or
– When it is our legal duty, or
– When it is in our legitimate interest, or
– When you consent to it.
A legitimate interest is when we have a business or commercial reason to use your information. This means we will need your information as a client, to find you potential employment in the location and industry/ profession/ vocation that you have specified to us, and to let you know how we can provide you with those opportunities and to make you aware of our full range of services. We may also need it to make and manage our client transactions and payments, to obey laws and regulations that apply to us, to respond to complaints and seek to resolve them and to manage fees, charges and interest due on client accounts.
We will need to commence collection of this data before we start work under our terms of engagement with you and we will need to process the data for the necessary performance of our advice, including letting you know about our services and charges and to manage our business relationship with you.
We will initially need to collect your CV which will include your name, phone number, e mail address, postal address, qualifications and details about previous employments.
Explicit consent is required when asking you for sensitive information. Sensitive data includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. Occasionally we may need to hold sensitive or special category information about you, and we will obtain your consent for that. We do not collect any information about criminal convictions and offences.
We may also need your personal information to comply with any legal obligation.
We may also need to send your details to, and also use, information from credit reference agencies, immigration agencies and fraud prevention agencies.
James Frank Associates respects personal privacy and only those on a need to know basis will see the information you give. The personal information you supply will be kept securely by the office staff and only the relevant information will be shared. We may need to share your personal information with other third party organisations and companies to provide you with the service you have chosen, or companies we have a joint venture or agreement to co-operate with, in which case they are subject to a confidentiality clause.
Whilst we do not intend to share your personal information with other third parties, this does not preclude us sharing that information, in those circumstances required by law, or due to a regulatory requirement.
We securely hold all of your data on our database whilst you are a client of James Frank Associates, for a maximum period of 12 months. The data is either encrypted or password protected. We use firewalls, anti -virus software and our servers are GDPR EU compliant.
We use client’s personal data when we print or download that information, share it with other employees of James Frank Associates, or when we send e mails or by post. The information is encrypted, password protected or, if post is used, will be sent by Special Delivery. James Frank Associates is committed to only print or download personal information that has to be downloaded or printed and we will not include more personal details than we need to. Any client data that is printed is shredded and disposed of once it is no longer necessary to have that information in hard copy.
We will keep your personal information for as long as you are a client and for a period of time afterwards where we have an ongoing business need to retain it or as required to comply with any legal or accounting regulations including HMRC regulations. Upon your contract with James Frank Associates coming to an end, and there being no ongoing dispute or legal claim outstanding, we will archive or destroy that information according to our data retention policy. However, we may need to keep it longer to deal with any customer complaint, to show that we treated you fairly, or for any regulatory requirements. Where possible and appropriate, we will notify you of this type of disclosure. Any payment details will be destroyed once the transaction has been completed.
Any permissions, consents, or preferences that you give us will be stored. This includes how you want us to contact you.
You also have the right to withdraw your consent for us to use any data or to ask us to stop using your data; which we have to comply with within a reasonable time period. If that information has been shared with any third party, we will take steps to ensure that they also erase the information. However, where there is a legal obligation to continue to use the information or where the information is needed for bringing or refuting a legal claim, that request can be refused.
If you choose not to give personal information, we may still need to collect that information by law, or under the terms of a contract we have with you. If you choose not to give us this personal information, it may delay or prevent us from meeting our obligations. It may also mean that we cannot perform services needed to provide you with employment opportunities. It could mean that we cancel our service that you have with us.
You have the right to request a copy of the information that we hold about you by making a subject access request, and we will provide the data held within one month. If you would like a copy of some or all of your personal information, please email Charlie Elgar at James Frank Associates or write to us at James Frank Associates at 18 Upper Grosvenor Road, Tunbridge Wells, Kent TN1 2EP.
We want to make sure that your personal information is accurate and up to date. Please let us know if at any time your personal information changes. You may ask us to correct or remove information you think is inaccurate. If you want us to correct or remove any information please tell us what you want changed by putting it in writing to us, by either e mail or post. However, the consequences of failing to supply the personal information we need, is that we may not be able to carry out work for you, our service will be slower, and we may be unable to meet your requirements.
We may use your personal information to send you, or to tell you about the relevant services James Frank Associates offer. This is what we mean when we talk about ‘marketing’. The personal information we have for you is made up of what you tell us, and data we collect when you use our services. We can only use your personal information to send you marketing messages if we have either your consent or a ‘legitimate interest’. That is when we have a business or commercial reason to use your information, and decide to tell you about which products, services and offers may be relevant for you.
We promise to keep your data safe and private, not to sell your data and to give you ways to manage and review your marketing choices at any time. You have a right at any time to stop us from contacting you for marketing purposes.