Paul Covey T/A AIE Recruitment (“AIE”) respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after and process your personal data and tell you about your privacy rights and how the law protects you. 

This privacy policy aims to give you information on how AIE collects and processes your personal data through your use of this website, including any data you may provide through this website when you submit your CV to us or apply for a job.

This website is not intended for children, and we do not knowingly collect data relating to children.

It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. 

1. Who are we and What do we do?
2. What does this policy cover?
3. What personal data do we collect about you?
4. Where do we collect personal data about you from?
5. How do we use your personal data?
6. How long do we keep your personal data for?
7. Who do we share your personal data with inside and outside of the EEA?
8. What legal basis do we have for using your information?
9. What happens if you do not provide us with the information we request or ask that we stop processing your information?
10. Do we make automated decisions concerning you?
11. Do we use Cookies to collect personal data on you?
12. Where we store and process your personal data?
13. What rights do you have in relation to the data we hold on you?
14. How will we contact you?
15. How can you contact us?

Who are we and what do we do?

We are Paul Covey T/A AIE Recruitment of124 City Road, London, EC1V 2NX, email address dataprivacy@aierecruitment.com, telephone 0203 3768338.

We are a recruitment agency and recruitment business as defined in the Employment Agencies and Employment Businesses Regulations 2003 (our business).  We collect the personal data of the following types of people to allow us to undertake our business;

• Prospective and placed candidates for permanent or temporary roles;
• Prospective and live client contacts;
• Supplier contacts to support our services;

What does this Policy cover?

We at AIE Recruitment take your personal data seriously. This policy:

• sets out the types of personal data that we collect about you
• explains how and why we collect and use your personal data
•  explains how long we keep your personal data for
• explains when, why and with who we will share your personal data;
• sets out the legal basis we have for using your personal data;
• explains the effect of refusing to provide the personal data requested;
• explains the different rights and choices you have when it comes to your personal data; and
• explains how we may contact you and how you can contact us.

What personal data do we collect about you?

We collect the information necessary and required to be able to find available, suitable opportunities and the further information needed to assess your eligibility through the different stages of recruitment. 

This information may include name, title, addresses, telephone numbers, personal email addresses, CV’s, identification documents, financial information, date of birth, educational records, work history, employment and references.

We may also collect sensitive personal data about you, in the form of information about your health, criminal convictions and offences. We only collect sensitive personal data from you, and further process this data, where you have given your explicit consent.

Where do we collect personal data about you from?

The following are the different sources we may collect personal data about you from:

• Directly from you. This is information you provide while searching for a new opportunity and/or during the different recruitment stages.
• From an agent/third party acting on your behalf. e.g. Contractors Limited Company.
• Through publicly available sources. We use a number of public sources including but not limited to:
• By Reference or word of mouth. For example, you may be recommended by a friend, a former employer, a former or current colleague, or even a present employer.
• LinkedIn
• Job Boards
• Social Media e.g. Facebook
• Internet search engines e.g. Google

Where we collect your information through publicly available sources as set out above, we may do this with the aid of software programs’ such as Sourcebreaker. These programs’ are given parameters on the requirements of a role and search through publicly available sources to find such candidates. These programs’ are designed to only output information on candidates that meet the search criteria. The parameters of this program are restricted to only searching for [Job role and technical skills] candidate information from public sites, where there is a reasonable expectation that such information may be collected and further processed by job recruiters for the purpose of sourcing candidates for different job roles.

How do we use your personal data?

We use your personal data to match your skills, experience and education with a potential employer; we will keep you informed of available opportunities as they arise. We will initially collect basic information on you such as contact details, job role and experience and then pass this on to the client in search of personnel. If you are chosen by the client and go through to the next stage we will then be collecting more information from you at the interview (or equivalent) stage and onwards in that manner.

From time to time we will keep you informed of the services offered by us and we will request updates, if appropriate, to ensure your details are current and accurate.

How long do we keep your personal data for?

We only retain your information for as long as is necessary for us to use your information as described above or to comply with our legal obligations. However, please be advised that we may retain some of your information after you cease to use our services, for instance if this is necessary to meet our legal obligations, such as retaining the information for tax and accounting purposes.

When determining the relevant retention periods, we will take into account factors including:

(a)          our contractual obligations and rights in relation to the information involved;

(b)          legal obligation(s) under applicable law to retain data for a certain period of time;

(c)           our legitimate interest where we have carried out a balancing test (see legal basis below);

(d)         statute of limitations under applicable law(s);

(e)          (potential) disputes;

(f)           if you have made a request to have your information deleted; and

(g)          guidelines issued by relevant data protection authorities.

Otherwise, we securely erase your information where we no longer require your information for the purposes collected.

Who do we share your personal data with inside and outside of the EEA?

We will share your personal data with selected third parties including:

• 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, managing agents
• analytics and search engine providers that assist us in the improvement and optimisation of our site;
• credit reference agencies, our insurance broker, compliance partners and other sub-contractors for the purpose of assessing your suitability for a role where this is a condition of us entering into a contract with you.

We will disclose your personal information to third parties:

• In the event that we sell or buy any business or assets, in which case we will disclose your personal data to the prospective seller or buyer of such business or assets.

If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect the rights, property, or safety of AIE Recruitment, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

What legal basis do we have for using your information?

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 carry out ‘Legitimate Interest Assessments’ to ensure that our processing is necessary and that your fundamental rights of privacy are not outweighed by our legitimate interests, before we go ahead with such processing. We keep a record of these b. You have a right to and can find out more about the information in these balancing tests by contacting us using the details below.

If you are interviewed and submitted as a candidate, then this may involve the processing of more detailed personal data including sensitive data such as health information that you or others provide about you. In that case we always ask for your consent before undertaking such processing.

For clients, we may also rely on our processing being necessary to perform a contract for you, for example in contacting you.

What happens if you do not provide us with the information we request or ask that we stop processing your information?

If you do not provide the personal data necessary, or ask that we stop processing your information, we may not be able to match you with available job opportunities.

Do we make automated decisions concerning you?

No, we do not carry out automated profiling.

Do we use Cookies to collect personal data on you?

To provide better service to you on our websites, we use cookies to collect your personal data when you browse. Our website is hosted by a 3rd party, IONOS-Group, Please see their cookies policy here for more details.

Where we store and process your personal data?

The data that we collect from you may/will be transferred to, and stored at, a destination outside the European Economic Area (”EEA”). It may be transferred to third parties outside of the EEA for the purpose of our recruitment services. It may/will also be processed by staff operating outside the EEA who work for us or for one of our suppliers. This includes staff engaged in, among other things, our recruitment services and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy notice.

All information you provide to us is stored on secure servers. Any payment transactions will be encrypted [using SSL technology]. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site or service, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

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.

What rights do you have in relation to the data we hold on you?

By law, you have a number of rights when it comes to your personal data. Further information and advice about your rights can be obtained from the data protection regulator in your country.

Rights

What does this mean?

1.    The right to be informed

You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we’re providing you with the information in this Policy.

2.    The right of access

You have the right to obtain access to your information (if we’re processing it), and certain other information (similar to that provided in this Privacy Policy).

This is so you’re aware and can check that we’re using your information in accordance with data protection law.

3.    The right to rectification

You are entitled to have your information corrected if it’s inaccurate or incomplete.

4.    The right to erasure

This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there’s no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.

5.    The right to restrict processing

You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.

6.    The right to data portability

You have rights to obtain and reuse your personal data for your own purposes across different services. For example, if you decide to switch to a new provider, this enables you to move, copy or transfer your information easily between our IT systems and theirs safely and securely, without affecting its usability.

7.     The right to object to processing

You have the right to object to certain types of processing, including processing for direct marketing (i.e. if you no longer want to be contacted with potential opportunities).

8.     The right to lodge a complaint

You have the right to lodge a complaint about the way we handle or process your personal data with your national data protection regulator.

9.     The right to withdraw consent

If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful). This includes your right to withdraw consent to us using your personal data for marketing purposes.

We usually act on 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’ll 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’ll come back to you and let you know.

How will we contact you?

We may contact you by phone, email or social media. If you prefer a particular contact means over another, please just let us know.

How can you contact us?

If you are unhappy with how we’ve handled your information, or have further questions on the processing of your personal data, email us at dataprivacy@aierecruitment.com