We care about your information
Connect Appointments Ltd is the data controller for the personal data described in this Privacy Notice. Personal information will only be accessed by authorized members of staff who require access for legitimate business purposes.
We ask you to share information with us so that we can provide you with work-finding and related services. This document tells you what you can expect from us and how we will protect your rights. It applies to information we collect about agency workers, staff members and individuals who work at the companies we do business with.
This policy runs in conjunction with our Agency Worker GDPR Statement, Client Data Protection Policy and Data Retention Policy.
If you have any questions about this Privacy Notice or how we use your personal information, please contact:
Data Protection Lead at info@connectappointments.co.uk
Why do we process your information?
We process information about you known as ‘personal data’ to enable us to carry out our business as an employment agency for the purposes of permanent recruitment services and as an employment business for the purposes of temporary recruitment services.
By law, we have obligations to ensure that the candidates we place into vacancies are suitable for those positions and that the vacancies are suitable for those candidates. We have a duty of care to look after the best interests of our customers and to do that we need to collect and process relevant information.
We process some other information to help us make sure we are delivering a service that treats people legally and fairly, prevents human rights abuses, and is always improving.
What is our lawful basis for processing your information?
The lawful basis we rely upon will depend on the nature of our relationship with you and the purpose for which we are using your information.
The lawful basis we rely upon will depend on the nature of our relationship with you and the purpose for which we are using your information. Depending on the circumstances, we process personal data using one or more of the following lawful bases:
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- Performance of a contract;
- Compliance with legal obligations;
- Legitimate interests;
- Consent (where specifically requested)
Where we process special category personal data, we will identify an additional condition for processing as required by law.
Who will we share information with?
| Client organisations | In order for our client organisations to consider workers for opportunities within their businesses, we need to share worker information with them. We have contracts in place with these organisations that require them to treat worker information as confidential before we share worker information with them. |
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| Workers | In order to perform our recruitment services (such as arranging interviews, for example) we often need to share client contact information (such as name, job title and contact details) with workers. |
| Auditors & Inspectors | From time to time, we may be audited by third parties to ensure that we are operating a legally compliant and ethical business. These third parties may include:
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| Service Providers | We may share personal data with organisations that provide services on our behalf, such as payroll providers, IT service providers, applicant tracking systems, cloud software providers, professional advisers and background screening providers. These organisations are required to protect personal data and only process it in accordance with our instructions or their legal obligations. |
| Other | If we would like to share your data with anyone not covered in this privacy notice (such as sharing testimonials with potential customers, for example), we will only do this where we have an appropriate lawful basis for the disclosure and, where required by law, will obtain your consent beforehand. |
What are your rights?
All individuals have the following rights regarding their personal information (also called ‘personal data’)
| The right to be informed | You have the right to know what information we hold about you, what we are using it for, who we are sharing it with, how long we are keeping it, and on what basis we are processing the data. We process personal data using a range of lawful bases depending on the purpose of processing. In many cases, consent is not the most appropriate lawful basis for recruitment and employment-related activities. As a recruitment organisation, we may process personal data on the basis of legitimate interests where this is necessary to provide recruitment and workforce services, provided those interests are not overridden by your rights and freedoms. There are also times when we have to process your information because we are required to by law. |
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| The right of access | If you would like to see the records we hold on file for you, please contact info@connectappointments.co.uk and mark it for the attention of the Data Protection Lead. Requests can be made verbally or in writing. We will normally respond within one month of receiving the request. |
| The right to rectification | If you believe we are holding incorrect information, you can ask us to correct it. |
| The right to erasure | You can ask us to remove your information from your records. As long as there is no legal requirement for us to keep them (for example, HMRC require us to keep payroll records for 6 years), we will remove your details. This will mean that we won’t be able to contact you with any work opportunities in future. |
| The right to restrict processing | Instead of asking to be removed, you can ask us to stop processing it – so you can ask us to stop contacting you about work opportunities, for example. |
| The right to data portability | If you want to take your data to another organisation, please contact info@connectappointments.co.uk and mark it for the attention of the Data Protection Lead. |
| The right to object | You have the right to object to your data being processed on the basis of legitimate interests, direct marketing, and processing for statistical purposes. We will stop processing your information immediately unless there are legal reasons for us not to do so. |
| The right not to be subject to automated decision-making (including profiling) | Individuals have rights in relation to significant decisions made solely by automated means. Where automated decision-making or profiling is used, appropriate safeguards will be implemented, including the ability to request human review, express a point of view and challenge a decision. We do not use automated decision-making in our recruitment process. |
What information do we collect? How do we use it? How long do we keep it?
This privacy notice has been divided into sections, so that you can read the information relevant to you. Each section tells you what information we collect, how we use it, and how long we will keep it for. These sections are:
- Agency workers
- Staff members
- Individuals who work at the companies we do business with
Agency Workers
Agency Workers are workers we supply to work with our client companies.
We collect personal data from you in order to fulfil our contract with you, to comply with our legal obligations and where it is in our legitimate interests in order to provide you with work seeking services and to supply our clients with labour.
This will include:
- Your name and contact details
- Your right to work status (and to take copies of your passport/other allowable documents)
- Your skills, experience and qualifications (where relevant)
- Details about the type of work you are looking for
- Your emergency contact details
- Whether you require any reasonable adjustments in the recruitment process. Information about reasonable adjustments will only be used for the purposes of supporting accessibility, health and safety and compliance with equality legislation
- Questions about your work seeking activity, to help us make sure we are protecting your welfare and your rights
- Your national insurance number and bank details in order to pay you for any work you do
We may also ask for further information to confirm your suitability for work, which may include:
- Reference details
- Health information relevant to the role, including information required to assess fitness for work, comply with health and safety obligations or consider reasonable adjustments. Information about reasonable adjustments will only be used for the purposes of supporting accessibility, health and safety and compliance with equality legislation
- Whether you have any unspent criminal convictions (where relevant and permitted by law for the role concerned)
Once a contract has been offered, we will also ask for the following information:
- Whether you require any reasonable adjustments to undertake any roles
For some roles, we may use assessments as part of the recruitment process and these results will be held on file. Assessment results may be used to evaluate suitability for particular roles and will only be retained in accordance with our Data Retention Policy.
The information we collect will only be used for the purposes of progressing your application for work. You don’t have to provide the information we ask for, but it might affect our ability to provide you with work if you don’t.
We retain personal data only for as long as necessary for the purposes for which it was collected, including to comply with legal, regulatory, accounting and reporting requirements. Further information is available in our Data Retention Policy.
Staff Members
Staff members are those people who work directly for and within our organisation.
We collect personal data from you in order to fulfil our contract with you, to comply with our legal obligations and where it is in our legitimate interests as an employer/labour provider to recruit new workers to fill vacancies in our business.
As part of our recruitment process, in order to assess your suitability for employment, we will ask for the following information:
- Name and contact details
- Your right to work status (including taking copies of original passport/visa documents)
- Your skills, experience and qualifications
- Whether you require any reasonable adjustments in the recruitment process
- Questions relevant to your ability to carry out the role
- Whether you have any unspent criminal convictions (where relevant and permitted by law for the role concerned)
Once a job offer has been made and accepted, we will also ask for the following information:
- Bank details
- National Insurance number
- Your emergency contact details
- Whether you require any reasonable adjustments to undertake the role
The information we ask for helps us to assess your suitability for employment, to enable us to employ you and to fulfil legal or regulatory requirements with us. You don’t have to provide the information we ask for, but it might affect our ability to employ you if you don’t.
This information is collected, processed and retained to enable us to recruit, employ and manage staff, comply with our legal obligations, fulfil our employment contract with you and, where appropriate, pursue our legitimate business interests.
We retain personal data only for as long as necessary for the purposes for which it was collected, including to comply with legal, regulatory, accounting and reporting requirements. Further information is available in our Data Retention Policy.
External Business Contacts
External business contacts means individual members of staff at the supplier, support, client and other organisations we work with to perform the legitimate activities of our business.
We collect and use business contact information where necessary to manage our relationships with clients, suppliers, professional advisers and other business contacts, to comply with legal obligations and where it is in our legitimate business interests to do so.
Individuals within the companies we work with are also entitled to have their personal information protected.
We will only share information where it is allowed by law and relevant to our legitimate business activities, such as providing name, job title and contact details when arranging an interview.
We may collect and use professional contact information that is publicly available from business websites, professional networking platforms and other legitimate business sources where this is relevant to our business activities.
The information we ask for will only be used in connection with the legitimate activities of our business.
We retain personal data only for as long as necessary for the purposes for which it was collected, including to comply with legal, regulatory, accounting and reporting requirements.
Further information is available in our Data Retention Policy.
International Transfers
Some of our service providers may store or process personal data outside the United Kingdom.
Where personal data is transferred internationally, we will ensure that appropriate safeguards are in place in accordance with UK data protection law.
Automated Decision-Making & Artificial Intelligence
We may use technology-assisted recruitment tools and automated systems to support recruitment, workforce management and administrative processes.
We do not make solely automated decisions that produce legal or similarly significant effects unless permitted by law and appropriated safeguards are in place.
Individuals may request further information about any automated processing affecting them.
Complaints
If you have concerns about how we use your personal data, please contact us in the first instance.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
Website: ico.org.uk
Telephone: 0303 123 1113
© Connect Appointments
Company Number: SC467042
VAT Number: 181717694
