Privacy Policy

Last update: Thursday, March 19 2020

 

We are committed to respecting and protecting the privacy of our website/systems visitors and service users. This policy sets out what we do with the personal data we obtain from you and how we deal with cookies.

[We/Us/Our: EllisKnight International Recruitment, trading name of EllisKnight Bespoke Recruitment Limited, registered in England with no. 0961487]

In line with the General Data Protection Regulation, we are committed to providing clarity regarding the types of personal information we collect, how we use the information, who we share it with, and your data rights in terms of how your information is used, stored and shared.

This Privacy Policy explains how we embed this commitment in our business and describes the measures we take to protect the security of your information and how you can contact us to update your preferences and find out more about our privacy practices.

 

Personal Information That We May Request from You

We will collect personal information about you using a variety of methods, such as (but not limited to) through our website, social media channels, events, surveys, job applications and interview and subsequent online, telephone and email contact. As part of providing our recruitment service, we may request the following types of personal information from you:

• Contact information (name, address, email address and telephone number).
• Employment history, education, qualifications, professional registrations and information about you provided in your CV or that you complete in our application form.
• Details of your skills, competencies and capability.
• Results of skills assessments,
• Information about citizenship, visa status and right to work in the UK.
• Results of criminal and other background checks.
• NI number.
• Date of birth.
• Details provided relating to age, gender, nationality, disabilities / health related information as well as information relating to other protected characteristics as defined under the Equality Act 2010 which may be gathered to support diversity monitoring.
• Details of those you provide as emergency contacts.
• Information provided about you in references.
• Information you provide about family, friends or other people you would like us to contact.
• Information you provide us with in surveys.
• Information about your performance on temporary assignments.
• Payroll and financial information (such as bank details, tax-related information, benefits you receive etc).
• Login details required for use of our website.

PLEASE NOTE: By completing our website registration online forms and/or digital recruitment registration form, you are giving consent for us to use, store and share your personal data for the purpose of sourcing suitable work for you, monitoring/managing your assignments or placements and sending you our emailing campaigns*.

This is the legal basis on which we process your personal data and you can withdraw your consent at any time by emailing EllisKnight at recruitment@ellisknight.com or writing to EllisKnight International, 7 Horseshoe Park, Pangbourne, Reading, RG87JW. We will stop processing if we have no other legal basis or requirement to do so.

Where the personal data collected includes sensitive/special category data, we will obtain a separate, explicit consent from you for this, which may be withdrawn in the same way. Examples of special category data include but are not limited to information about your health, race, sexual orientation, criminal convictions etc.

*Emailing campaigns extra information: EllisKnight International sends maximum three times a month emailing campaigns to our registered candidates and newsletter subscribers. The content we will be sharing: seasonal campaigns (Christmas, New Year, Halloween, between others.); blog articles with career advice, interview recommendations, CV best practices; privacy policy updates or changes; and important company announcements. 

 

How We Use the Information We Collect

We will use the information you provide to:

• Provide you with our recruitment services.
• Respond to your enquiries.
• Assess your suitability as a candidate and validate your experience, competence, qualifications, registrations etc. as required by the position for which you are applying.
• Provide you with job opportunities and work.
• Provide career advice.
• Process payments to you and send you payslips.
• Monitor and manage your performance and discipline.
• Audit compliance with prevailing employment law and honour contractual agreements with our clients.
• Manage client relationships.
• Analyse data and trends from our websites and using data held on our recruitment software.
• Send you information about vacancies, promotional material and other communications (e.g. invitations to participate in our surveys or events).
• Prevent fraudulent and unlawful activity and comply with legal requirements, industry standards, contractual obligations and company policies/procedures.
• Improve our business services and the performance of our website.
• We use, from all of our successfully placed candidates the following details: name and email address to enrol them in the EllisKnight emailing Candidate Care Team (CCT) – six months' communication programme. If they decide not to receive any emails related to the CCT programme, each email has an opt-out link located on the footer section.

 

Information We Share

We will only disclose personal information we collect about you to facilitate the delivery of our services. As such your personal data may be shared with clients or organisations with whom we work to help you find a job. [We may disclose your personal data to third parties in the event that we sell or buy any business or assets. If we merge with or are acquired by, another business, personal data held by us may be shared, but you will be sent a notice in advance].

Where personal information is shared with a managed service provider or other 3rd party suppliers, we do not authorise them to use or disclose your personal data except in the provision of the service that they have been engaged to supply or to comply with legislation.

Finally, we may disclose your personal data to comply with any applicable law, in connection with an investigation of suspected or actual fraudulent activity or is based on a lawful disclosure request.

If we share your information with other countries outside of the EEA or Switzerland who have different legislation, we will protect your information in line with this privacy policy and prevailing UK legislation relating to data protection.

We will never:

• Sell your personal data to a third party.
• Share your personal data with a third party for marketing purposes without your consent.

 

EllisKnight Data Protection Officer
Patrick Graham, Director
patrick@ellisknight.com
0118 3042 855
7 Horseshoe Park, Pangbourne, Reading RG8 7JW

 

EllisKnight Internal Processes and Systems

 

Registration Form

All candidates are sent an EllisKnight Registration Form to complete as part of our registration process; The candidate will provide personal, employment, equal opportunities, emergency contacts and references details. The form includes a section of Consent and Permissions, which includes:

• I hereby give EllisKnight permission to follow up and gain reference information.
• I hereby give EllisKnight permission to keep my information on file for up to three years.
• I hereby give EllisKnight permission to share my information with potential employers.
• I hereby give EllisKnight permission to share my information with their chosen payroll provider.

The registration form also states that candidates can read our Privacy Policy on our website: https://www.ellisknight.com/privacy-policy.

Filing Process

We don't keep any paper information from the candidates, all information is stored in our CRM System Bullhorn.

If the candidate sends any paper form, it's scanned immediately, after this the paper file is shredded. (Shred-It is our chosen provider, you can learn more via their website).

Recruitment Software

EllisKnight International Recruitment has a contract with carefully chosen software providers in order to give the best quality service to our clients and candidates:

• Broadbean (Applicant Tracking System) – Develops software for the recruitment market. Their main product is an automated job distribution tool that allows simultaneous job posting to multiple sites. Please visit their Data Policy for further details.

• Bullhorn (CRM System) –Provides customer relationship management, applicant tracking system and operations software for the staffing industry. Please visit Bullhorn's Data Policy for further details.

• Hinterview (Video Interview System) – EllisKnight International video-interview, all their selected candidates, to create an innovative, creative and comprehensive recruitment experience for our clients and jobseekers. Hinterview allows us to showcase the candidate through the creation of high-quality videos which run alongside their CV and it's a vital part of our recruitment process. Please visit Hinterview's Data Policy for further details.

o The video-interview will be shared via secure link exclusively with the candidate's prospect Manager and/or H.R. department.
o We do not share the videos to any other employer without the applicant's consent.
o We do not share the videos in any of our online platforms.
o The consultants do not download the videos on their computer.
o The video-interviews are stored on the Hinterview Software. The candidate can request us to delete them from Hinterview at any time sending us an email to recruitment@ellisknight.com with the subject "Delete Hinterview Interview-Videos".

• EllisKnight International Website. When you register on our website in order to apply for jobs, you create a profile where you can store your CV, personal data and automatic personalised job notifications. The data is securely stored on our website and we keep it in an archive so if you weren't successful on your first application we may have jobs in a future that fit your profile; therefore, we could use that data to contact you again and talk about the new role.

You acknowledge that personal data that you submit for publication through our website/systems or services] may be available, via the internet, around the world. We cannot prevent the use (or misuse) of such personal data by others.

To remove your details please: 

• • Website: if you would like us to delete all the data stored in your website profile please fill the "Remove my details" online form. 

 

Registration of Temporary Candidate

When a temporary candidate has accepted the job offer, we follow the process below:

1. The candidate fills up the registration form and sends it back to us.
2. Paperwork and ID documents are uploaded to Bullhorn by the administrator.
3. The candidate will receive the Bank Details Form to be completed and signed.
4. When the start date is confirmed the candidate is added to the payroll system.

• A login will be emailed to the candidate to enable them to submit timesheets. (Timesheets must be submitted by Monday at 5 pm and must be authorised by 12 pm every Tuesday for payment to be made on Friday. Any that are submitted or authorised late, will not be paid until the following week.)

• Candidates will receive an email notification when their payslips are ready to be viewed. Payslips are uploaded on Thursdays.

5. The administrator updates an internal Audit Spreadsheet created to control the hiring process. Personal information included:

• Candidate Name.
• Referee name.

6. When a placement comes to end:

• We will end the placement on the system.
• The administrator will arrange for a P45 Form and any accrued holiday to be paid to the candidate.
• We will keep the candidate's information for 3 years. For more information, please refer to the section "How Long We Will Retain Your Personal Data" below.

Registration of Permanent Candidate

When a permanent candidate has accepted the job offer, we follow the process below:

1. Paperwork and ID documents are uploaded to Bullhorn by the administrator.
2. When the start date is confirmed the candidate is added to the payroll system.
3. The administrator updates an internal Audit Spreadsheet created to control the hiring process. Personal information included:

• Candidate Name.
• Referee name.

Active Clients and Candidates

Active clients and candidates on our system may, from time to time, receive relevant emails from us to update them on current affairs or regarding their recruitment needs. If anyone wishes to opt-out of our emailing campaigns at any time, they can do it via:

• Clicking on the email footer the "Unsubscribe" link.
• Sending an email to recruitment@ellisnknight.com. Feel free to give us feedback and let us know why you prefer to opt-out.
• Via direct mail to:

EllisKnight International Recruitment
7 Horseshoe Park
Pangbourne
Reading
RG8 7JW

 

How Long We Will Retain Your Personal Data

 

We will retain your personal information for a reasonable duration to provide you with our services and to comply with prevailing legislation and regulation as follows:

 

 

For many types of HR records, there is no definitive retention period and we are entitled to decide how long to keep them. EllisKnight International Recruitment (Trading name of EllisKnight Bespoke Recruitment Limited) has based our records retention periods below on the time limits for potential UK tribunal or civil claims and guidance in the Conduct of Employment Agencies and Employment Businesses Regulations 2003. The UK Limitation Act 1980 contains a 6-year time limit for starting many legal proceedings, so where documents may be relevant to a contractual claim, we will keep these records for at least this period. Other records may be retained longer or permanently. These retention periods are in line with CIPD recommendations.

 

 After these durations have elapsed, your personal data will be securely deleted or destroyed.

 

Automated Information We May Collect from You

 

When you visit our website, we may collect certain information by automated means, such as using cookies, web beacons and web server logs. The information we may collect in this manner includes IP address, unique device identifier, browser characteristics, device characteristics, operating system, language preferences, referring URLs, information on actions taken on our website, dates and times of visits to our website and other usage statistics.

Our websites use cookies to distinguish you from other users of our websites. They are widely used to make websites work, or work more efficiently, as well as to provide information to the operation of the site.

 

How we use cookies

A cookie is a small file that asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies:

1. On the bottom left side of our website, click the following icon: 

2. It will display the "Enable/disable cookie" menu.

3. You can choose to enable or disable three different types of cookies:

o Necessary. Help make a website usable by enabling basic functions like page navigation and access to secure areas of the website. The website cannot function properly without these cookies.

• • Resolution (Essential). Used to ensure the correct version of the site is displayed to your device.
  • Session (Essential). Used to track your user session on our website.

o Statistics. Statistic cookies help website owners to understand how visitors interact with websites by collecting and reporting information anonymously.

• • Google Analytics. Google Analytics is an analytics tool to measure website, app, digital and offline data to gain user insights.

o Recruitment. Some recruitment software applications, such as applicant tracking systems, use cookies to track the source of job applications.

• • • Job Indeed CTS. Job Indeed CTS description.
    • Apply Indeed CTS script. Apply Indeed CTS script description.
    • Apply Indeed CTS noscript. Apply Indeed CTS no script description.
    • Apply Google CTS Apply. Google CTS description.

4. Finally, click "Save".

Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

What Cookies Do We Collect?

We use Google Analytics to analyse the use of our website. Google Analytics gathers information by means of cookies and the data gathered relating to our website is used to create reports. Google's privacy policy is available at https://www.google.com/policies/privacy/.

• PHPSESSID - Stores your PHP session ID and log Internal tracking ID.
• __utmc [Google Analytics] - Its only purpose is to register that the visit ended if the browser gets closed. This is the traffic source cookie. It contains all of the traffic source information for the current visit, if it was different from the previous visit.
• __utma [Google Analytics] - This cookie keeps track of the number of times a visitor has been to the site pertaining to the cookie, when their first visit was, and when their last visit occurred. Google Analytics uses the information from this cookie to calculate things like Days and Visits to purchase.
• __utmb [Google Analytics] - Is a persistent cookie that expires in 30 minutes. Each page view refreshes it. The expiration time can be customized for each site (or page).
• __utmz [Google Analytics] - Keeps track of where the visitor came from, what search engine you used, what link you clicked on, what keyword you used, and where they were in the world when you accessed a website.
• utmcsr [Google Analytics] - Campaign source, what source was used to enter the website.
• utmccn [Google Analytics] - Campaign name. Campaign names usually differ per unique campaign; this variable makes each different campaign measurable.
• utmcmd [Google Analytics] - Campaign medium. Organic in this case, other common mediums are referral, cpc and email.
• Google AdWords Remarketing Cookie - We may use Google AdWords Remarketing to advertise trigger across the Internet. AdWords Remarketing will display relevant ads tailored to you based on what parts of the EllisKnight International website you have viewed by placing a cookie on your machine. The cookie is used to say "This person visited this page, so show them ads relating to that page."

THIS COOKIES DOES NOT IN ANYWAY IDENTIFY YOU OR GIVE US OR ANY THIRD PARTY ACCESS TO YOUR COMPUTER. 

 

Links to Other Websites

 

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website.

Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

 

How We Protect Your Personal Information

 

We maintain administrative, technical and physical safeguards to protect the personal information you provide against accidental, unlawful or unauthorised destruction, loss, alteration, access, disclosure or use.

 

Your Rights & Choices

 

If you have any questions about the use of your personal information or would like to update your preferences, please contact us as specified below.

• Your right to object: You have the right to ask us not to process your personal data if you do not believe we are permitted to do so, including for marketing purposes. Following such notification, we will stop processing your personal data unless there is a legal basis or requirement to do so.
• Marketing: We will inform you (before collecting your data) if we intend to use your data for marketing purposes. We will only use your data for this if you have agreed in advance.
• Correction of Information: If you notify us that the personal data we hold is incomplete or inaccurate we will correct or complete the information as soon as possible.
• Deletion of Information: You have the right to request that your personal data be deleted; including if we no longer need it for the purpose we collected it, or you withdraw your consent. Following such a request we will erase your personal data without undue delay unless continued retention is necessary and permitted by law. If we made the personal data public, we will take reasonable steps to inform other data controllers processing about your erasure request.
• Restriction on Processing: You have the right to request that we stop processing your personal data, but hold it for you, in the event the personal data we hold is inaccurate, the processing is unlawful or we no longer need the personal data. Once the processing is restricted, we will only continue to process your personal data if you consent or we have another legal basis for doing so.
• Access to Information: You have the right to access information held about you and any access request will usually be free of charge and responded to within 30 days. We will endeavour to provide information in a format requested, but we may charge you a reasonable fee for additional copies.
• Data Portability: You have the right to receive a copy of your personal data which you gave to us. The copy will be provided in a commonly used and machine-readable format. You can also have it transmitted directly from us to another data controller, where technically possible.

 

Complaints Procedure

 

If we fail to respond to your Subject Access Request (SAR) within 30 days of receipt or you wish to make a complaint relating to our response to your SAR or any other data rights request, you should initially contact:

Patrick Graham, Director / Data Protection Officer.
patrick@ellisknight.com
0118 3042 855
7 Horseshoe Park, Pangbourne, Reading RG8 7JW

We will aim to acknowledge a complaint within 24 hours an Investigation will commence immediately with an assessment of the situation and contact with all individuals involved.

Where appropriate, internal interviews will be held as soon as possible. In every case, we will take all reasonable and practicable steps to resolve the complaint within 15 working days of its receipt unless the nature of the complaint requires additional investigation or action by an appropriate third party in which case the complaint will be resolved as soon as possible thereafter.

During the complaints resolution process, we will ensure that you are kept abreast of progress in resolving the complaint. We maintain a written log of all complaints which includes your name and contact details, nature of the complaint, actions taken to resolve it and any changes to procedures to prevent a recurrence.

We also joined the Reading Ethical Recruitment Charter demonstrating our ethical commitment to our candidates and clients; however, if you have any concerns please contact them here. 

 

Changes to this Policy

 

• We may update this policy from time to time by publishing a new version on our website/systems.
• You should check this page occasionally to ensure you are happy with any changes to this policy.
• We may OR will notify you of changes OR significant changes to this policy by email or through the private messaging system on our website/systems.