Introduction
This data privacy notice explains what personal data (information) we collect, what data we hold about you and how we use it. We are required to notify you of this information under data protection legislation. Please ensure that you read this notice (sometimes referred to as a ‘privacy notice’) and any other notices we may provide to you from time to time when we collect or process personal information about you.
Who is the controller of the data that you provide to us?
TRS Staffing Solutions is the registered data controller in the United Kingdom in compliance with the data protection legislation. We ensure that the data you supply to us is processed fairly and lawfully, with skill and care and used only for the purposes set out in this policy.
Information we obtain may be transferred between our group companies primarily for the purposes of recruitment, payroll processing and financial reporting both within and outside the EEA. In this notice, references to ‘we’ or ‘us’ mean the TRS Staffing and our group companies.
Data protection principles
We will comply with the data protection principles when gathering and using personal information.
About the information, we collect and hold
If you register to use the site, we will collect, both personal data about you (such as your name and contact details), as well as sensitive personal data (such as certain information in your CV). This personal data will be stored, processed, used and disclosed by us in the following ways:
- To provide our recruitment services to you and to facilitate the recruitment process.
- To access data about you against vacancies which we judge may be suitable for you.
- To send your information to clients in order to apply for jobs or to assess your eligibility for jobs.
- To allow you to participate in interactive features of our service should you choose to use those features.
- To market our full range of recruitment services to you (both permanent and contract services).
- To enable us to develop and market other products and services.
- To send you details of reports, promotions, offers, networking and client events as well as general information about the industry sectors which we think might be of interest to you.
- To answer your questions and enquiries.
- To disclose to third parties where we have retained them to provide services that you or our client have requested, such as references, qualifications and criminal reference checking services, verification of the details you have provided from a third party source, psychometric evaluations or skill tests.
- To regulatory or law enforcement agencies if we believe in good faith that we are required by law to disclose it in connection with the detection of crime, the collection of taxes or duties, in order to comply with any applicable law or order of a court of competent jurisdiction, or in connection with legal proceedings.
- To use your information on an anonymous basis to monitor compliance with our equal opportunities policy.
- To carry out obligations arising from any contracts entered into between you and us.
The table summarises the information we collect and hold, how and why we do so, how we use it and with whom it may be shared.
We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.
Where information may be held
Information may be held at our offices and those of our group companies, and third-party agencies, service providers, representatives and agents as described above. Information may be transferred internationally to other countries around the world, including countries that do not have data protection laws equivalent to those in the EU, for the reasons described above. We have security measures in place to seek to ensure that there is appropriate security for information we hold.
Your rights to correct and access your information to ask for it to be erased
You have the right to:
access your data;
Remove consent; (i.e. to stop processing your data)
request that we correct data we hold about you; and
ask for it to be erased.
If you would like to exercise these one or more of these rights, please contact your consultant. If you are unaware who that maybe you can contact your local office.
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost, used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
You are required to provide (by law or under the terms of your contract with us) or we are required by law to obtain the categories of information marked * above to us to enable us to verify your right to work and suitability for vacancies, to pay you, and to administer statutory payments such as statutory sick pay (SSP). If you do not provide this information, we may not be able to work with you.
You will be able to work with us but may not be able to work in certain vacancies unless you provide the information marked ✝ above.
|
The information we collect |
How we collect the information |
Why we collect the information |
How we use and may share the information |
|---|---|---|---|
|
Your name, contact details (ie address, home and mobile phone numbers, email address)* |
From you, from people who know you, from databases to which we have a subscription such as job boards or LinkedIn |
Legitimate interest: to ascertain your interest in finding work |
To contact you to ascertain your interest in particular vacancies. Information shared with third party providers of software in the following categories: - vendor management systems - applicant tracking systems - onboarding systems |
|
Your work history, skills, experience and educational background* |
From you, from databases to which we have a subscription such as job boards or LinkedIn |
Legitimate interest: to assess your suitability for vacancies which may interest you |
To determine your suitability for particular vacancies |
|
Your emergency contacts (ie name, relationship and home and mobile phone numbers) |
From you |
Legitimate interest: your safety and security |
In case of emergencies |
|
Details of salary and benefits, bank/building society, National Insurance and tax information, your age* |
From you |
To perform the contract including payment of salary and benefits. Legitimate interests: to maintain records and to comply with legal, regulatory and corporate governance obligations and good practice |
To ensure you receive the correct pay and benefits. Information shared with regional Revenue & Customs as well as any pension scheme. |
|
Your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information* |
From you and, where necessary, the regional government offices. |
To enter into/perform the contract. To comply with our legal obligations. Legitimate interest: to maintain records. |
To carry out right to work checks. Information may be shared with the local government offices. |
|
A copy of your driving licence✝ |
From you |
To perform the contract. To comply with our legal obligations. |
To ensure that you have an acceptable driving record |
|
Information in your sickness and absence records (including sensitive personal information regarding your physical and/or mental health)* |
From you, from your doctors |
To perform the contract. To comply with our legal obligations. Legitimate interests: to maintain records and to comply with legal, regulatory and corporate governance obligations and good practice, to ensure safe working practices. |
To maintain records, to administer sick pay entitlement, to follow our policies. To comply with our legal obligations to you Information shared with local government offices. |
|
Your racial or ethnic origin, sex and sexual orientation, religious or similar beliefs |
From you |
To comply with our legal obligations and for reasons of substantial public interest (equality of opportunity or treatment) |
To comply with our equal opportunities monitoring obligations and to follow our policies |
|
Criminal records information, including the results of Disclosure and Barring Service (DBS) checks✝ Or regional equivalent government office. |
From you and the DBS |
To perform the contract. To comply with our legal obligations. |
To carry out statutory checks. Information shared with DBS and other regulatory authorities as required. |
|
Credit check information✝ |
From a credit reference agency |
To perform the contract |
To determine your suitability for particular vacancies |
|
Financial sanctions checks✝ |
From government databases |
To perform the contract |
To determine your suitability for particular vacancies |
|
Skills assessments✝ |
From skills assessment providers |
To perform the contract |
To determine your suitability for particular vacancies |
|
Your trade union membership |
From you or your trade union |
To perform the contract. To comply with our legal obligations. Legitimate interests: to maintain records and to comply with legal, regulatory and corporate governance obligations and good practice. |
For staff administration and to pay trade union premiums. Information shared with your trade union |
|
Information on complaints raised by or involving you |
From you, from other individuals, from clients |
To perform the contract. To comply with our legal obligations. Legitimate interests: to maintain records and to comply with legal, regulatory and corporate governance obligations and good practice. |
For staff administration, to follow our policies and to deal with grievance matters. Information shared with relevant employees of us and any relevant client. |
|
Information on conduct issues involving you |
From you, from other individuals, from clients |
To comply with our legal obligations. Legitimate interests: to maintain records and to comply with legal, regulatory and corporate governance obligations and good practice, to ensure safe working practices. |
For staff administration and assessments, to follow our policies, to monitor staff performance and conduct. Information shared with relevant managers, relevant employees of us and any relevant client. |
|
Details of your time and attendance records* |
From you, from swipe card systems, time management system, time clock records |
To perform the contract. Legitimate interest: to accurately bill clients for time worked and record staff absences. |
For payroll and staff administration and assessments, to follow our policies and to monitor staff performance and attendance. Information shared with clients. |
|
Details in references about you that we receive from others |
From third parties you identify to us |
Consent. To comply with our legal obligations. Legitimate interests: to maintain records and to comply with legal, regulatory and corporate governance obligations and good practice. |
To determine your suitability for particular vacancies. Information shared with clients. |
|
Details in references about you that we give to others |
From your records |
To perform the contract. To comply with our legal obligations. Legitimate interests: to maintain records and to comply with legal, regulatory and corporate governance obligations and good practice. |
To provide you with the relevant reference. Information shared with the recipient(s) of the reference. |