07815 627679 recruitment@myjobhelp.co.uk

Client GDPR Terms

Posted by: Julian Saunders Posted on: April 9, 2018

GDPR Terminologies:

 

  • Candidates or “data subjects.” Candidates are the data subjects identified through personal data we obtain for legitimate recruitment purposes within our business remit only. We are specifically sourcing data regarding “a subjects” Name, physical addresses, location, Emails or phone numbers.

 

  • Your Data – Meaning any amount of information about your career and person either we have gathered or you have supplied that is available for use through operating as a registered recruitment business.

 

  • Employers or “data controllers.” Employers (our appointed clients’), and recruiters within our employment only, serve as the company’s main representatives to candidates making them the data controllers who are fully responsible for protecting candidate data and using it lawfully. As the recruiters in the middle, we only ever exchange your details with clients upon your written consent to our business.

 

  • Applicant Tracking Systems (ATS) and other recruitment software/services or “data processors.” My Job Help Ltd does not use ATS or similar systems to hold and process your data – as such we are compliant through exclusion.

 

  • My Job Help Ltd – meaning the recruitment business including My Job Recruitment, operating as the same functionality as a data controller under the new GDPR legislation.

 


 

Client GDPR Data Protection Overview:

  • My Job Help Ltd assures all clients that their data is safely stored and managed within our business, employees and data storage systems. We assure all clients that we continually focus on confidentiality, integrity and full resilience to all our systems.

 

  • Any data collected by My Job Help Ltd or any employee or representative will only be used for the sole purposes of recruitment and head hunting. We will only add you to our recruitment sales process database if we deem that there is a benefit from us marketing to you in respect to recruitment and head hunting services that we offer. We will only contact you if agreed by you; your business employer or a representative of your business agrees or instructs us to make that contact. We may also collect your data through social media, professional media and online networks available in the public domain through free access or subscriptions.

 

  • As a client we value your privacy, right to control, amend & access your data upon your request, within a reasonable timescale, being no longer than 1 month / 4 weeks. My Job Help Ltd will obtain “Data Controllers” information in accordance with recruitment practices, and only for recruitment and head hunting purposes.

 

  • We do not pass across, or share your data with any third party for “other marketing” purposes outside of our “client based recruitment operations”. We also do not share contact details between businesses we own and operate, we class & operate them separately, and never swap details between companies, and will therefore never seek consent to do so.

 

  • Your contact details and data file we maintain in our business filed in your company folder, are never left unattended, in an unsecure manner unsupervised. When unattended all “Data Controllers” information relating to all “data subjects” is filed under lock and key. We only keep data in paper format for live projects we are actively headhunting for at that time, once completed they are stored in our archive, under lock and key.

 

  • “Data Subjects” & “Data Controllers” information will be stored by project, after projects have been closed, and either party / you will then only be contacted for a further suitability vacancy assessment. As we do not know when that time will come, we will store your data indefinitely, or until you request its deletion.

 


 

GDPR STATEMENT

How My Job Help Ltd Obtains Its Data – We through public domains including LinkedIn Facebook, Twitter, Google, Google searches and a number of job boards.

Why We Collect & Need Your Data – My Job Help Ltd is a recruitment business and we need you data to operate in the recruitment sector. We only use your data for the explicit purposes of recruitment and recruiting. We never operate with your details partially or fully on a speculative basis. We have never operated speculatively, unless specifically authorised by a “data Subject”. If we operate on a speculative basis, following your agreement, you will receive regular updates of your data, and where it has been sent to. Unfortunately through Client GDPR restrictions we may not be able to confirm the employee of that client who we share your data with.

What We Do With you Data – We will add you to our database upon sourcing (name, phone, email, company, job function, ST-date (spoken to, Date), contactor). Only the recruiter managing that project will be able to contact you directly, seeking further authorisation to assess suitability for CV Submission(s), interview(s) of agreed & authorised “Data Subjects” only. The “data subject” will always receive a full working copy of all correspondence, excluding clients contact details.

How Your Data Is Stored – we store data on emails, on a server owned by www.krystal.co.uk, using IMAP. Their server is tested daily, and is in Winston Churchill’s WWII bunker in Portsmouth. We also store data on spreadsheets, which are backed up daily, weekly, and tested for errors at the same times. Any printed information is always kept in a safe lockable unit at our registered offices. All printed data is locked away when not attended. We do not use 3rd party ATS systems, nor do we add your details to 3rd party companies or email lists. We do not transfer your data to My Job Board Ltd. We may discuss My Job Board Ltd through our emails and phone correspondence, though we will not be permitted to add your data from one company to another, without a subscription being held for the other business.

How To Access Your Data As we are holding your data and information about you, we agree that as the ‘manager of your data’ that we are solely responsible for how we use that information. For this reason we allow all candidates and clients to see / access our data that we have on you at any time, within reasonable timescales – no longer that 1 month from when initially requested. To do this email to webmaster@myjobhelp.co.uk requesting “Please Amend My Data / Please Send Me A Copy Of My Data / Delete My Data” – stating your preference.

How To Ammend / Delete Your Datayou may amend and delete your data, through exercising your “right to be forgotten”, and we undertake that this will be complied with fully within 1 month from the date of that request. To do this email to webmaster@myjobhelp.co.uk requesting “Please Amend / Delete My Data” – stating your preference.

To review our current Privacy Policy


 

Our Recruitment Process Under New GDPR Legislation. – A Note To Data Controllers

We have very little to change under the new legislations, and we always obtain prior authorisations in advance of submitting candidates CV’s to clients in relationship to being a recruitment operator.

Once initial contact is made, we will be requesting your authorisation on email to represent you for a particular role within a business that we have been appointed to work on as a recruitment head hunting business. Through that data exchange we will take responsibility for establishing and recording your agreement to share data at all stages of the recruitment process.

Once we have your agreement to check your suitability for “Other Roles” you will again be contacted and a joint assessment will be made before you are submitted to any additional client(s).

You will receive an email copy of your correspondence for each client we agree to submit your details to, and you will have an attached copy of the document(s) attached for each submission. We operate a full transparency of all or recruitment processes and correspondence.

Once the process has been closed down, and a hire has been made by the client, that project will close officially. At this point your data will be stored indefinitely, or until you exercise you right to be forgotten, in the event that we find or are required to manage recruitment projects that we deem may be suitable for you to review making an application for. You will therefore only be making applications through My Job Help Ltd if that activity has been agreed each time. We do not, and never have, worked speculatively, unless specifically agreed by a “Data Subject”. On the original live vacancy your data will remain active to the recruiter responsible for managing that vacancy for a period of 2 months thereafter, in the event that the placement failed, and a replacement were needed. At this point of 2 months, your data will be “retired from active duties” and held in a database until we have a further suitable vacancy or reason to contact you in relationship to recruitment operations.

All candidates have full access, monitoring, amendment and verification rights for their data that we manage, and as such retain zero ownership over that data – it belongs to you, the data subject. As managers of your data, we undertake, with full obligations, that we will manage you data in line with the now current GDPR legislations for May 2018.

Once we have passed candidates details to your business it is with the express notification that it may only be circulated to managers within your business directly involved or authorised to work on your behalf in direct relationship to that vacancy as authorised by the “data Subject” or candidate. Id hereafter and There after the Client, being a 3rd party Data Controller, commits an offence, and makes any activities that give the “Data Subject” an issue, reason for concern, legal action or any other matter relating, that the due diligence will be passed in full to that business and individual responsible, starting with our initial point of contact once that project has been agreed. At this point full contact details for the 3rd party will be surrendered to the Data Subject for their review. All CV Submission are done with a candidate express agreement, and that does not include the client’s lack of management, control and usage of the Data Subjects information. Once transmitted, we may not be able to control their usage of your data, and will make every effort to keep all our clients fully aware of their obligations through being attached to our business as a 3rd party “Data Controller”. We deem it our responsibility to inform the 3rd party of their obligations, and herewith deem this page as sufficient notification of the due diligence lines, and the limitations of our control for Data Controllers not under our specific employment.

 


 

EMAIL POLICY – 10 April 2018

Our email policy has changed in line with the new 2018 GDPR regulations. we have assigned specifc email accounts for specific business functions:

  • moreinfo@myjobhelp.co.uk – Only used for Sales & Marketing of My Job Help Ltd / My Job Recruitment.
    • unsubscribe@myjobhelp.co.uk – Only used to unsubscribe from Sales & Marketing Emails.
  • recruitment@myjobhelp.co.uk – Only used for candidate contact and GDPR updating of candidate records.
  • julian@myjobhelp.co.uk – Only used for direct contact of a specific reason in operating as recruitment business.

You can not unsubscribe to julian@myjobhelp.co.uk or recruitment@myjobhelp.co.uk – you will need:

  1. To Ammend Your Data
  2. Delete Your Data

 


 

To make a complaint regarding data mismanagement, please email Julian Saunders directly – julian@myjobhelp.co.uk

To take your complaint further please contact the ICO –  casework@ico.org.uk

 


 

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