New York: +1 (646) 757 1210 | Los Angeles: +1 (310) 314 2558

Privacy Policy

Privacy Notice – Candidates and Clients

Welcome to Harrison Clarke’s Privacy Notice.

We ask that you read this privacy notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and on how to contact us and supervisory authorities in the event you have a complaint.

This Privacy Notice is aimed at Candidates and Clients who benefit from Harrison Clarke’s recruitment and staffing services within the United States and within the European Union (EU).

Who we are

We are Harrison Clarke.

Harrison Clarke International Ltd is a UK company registered under Company Number: 10541771 and has its registered office at Unit 507 Cannon Wharf Business Centre, Pell Street, London, SE8 5EN, United Kingdom (HCI UK).

Harrison Clarke International Inc, is registered in the State of California and has its registered office at 10100 Venice Blvd., Los Angeles, CA 90232, United States (HCI US). HCI US also has an office at 600 Third Avenue, 2nd Floor, Manhattan, New York, NY 10016, United States.

In this Privacy Notice, HCI UK and HCI US, and “we”, “us”, “our” shall collectively be referred to as HCI or Harrison Clarke.

We have nominated a Data Protection Counsel, Charlotte Gerrish. You can contact her via our dedicated data protection email address: privacy@harrison-clarke.com.

HCI’s Staffing Activities

Our business is primarily focused in the United States, and HCI’s client and candidate base comprises solely companies and citizens based or residing in the US. HCI therefore respects US data protection rules in respect of any processing carried out in the United States.

However, as HCI UK is a key entity of the HCI Group and is based in the United Kingdom, HCI is also committed to respecting European data protection rules when they are applicable to our activities.

Therefore, as part of its staffing activities, HCI collects, uses and is responsible for certain personal information about candidates and clients. When we do this within the EU or when we provide services to EU residents, we are regulated under the General Data Protection Regulation or GDPR which applies across the EU (including in the United Kingdom).  In this respect, we are a ‘controller’ of personal data for the purposes of those laws. HCI UK therefore has strict privacy rules and standards in force pursuant to the GDPR.

Whilst the processing of personal data taking place outside of the EU, in respect of services aimed at individuals residing outside of the EU (such as US residents) falls outside the scope of European data protection rules, we still take protection of our US candidate and client’s privacy rights seriously meaning that in some instances, our US candidates and clients benefit from the EU standards of data protection, which are not ordinarily available in the US.

HCI US’s appointed representative in the European Economic Area (EEA)

As HCI US is based in the United States, HCI US has appointed HCI UK to be its representative within the EEA.

HCI complies with the EU-U.S. Privacy Shield as set forth by the U.S. Department of Commerce regarding the collection, use, and retention of personal information transferred from the European Union to the United States.

HCI has certified to the Department of Commerce that it adheres to the Privacy Shield Principles.

If there is any conflict between the terms in this Privacy Notice and the Privacy Shield Principles, the Privacy Shield Principles shall govern.

To learn more about the Privacy Shield program, and to view our certification, please visit https://www.privacyshield.gov/.

Further information about our personal data transfers outside of the European Economic Area are also set out below in this Privacy Notice.

The personal information we collect and use

Information collected by us

In the course of our activities as a recruitment and staffing specialist, we collect different kinds of information depending on whether you are a job seeker or a candidate wishing to utilise our recruitment services to find your next employer, or whether you are a client who has contacted us to help you to find your next employee.

When we refer to clients in this policy, we also refer to our commercial business suppliers, partners and vendors.

For our clients, we store the following personal information when you provide it to us:

  • Your name, your job title and role within your organisation;
  • Your office or head office address; and
  • Your professional contact details (such as telephone numbers, fax numbers and email addresses).

For our candidates, we have set out a table in the Schedule below which sets out the information collected by us or from third parties. For ease of reference, the information we store about you when you provide it to us may include:

  • Your name and contact details (i.e. address, home and mobile phone numbers, email address);
  • Details of your qualifications, experience, employment history (including job titles, salary and working hours) and interests;
  • Your racial or ethnic origin, sex and sexual orientation, religious or similar beliefs;
  • Information regarding your criminal record;
  • Details of your referees;
  • Information about your previous academic and/or employment history;
  • Information from references obtained about you from previous employers and/or education providers;
  • Information regarding your academic and professional qualifications;
  • Your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information; and
  • A copy of your driving licence.

Information collected from other sources

In general, we do not generally obtain personal information about our clients from other sources, but this can occur on occasion, such as information gained from:

  • Professional social media sites where such information is in the public domain;
  • Any professional marketing materials or other publications (including your company’s website) which have been issued and maintained by your company;
  • Information that may have been gained or exchanged from trade fairs, industry talks or networking forums (in respect of this information we will always seek your consent before adding you to our database);
  • Your company itself, where we have initially been dealing with another department or another group entity.

In respect of our candidates, sometimes we will collect information from third parties such as previous employers, your school, university or college, professional regulators or government bodies based on information that has been provided by the candidates themselves. More information about this is set out in the Schedule below, but here are examples of some of the categories of information collected and organisations who might provide us with that information:

  • Your previous academic institution and/or employers;
  • Government authorities such as the the Disclosure and Barring Service (DBS) (providing information regarding your criminal record, in criminal records certificates (CRCs) and enhanced criminal records certificates (ECRCs)), or from the Home Office regarding your nationality and immigration status and/or any national equivalents;
  • Professional bodies or regulators regarding your professional qualifications or certifications.

On some occasions, we obtain information about candidates from third parties, such as from Job Boards or CV Banks with which the candidates may be registered, or from publicly available, professional networking sites.

In this case, if one of our candidates uploads their CV to a job board website and we consider that the candidate may have the skills that our clients are looking for, we might decide to collect that candidate’s information in order to pass the CV to those companies.

Similarly, if a candidate creates a profile on a social networking website designed specifically for professional networking (and, for EU residents only, selects a specific option to let recruiters like us know that the candidate is open to job opportunities), then we may use their contact details as published on that website, for recruitment purposes.

How we use your personal information

In respect of our clients, we use any information we collect about you to:

  • Best provide our recruitment services, tailor-made to suit the needs of our respective businesses;
  • To contact you in order to provide our recruitment services;
  • To negotiate and enter into a commercial agreement with you which governs the provision of our recruitment services to you and sets out yours (and our) rights and obligations, such as dealing with payment, and sending related correspondence.

In respect of our candidates, please refer to the Schedule below which sets out how we use your information in order to provide you with the highest quality recruitment services.

Who we share your personal information with

Typically, for our candidates, the types of organisations with whom we share your information include our clients to whom we provide recruitment services, who are seeking individuals with a profile similar to yours in order to offer employment opportunities. The purpose is so that we can help you find a new job and fulfil our clients’ recruitment needs.

This data sharing enables us to best help you in your job search, and also allows us to fulfil our sourcing obligations to our clients.

However, candidates, please rest assured! We take our data protection obligations seriously and do not share your personal information with any other third party, unless we have your express consent to do so.

Please rest assured that we are committed to providing high quality recruitment services and will never forward on your CV to any third party without first having obtained your consent.

Similarly, we share client data with our candidates when we think that we have found a good fit. This data is limited to information about the role, the company, any specific requirements or details. If the candidate is offered an interview with you, we will also provide the candidate with the hiring manager’s name, professional contact details and office address. The reason for this is so that we can introduce candidates to our clients so that we can fulfil our obligation to provide staffing services to all parties concerned. Again, we will only ever share such information provided that our client contact has confirmed to us that we can do so, and that they are happy to meet with the candidate.

We might also share data to external IT servers or on cloud-based storage to ensure that we have high quality and efficient IT management. We might also give your details to our third-party providers, such as external finance, external marketing managers or external lawyers to make sure that we are able to complete our contractual obligations to you, or indeed for the smooth running of our business in the event that we do not have an adequate back-office or administration support system internally.

When such transfers are governed by Article 28 of the GDPR, we always ensure that we and the third party are responsible for your personal data within the limits of that law. For all other transfers we remain responsible for third parties’ use of your personal data. We ensure that we have appropriate indemnities in place with these third parties. Whenever we share your personal information with third parties, we always ensure that the transfers are governed by contractual obligations (pursuant to a data processing agreement or other contractual mechanisms). In any case, we always make sure that we have appropriate technical, security and organisational methods in place to secure the confidentiality and proper processing of your data, and we require that our third-party providers adhere to these guarantees too. A list of our third-party suppliers with whom we may share your personal data is available on request by contacting our Data Protection Counsel at: privacy@harrison-clarke.com.

Some of those third-party recipients may be based outside the European Economic Area — for further information including on how we safeguard personal data of EU residents when this occurs, see ‘Transfer of your information out of the EEA’ below.

Please note: HCI may also share personal information with law enforcement or other authorities if required by applicable law or for the purposes of litigation. This specifically includes the requirement for HCI to disclose personal information in response to lawful requests by public authorities, including to meet national security or law enforcement requirements in force across the US, UK and/or EU.

Whether information has to be provided by you, and if so why

Details about our clients, such as the name, job title and professional contact details of the hiring manager, or account manager, as well as the appropriate office address (for billing or interview purposes) is required from our clients to enable us to ensure the proper administration of our services to you, to prepare the terms of business, to enter into a contract, to respect billing and payment procedures, to fulfil our general obligations to you (for example, by discussing your needs, requirements and providing you with our recruitment expertise), and administer the contract generally.

In respect of our candidates, in the table set out in the Schedule below we have explained how and when we are required to seek certain information from you as part of the recruitment process, either by law, or pursuant to contractual obligations with our clients, and once we are at the final selection stage, to ensure that the client has all of the relevant information at their disposal to be able to properly hire you.

How long your personal information will be kept

In respect of our clients:

As a general rule, we will keep all client contacts on file for a period of 4 years following our last meaningful contact with you, unless you expressly tell us otherwise, and before we delete your data we will always periodically check with you to see whether our recruitment services are still of interest, unless you tell us otherwise. We consider that 4 years is a reasonable timeframe, as this is usually the length of time an individual remains in a role, and you may need our services again towards the end of this period.

As such, we will not hold any personal data about our client contacts for longer than is reasonable in order to carry out our recruitment services pursuant to the intended conclusion of a contract, during the performance of the contract, and after its termination. Sometimes, the 4-year period may be extended, for example, to allow us to keep any data in accordance with legal or fiscal obligations to in pursuit or defence of a claim. It may be that some personal data is retained on these documents, but this is purely incidental to documents which are generally required strictly for commercial, legal or fiscal purposes. Where possible, we will ensure that any personal data is anonomysed where it is not strictly necessary.

These timeframes apply to our client contacts who are based within the EU, but where practical, we also use our reasonable efforts ensure that these timeframes apply to our US based contacts, unless HCI US has a business reason for doing otherwise.

In respect of our candidates:

We keep the personal information that we obtain about you during the recruitment process for no longer than is necessary for the purposes for which it is processed. How long we keep your information will depend on whether your application is successful and whether you become employed by one of our clients, the nature of the information concerned and the purposes for which it is processed.

Generally, in accordance with best practice and industry guidance, we will keep recruitment information (including interview notes) for 4 years following our last meaningful contact with you, but before we delete your personal data, we will check with you to see whether you still want us to keep your details on file should you wish to use our services for your future job hunt.

Sometimes we may hold some data about our candidates for longer than this 4-year period, taking into account the limitation periods for potential legal or contractual claims. For example, if your application is successful, we will keep only the recruitment information that is necessary in relation to your employment with the client and pursuant to our contractual obligations with them. Again, these timeframes apply to our candidates resident within the EU, but where practical, we also use our reasonable efforts to ensure that these timeframes apply to our US based candidates, unless HCI US has a business reason for doing otherwise.

In all cases, when checking with clients and candidates as to whether you still want to remain on our data base, and for all other direct marketing activities we carry out, we always respect the rules surrounding electronic communications and the use of new technologies (such as information gathered by cookies) and security breaches pursuant to the Privacy and Electronic Communications (EC Directive) Regulations 2003 (also known as “PECR”). In this case, we will always ask you at the outset and will always provide you with the possibility to opt-in and opt-out (for example, via our website or in emails sent to you).

Reasons we can collect and use your personal information

As far as our clients are concerned, we process your personal information: (i) with a view to entering into a commercial contract or to perform that commercial contract; (ii) in accordance with our legal obligations (for example, our accounting and HMRC and other tax obligations); and (iii) in our mutual legitimate interests – we both have the same or similar legitimate interests in collaborating together – to find you your next employee.

In respect of our candidates, the table in the Schedule below sets out the reasons we collect and use your personal information. We have nonetheless provided a couple of scenarios below which we hope are helpful, and which also complement the information in the table.

In the event that a candidate has posted their CV on a job board, the Information Commissioner (the UK Data Protection Authority, also known as the ICO) considers in its guidance that it is likely in this situation that the lawful basis for processing for the recruitment agency and their clients is legitimate interests. We agree with this approach.

In this instance, the candidate has made their CV available on a job board website for the express reason of employers and recruiters being able to access this data. They have not given specific consent for identified ‘data controllers’, but they would clearly expect that recruitment agencies, such as us, would access the CV and share it with our clients, indeed, this is likely to be the candidate’s intention.

As such, we consider that our legitimate interests as a recruitment agency and those of our clients to fill vacancies are not overridden by any interests or rights of the candidate. In fact, in this instance, our legitimate interests are likely to align with the interests of the candidate in circulating their CV in order to find a job.

In respect of a candidate’s social media account, when they are based in the EU, we also agree with the ICO, that when a candidate has selected an “Available for Work Option” or “Please Notify Recruiters”, the candidate would clearly expect those who view their profile might use their contact details for recruitment purposes, which means that again, our legitimate interests are likely to align with the interests of the candidate in their search for a job. For non-EU residents, we consider that a candidate who has a public social media profile expects to be contacted by third-parties, and again, our mutual legitimate interests are aligned.

In any case, and as we mentioned above, any contact we make with candidates via job boards or social media is always carried out in compliance with the GDPR and other legal requirements (such as the “PECR”) which govern how we can contact you by electronic means or by using new technologies. Whilst this is an EU obligation, we also use our reasonable efforts to extend these practices to our US candidates and clients.

We also understand that if a candidate based in the EU has not selected the “Available for Work Option”, or similar, then even if that candidate has a perfect profile for one of our clients, we will never assume that the candidate has an expectation to be contacted for work.

In this case, we consider that the interests of such potential candidates based in the EU in maintaining control over their data overrides any of our legitimate interests as a recruitment agency or recruiting organisation. In this instance, we would always seek the individual EU resident’s consent and ensure that they confirm they are happy to collaborate with us before any information is taken from their profile. As far as we are concerned, this approach means that we can supply the best quality candidates to our clients and provide excellent recruitment services in the process. Again, in respect of non-EU residents, we consider that a candidate who has a public social media profile expects to be contacted by third-parties meaning that our legitimate interests to provide and receive recruitment services are aligned, regardless as to whether any specific options related to recruitment services are selected or not.

Transfer of your information out of the EEA

In respect of both clients and candidates, we may transfer your personal information to the following locations, which are located outside the European Economic Area (EEA) as follows:

  • We may transfer your personal information between HCI UK and HCI US in order to share data between the HCI Group which enables us to properly perform recruitment services for clients and candidates based in the United States.
  • We may transfer personal data about clients within the EEA to candidates based in the US or elsewhere outside of the EEA in order to fulfil our obligations to provide clients with staffing services.
  • We may transfer personal data about candidates residing within the EEA to clients based in the US or outside of the EEA in order to assist those candidates with their job search.
  • We may also transfer your personal information to locations outside the EEA, for example, for storage on servers based in the US or otherwise outside of the EEA.
  • When HCI US provides services to clients and candidates based in the US, the data is always held in the US and is not usually transferred within the EEA, as generally there is no business need to do so.

Some non-EEA countries do not have the same data protection laws as within the United Kingdom and the EEA, but HCI commits to ensuring that EU residence suffer no consequence or impact to their privacy rights in the event of an international transfer.

Our Commitment to the Privacy Shield Principles (EU-US Transfers)

To ensure that our clients and candidates benefit from the high privacy standards in force in the EEA, any transfer of personal information related to EU residents between the EEA and the United States is processed under the EU-US Privacy Shield.

Indeed, HCI adheres to the Privacy Shield Principles, which impose strong obligations on companies in the US to protect personal data and stronger monitoring and enforcement by the US Department of Commerce and the Federal Trade Commission. Following HCI’s self-certification, HCI has been placed on the Privacy Shield List by the US Department of Commerce.

For more information about the EU-US Privacy Shield, please visit: https://www.privacyshield.gov/PrivacyShield.

In compliance with the Privacy Shield Principles, HCI commits to resolve complaints about our collection or use of your personal information.  EU individuals with inquiries or complaints regarding our Privacy Shield policy should first contact HCI’s Data Protection Counsel at: privacy@harrison-clarke.com.

HCI has further committed to cooperate with the panel established by the EU data protection authorities (DPAs) with regard to unresolved Privacy Shield complaints concerning data transferred from the EU.

Other International Transfers

In the event of a transfer outside of the EEA and the US, or in the event that the EU-US Privacy Shield is not applicable or until HCI is certified, we will only conduct transfers of your personal data outside of the UK and the EEA when we are sure that such transfers are protected by the adequate safeguards set out in the Commission Standard Contractual Clauses.

Finally, we also reserve the right to transfer personal data belonging to EU residents outside of the EEA in accordance with the legal provisions set out in the General Data Protection Regulation, provided that one of the following grounds are satisfied:

  • The individual candidate or client contact has explicitly consented after being informed of the risks of the transfers due to the absence of an adequacy decision and appropriate safeguards.
  • The transfer is necessary for the performance of a contract between the individual candidate or client contact, and the organisation or for pre-contractual steps taken at the candidate or client contact’s request.
  • The transfer is necessary for the performance of a contract made in the interests of the individual candidate or client contact between HCI and another person.
  • The transfer is necessary for important reasons of public interest or to establish, exercise or defend legal claims.
  • The transfer is made from a public register which is intended to provide information to the public and specific conditions are fulfilled.
  • The transfer is in HCI’s legitimate interests if no other grounds apply and providing that the transfer is occasional, concerns only a limited number of candidates or client contacts, and which are necessary for HCI’s legitimate interests. In this case, HCI shall also provide appropriate safeguards for the personal data and shall inform both the applicable supervisory authority (such as the ICO) and the candidates or client contacts of the transfer.

If you would like further information, please contact us (see ‘How to contact us’ below) or visit the ICO website at https://ico.org.uk.

Finally, please rest assured that for EU residents, we will not otherwise transfer your personal data outside of the United Kingdom or EEA or to any organisation (or subordinate bodies) governed by public international law or which is set up under any agreement between two or more countries.

Your rights

Under the General Data Protection Regulation both our candidates and clients residing within the EU have a number of important rights free of charge. We also extend those rights to our US contacts. In summary, those include rights to:

  • fair processing of information and transparency over how we use your use personal information;
  • access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address;
  • require us to correct any mistakes in your information which we hold;
  • require the erasure of personal information concerning you in certain situations;
  • receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations;
  • object at any time to processing of personal information concerning you for direct marketing;
  • object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you; and
  • object in certain other situations to our continued processing of your personal information
  • otherwise restrict our processing of your personal information in certain circumstances; and
  • for transfers pursuant to the EU-US Privacy Shield, the possibility, under certain conditions, to invoke binding arbitration.

HCI is also committed to ensuring that you have full choice relating to the information that it processes about you. For example, you are free to provide any data that you feel appropriate and if there is any element of data that you do not wish to share, we shall discuss with you and use practical workarounds to process your recruitment needs in the absence of such data.

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation.

If you would like to exercise any of those rights, please:

  • email us;
  • let us have enough information to identify you;
  • let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and
  • let us know the information to which your request relates.

If you would like to unsubscribe from any email communications or marketing emails or if you simply wish to be removed from our database, you can also click on the ‘unsubscribe’ button at the bottom of our emails to you. It may take up to seven days for this to take place.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost or 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.

We also ensure that you are able to limit the use and disclosure of your data by practical or technical means, such as by seeking your consent for transfers to third parties (where appropriate) and ensuring that we have appropriate technical mechanisms in place, such as IT security involving the encryption of our database and data, and also the possibility to anonymise your personal data at your request, and where appropriate.

If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org.

Get Safe Online is supported by the Government in the United Kingdom and leading businesses but may also provide helpful tips for our US-based partners.

How to complain

We hope that we can resolve any query or concern you raise about our use of your information.

The General Data Protection Regulation also gives EU residents the right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred.

The supervisory authority governing HCI’s data activities in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/.

HCI is also subject to the investigatory and enforcement powers of the Federal Trade Commission (FTC) in the US.

Changes to this privacy notice

This privacy notice was published on 24th May 2018 and last updated on 21st June 2018.

We may change this privacy notice from time to time and when we do we will inform you via our website.

How to contact us

Please contact us if you have any questions about this privacy notice or the information we hold about you.

If you wish to contact us, please send an email to our Data Protection Counsel at: privacy@harrison-clarke.com.

 

SCHEDULE: ABOUT THE INFORMATION WE COLLECT AND HOLD REGARDING CANDIDATES


PART A: Up to and including the shortlisting stage

The information we collect How we collect the information Why we collect the information How we use / share the information
Your name and contact details (i.e. address, home and mobile phone numbers, email address) From you, in the completed application form, via our website contact-form or from your CV

From Job Boards or Publicly available social media profiles where you have selected a visible to recruiters option or in respect of non-EU residents, on the basis of a social media profile made public by you.

Consent: to carry out a fair recruitment process

Consent: to progress your application, arrange interviews and inform you of the outcome at all stages

Our mutual legitimate Interests: For Job Board and publicly available social media profiles where you have selected a visible to recruiters option, and in all cases for non-EU based individuals. Please see the contents of our Privacy Notice.

To enable your dedicated recruitment consultant to contact you to progress your application, arrange interviews and inform you of the outcome

To inform the relevant hiring manager at the client of your application

Details of your qualifications, experience, employment history (including job titles, salary, working hours) and interests From you, in the completed application form, via our website contact-form or from your CV and interview notes (if relevant)

From Job Boards or Publicly available social media profiles where you have selected a visible to recruiters option or in respect of non-EU residents, on the basis of a social media profile made public by you.

Consent: to carry out a fair recruitment process

Consent: to make an informed decision to shortlist for interview and (if relevant) to recruit

Our mutual legitimate Interests: For Job Board and publicly available social media profiles where you have selected a visible to recruiters option, and in all cases for non-EU based individuals. Please see the contents of our Privacy Notice.

To make an informed recruitment decision about whether your profile is suitable for our client’s needs

The person making the shortlisting decision will receive pseudonymised or anonymised details only; if you are invited for interview, the interviewer will receive non-anonymised details

Your name, contact details and details of your qualifications, experience, employment history and interests From you, in the completed application form, via our website contact-form or from your CV and interview notes (if relevant)

From Job Boards or Publicly available social media profiles where you have selected a visible to recruiters option or in respect of non-EU residents, on the basis of a social media profile made public by you.

Consent: to carry out a fair recruitment process

Consent: if you are unsuccessful in your application, we will ask if wish for your details may be passed on to another one of our clients to see if they have any suitable vacancies

Our mutual legitimate Interests: For Job Board and publicly available social media profiles where you have selected a visible to recruiters option, and in all cases for non-EU based individuals. Please see the contents of our Privacy Notice.

To see whether any of our clients has any suitable vacancies
Your racial or ethnic origin, sex and sexual orientation, religious or similar beliefs From you, in a completed anonymised equal opportunities monitoring form

From Job Boards or Publicly available social media profiles where you have selected a visible to recruiters option or in respect of non-EU residents, on the basis of a social media profile made public by you.

Consent, but also to comply with our legal obligations and for reasons of substantial public interest (equality of opportunity or treatment)

Our mutual legitimate Interests: For Job Board and publicly available social media profiles where you have selected a visible to recruiters option, and in all cases for non-EU based individuals. Please see the contents of our Privacy Notice.

To comply with our equal opportunities monitoring obligations and to follow our equality and other policies and ensure that our clients are able to do the same.

For further information, see * below

Information regarding your criminal record From you, in your completed application form, via our website contact form or any government authority Consent, but also to comply with our legal obligations

Our mutual legitimate Interests: for non-EU based individuals, or in the event that this is required by US law, custom or practice. Please see the contents of our Privacy Notice.

 

To make an informed recruitment decision, and to allow our clients to do the same

To carry out statutory checks

Information shared with DBS and other regulatory authorities or national equivaments as required

For further information, see * below

Details of your referees From your completed application form, via our website or from your CV

From Job Boards or Publicly available social media profiles where you have selected a visible to recruiters option or in respect of non-EU residents, on the basis of a social media profile made public by you.

Consent: to carry out a fair recruitment process and ensure that your profile is a good match for our client needs

Consent: in the regulated sector, to comply with our legal obligations to obtain regulatory references

Our mutual legitimate Interests: For Job Board and publicly available social media profiles where you have selected a visible to recruiters option, and in all cases for non-EU based individuals. Please see the contents of our Privacy Notice.

To carry out a fair recruitment process and ensure that your profile is a good match for our client needs.

To comply with legal/regulatory obligations

Information shared with relevant recruitment consultants, the client and the referee

 

PART B: Before our clients make a final decision to recruit

The information we collect How we collect the information Why we collect the information How we use and may share the information
Information about your previous academic and/or employment history, including details of any conduct, grievance or performance issues, appraisals, time and attendance, from references obtained about you from previous employers and/or education providers ☐ From your referees (details of whom you will have provided)

From Job Boards or Publicly available social media profiles where you have selected a visible to recruiters option or in respect of non-EU residents, on the basis of a social media profile made public by you.

Consent: to make an informed decision to recruit and to ensure that our client is able to do the same

Consent: to allow our clients to maintain employment records and to comply with legal, regulatory and corporate governance obligations and good employment practice

Our mutual legitimate Interests: For Job Board and publicly available social media profiles where you have selected a visible to recruiters option, and in all cases for non-EU based individuals. Please see the contents of our Privacy Notice.

To obtain the relevant reference about you

To comply with legal/regulatory obligations and our contractual obligations towards our clients.

Information shared with relevant managers and HR personnel (including our recruitment consultants and individuals at our client)

Information regarding your academic and professional qualifications ☐ From you, from your education provider, from the relevant professional body

From Job Boards or Publicly available social media profiles where you have selected a visible to recruiters option or in respect of non-EU residents, on the basis of a social media profile made public by you.

Consent and also pursuant to our legitimate interest: to verify the qualifications information provided by you and to ensure that our clients are able to do the same.

Our mutual legitimate Interests: For Job Board and publicly available social media profiles where you have selected a visible to recruiters option, and in all cases for non-EU based individuals. Please see the contents of our Privacy Notice.

To make an informed recruitment decision, and ensure that your profile suits our client needs
Information regarding your criminal record, in criminal records certificates (CRCs) and enhanced criminal records certificates (ECRCs) or national equivalent ☐ From you and from the Disclosure and Barring Service (DBS) or national equivalent To comply with our legal obligations and obligations towards our client.

Legitimate interest: to verify the criminal records information provided by you

 

To make an informed recruitment decision and allow our clients to do the same

To carry out statutory checks

Information shared with DBS and other regulatory authorities as required

For further information, see * below

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 Home Office or national equivalent

From Job Boards or Publicly available social media profiles where you have selected a visible to recruiters option or in respect of non-EU residents, on the basis of a social media profile made public by you.

To comply with our legal obligations

Consent: to comply with our contractual obligations towards our client and also to ensure our client is able to maintain employment records in the event that you are hired by them

Our mutual legitimate Interests: For Job Board and publicly available social media profiles where you have selected a visible to recruiters option, and in all cases for non-EU based individuals. Please see the contents of our Privacy Notice.

To carry out right to work checks

Information may be shared with the Home Office or national equivalent

A copy of your driving licence ☐ From you Consent: to verify your identity allowing our client to make an informed choice about their recruitment decision, and also to verify whether you have a valid licence (in the event this is a recruitment criterion from one of our clients).

Our mutual legitimate Interests: For Job Board and publicly available social media profiles where you have selected a visible to recruiters option, and in all cases for non-EU based individuals. Please see the contents of our Privacy Notice.

To make an informed recruitment decision and enable our client to do the same

 

 

When you apply for a position in the United Kindgom or enter into an employment contract with our clients in the United Kingdom, you are required to provide the categories of information marked ‘☐’. This helps our clients to verify your right to work and check your suitability for the position or enables us to do so when the client has specifically requested that we do this on their behalf.

* Further details on how we handle sensitive personal information and information relating to criminal convictions and offences are set out in our internal policies, copies of which are available by contacting our Data Protection Counsel at: privacy@harrison-clarke.com.