Who are we?
CV&Coffee Limited, email@example.com, 0203 633 0291. We provide permanent recruitment services to clients looking to recruit personnel for their businesses.
We also provide career advice services including: CV and Cover Letter Writing; CV reviews, Interview Preparation sessions and Career Advice sessions.
What does this Policy cover?
We at CV&Coffee limited take your personal data seriously. This policy:
• Sets out the types of personal data that we collect about you
• Explains how and why we collect and use your personal data
• Explains how long we keep your personal data for
• Explains when, why and with who we will share your personal data;
• Sets out the legal basis we have for using your personal data;
• Explains the effect of refusing to provide the personal data requested;
• Explains the different rights and choices you have when it comes to your personal data; and
• Explains how we may contact you and how you can contact us.
What personal data do we collect about you?
We collect the information necessary to be able to find available opportunities and further information needed to assess your eligibility through the different stages of recruitment. This information includes CV’s, identification documents, educational records, work history, employment and references.
Where do we collect personal data about you from
The following are the different sources we may collect personal data about you from:
• Directly from you. This is information you provide while searching for a new opportunity and/or during the different recruitment stages
• From an agent/third party acting on your behalf. e.g. Contractors Limited Company.
• Through publicly available sources. We use the following public sources:
• Job Boards
• Social Media
• By Reference or word of mouth. For example, you may be recommended by a friend, a former employer, a former colleague or even a present employer.
How do we use your personal data?
We use your personal data to match your skills, experience and education with a potential employer. We will initially collect basic information on you such as contact details, job role and experience and then pass this on to the client in search of personnel. If you are chosen by the client and go through to the next stage, we will then be collecting more information from you at the interview (or equivalent) stage and onwards in that manner.
How long do we keep your personal data for?
We only retain your information for as long as is necessary for us to use your information as described above or to comply with our legal obligations. However, please be advised that we may retain some of your information after you cease to use our services, for instance if this is necessary to meet our legal obligations, such as retaining the information for tax and accounting purposes.
When determining the relevant retention periods, we will take into account factors including:
(a) our contractual obligations and rights in relation to the information involved;
(b) legal obligation(s) under applicable law to retain data for a certain period of time;
(c) our legitimate interest where we have carried out a balancing test (see legal basis below);
(d) statute of limitations under applicable law(s);
(e) (potential) disputes;
(f) if you have made a request to have your information deleted; and
(g) guidelines issued by relevant data protection authorities.
Otherwise, we securely erase your information once this is no longer needed.
Who do we share your personal data with?
We share your personal data with the client who has a position to fill, in order to determine with the client whether you are a good fit for the available position. Our clients are companies of various sizes from small companies employing a handful of people, through to large companies, possibly listed on the stock market and employing hundreds or thousands of people. They cover a number of sectors from finance and sales through to but not exclusively the food and beverage industry. These clients are based in the UK or EEA. The bulk of our clients are in the London area.
We share your personal data with our clients when we submit your CV or application for a role, this is only done with your prior approval. Our clients businesses cover a range of industries from Finance and Retail through to the Food and Beverage industry and others. They are small to large firms who are based in the UK or the EEA.
We share information with our consultants if you have signed up for our Career Advice Services, in order for us to write a CV/Cover Letter for you or provide other services which have been agreed by you. These consultants are based in the UK, London and they will be your point of contact for the service offered as well as the directors of CV&Coffee limited.
What legal basis do we have for using your information?
For candidates, contractors, referees and clients, our processing is necessary for our legitimate interests in that we need the information in order to be able to assess suitability for potential roles, to find potential candidates and to contact clients and referees. We carry out a ‘balancing test’ to ensure that our processing is necessary and that your fundamental rights of privacy are not outweighed by our legitimate interests, before we go ahead with such processing. We keep a record of these balancing tests. You have a right to and can find out more about the information in these balancing tests by contacting us using the details below.
If you are interviewed and submitted as a candidate, then this may involve the processing of more detailed personal data including sensitive data such as health information that you or others provide about you. In that case we always ask for your consent before undertaking such processing.
For clients, we may also rely on our processing being necessary to perform a contract for you, for example in contacting you.
Where legitimate interest is relied on as a grounds for processing:
The right of a data subject to obtain on request, information on the balancing test carried out to ensure the processing is necessary and that the data subjects fundamental rights of privacy are not out weighed by the legitimate interests of the Controller.
What happens if you do not provide us with the information we request or ask that we stop processing your information?
If you do not provide the personal data necessary or withdraw your consent for the processing of your personal data, we may not be able to match you with available job opportunities.
Do we make automated decisions concerning you?
No, we do not carry out automated profiling.
What rights do you have in relation to the data we hold on you?
By law, you have a number of rights when it comes to your personal data. Further information and advice about your rights can be obtained from the data protection regulator in your country.
1. The right to be informed
What does this mean?
You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we’re providing you with the information in this Policy.
2. The right of access
This is so you’re aware and can check that we’re using your information in accordance with data protection law
3. The right to rectification
You are entitled to have your information corrected if it’s inaccurate or incomplete.
4. The right to erasure
This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there’s no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.
5. The right to restrict processing
You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in
6. The right to data portability
You have rights to obtain and reuse your personal data for your own purposes across different services. For example, if you decide to switch to a new provider, this enables you to move, copy or transfer your information easily between our IT systems and theirs safely and securely, without affecting its usability.
7. The right to object to processing
You have the right to object to certain types of processing, including processing for direct marketing (i.e. if you no longer want to be contacted with potential opportunities).
8. The right to lodge a complaint
You have the right to lodge a complaint about the way we handle or process your personal data with your national data protection regulator
9. The right to withdraw consent
If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful). This includes your right
to withdraw consent to us using your personal data for marketing purposes.
We usually act on requests and provide information free of charge, but may charge a reasonable fee to cover our administrative costs of providing the information for:
• baseless or excessive/repeated requests, or
• further copies of the same information.
Alternatively, we may be entitled to refuse to act on the request.
Please consider your request responsibly before submitting it. We’ll respond as soon as we can.Generally, this will be within one month from when we receive your request but, if the request is going to take longer to deal with, we’ll come back to you and let you know.
How will we contact you?
We may contact you by phone, email or social media. If you prefer a particular contact means over another, please just let us know.
How can you contact us?
If you are unhappy with how we’ve handled your information or have further questions on the processing of your personal data, contact us here: CV&Coffee Ltd, 0203 633 0291 or firstname.lastname@example.org.