PRIVACY NOTICE FOR STAFF
We are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after your working relationship with us.
We are a recruitment agency and recruitment business as defined in the Employment Agencies and Employment Businesses Regulations 2003
This notice applies to current and former candidates/staff, who we have either placed into a role temporary or permanent or who have contacted us/we have contacted about a prospective job role. This notice does not form part of any contract to provide services.
References to we, our or us in this privacy notice are to Anytime Recruitment a limited company Registered in England & Wales; Reg Number: 5689154; Registered Office: 119 – 129 South Street, Romford, Essex, RM1 1NX. We have not appointed a Data Protection Officer to oversee our compliance with data protection laws as we not required to do so, but our Data Protection Compliance Manager has overall responsibility for data protection compliance in our organisation. Contact details are set out in the “Contacting us” section at the end of this privacy notice.
To support your career aspirations and source new job opportunities for you, you may provide us with or we may obtain personal information about you, such as information regarding your:
- personal contact details such as name, title, addresses, telephone numbers, and personal email addresses;
- date of birth;
- gender;
- passport/driving licence details (including copies where we are required to hold such information for identification purposes);
- employment history and location of current workplace, training and qualifications, salary, annual leave, pensions and benefits entitlement;
- location of employment or workplace;
- Immunisations and health check history;
- any bank details you provide so that we can make payments to you and details of the financial transactions with you;
- start date, leaving date and pay rate;
- recruitment (including references and other information included in a CV, cover letter or as part of the application process);
- National Insurance Number
- Checks including, DBS, NMC, Mandatory Training, eligibility to work checks
- SPECIAL CATEGORIES OF PERSONAL INFORMATION
We may also collect, store and use the following “special categories” of more sensitive personal information regarding you:
- information about your race or ethnicity, religious beliefs, sexual orientation and political opinions;
- information about your trade union memberships;
- information about your health, including any medical condition, health and sickness records, medical records and health professional information and disability information; and
- biometric information about you, for example fingerprints, retina scans.
- Criminal Convictions (For criminal records information in relation to you we process it based on legal obligations or based on your explicit consent)
We may not collect all the above types of special category information about you. In relation to the special category personal data that we do process we do so on the basis that:
- the processing is necessary for reasons of substantial public interest, on a lawful basis;
- it is necessary for the establishment, exercise or defence of legal claims;
- it is necessary for the purposes of carrying out the obligations and exercising our or your rights in the field of employment and social security and social protection law; or
- based on your explicit consent.
In the table below, we refer to these as the “special category reasons for processing of your personal data”.
- WHERE WE COLLECT YOUR INFORMATION
We typically collect personal information about candidates/staff when you fill in forms or upload a CV onto our website at www.anytimecare2020.co.uk or when you correspond with us by phone, e-mail or otherwise.
We also may collect personal information about candidates/staff through other sources such as LinkedIn, job board websites, online CV libraries, conferences, events, personnel recommendations and referrals, hiring platforms and using business development tools.
- Uses made of the information
The table below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this.
| Purpose | Personal information used | Lawful basis |
| Non- ‘special categories’ of Personal Information | ||
| To assess your CV and qualifications (where you have provided us with/we have collected your personal information directly from you) | All the personal information we collect for the purposes of the recruitment process. | We need this information to be able to perform and administer the recruitment process for you. We process special category personal data based on the “special category reasons for processing of your personal data” referred to in section 2 above. For criminal records history we process it based on legal obligations or based on your explicit consent. |
| To provide you with information regarding job opportunities that may be of interest to you based on your CV and qualifications (where you have provided us with/we have collected your personal information directly from you) | All the personal information we collect for the purposes of the recruitment process. | As above. |
| To contact you with information regarding job opportunities that may be of interest to you based on your CV and qualifications (where we have obtained your information from a third-party source) | All contact details and all information contained in any CV (including employment and education history and location of current workplace). | Where your personal information has been sourced indirectly online from a third party such as a hiring platform or job board onto which you have uploaded your CV or where you have been referred to us for work, we have a legitimate business interest to do so. In all other cases, we will only contact you with information where we have your explicit consent to do. |
| To administer any account(s) you have with us and managing our relationship with you including dealing with any support enquiries made by you | All your personal information excluding ‘special categories’ of personal information and criminal records information | To be able to manage and perform our contract with you |
| To share your CV, references or details of your qualifications and training with a client in relation to a job role | All the non-‘special categories’ of personal information we collect for the purposes of the recruitment process. | We will only do so with your explicit consent. |
| To share your checks including DBS, NMC, Mandatory training, with a client in relation to a job role | All the non-‘special categories’ of personal information we collect for the purposes of the recruitment process. | |
| To arrange an interview with/introduction to a prospective employer in relation to a job role and managing the introductory process, provided you have indicated that you are happy for an introduction to be arranged | All the non-‘special categories’ of personal information we collect for the purposes of the recruitment process. | We will only do so with your explicit consent. |
| To check you are legally entitled to work in the UK where instructed to do so by a client and National Insurance Number | Personal contact details and identification documents and right to work documentation | We have a legal obligation to do so |
| Storage of records relating to you and records relating to our business | All non-‘special categories’ of personal information | To be able to manage and fulfil our contract with you, we may have a legal obligation to do so and we also have a legitimate interest to keep proper records. |
| Dealing with legal disputes involving you. | All your personal information excluding ‘special categories’ of personal information and criminal records information | We have a legitimate interest to ensure that all legal claims are managed effectively. |
| To send you information we think you might find useful or which you have requested from us, including information about our services and any events we are running, provided you have indicated that you are happy to be contacted for these purposes | Personal contact details | Where you have given us your explicit consent to do so. |
| To conduct data analytics studies to review and better understand market trends within the recruitment industry | Records of your attendance at any events hosted by us All the personal information we collect for the purposes of the recruitment process. | We have a legitimate interest in doing so to ensure that our business is targeted and relevant. |
| Complying with health and safety obligations | Personal identifiers, CCTV footage and other information obtained through electronic means such as swipecard and key fob records | We have a legal obligation to comply with Health and Safety laws. |
| Where you are a contractor contracted with us, to administer the contract we have entered with you, pay you and manage the invoicing process | All the personal information we collect for the purposes of the recruitment process. Start date, leaving date and pay rate. All payment and transaction details | We need this information to be able to perform and administer our contract with you. |
| ‘Special categories’ of Personal Information or criminal records | ||
| Storage of records relating to you and records relating to our business | All ‘special categories’ of personal information | We process special category personal data based on the “special category reasons for processing of your personal data” referred to in section 2 above. For criminal records information we process it based on legal obligations or based on your explicit consent. |
| We will use information about your physical or mental health to assess your suitability for roles based on health grounds | Information about your health, including any medical condition, health and sickness records, medical records and health professional information | We process special category personal data based on the “special category reasons for processing of your personal data” referred to in section 2 above. |
| We will use and retain information about criminal convictions to comply with law and to determine your eligibility to undertake types of work | Information about your criminal convictions and offences | For criminal records information we process it based on legal obligations or based on your explicit consent. |
For some of your personal information you will have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information we may not be able to engage your or we may not be able to properly perform our contract with you or comply with legal obligations and we may have to terminate your engagement. For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our contract with you.
You should be aware that it is not a condition of any contract with us that you agree to any request for consent from us. Where you have given us your consent to use your personal information in a manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the “Contacting us” section below.
Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent. Please be aware if you wish to withdraw consent for Anytime Care 2020 to process your information, then we may need to cease communication with you and you will be required to start the entire registration process again of all personal information should you wish to enter into a future transaction with Anytime Care 2020.
- DIRECT MAIL
Email, post and SMS messages: we will contact you by email, post or SMS with information about shifts/services we believe you may be interested in.
We will only send messages to you in accordance with the preferences you set. You can then let us know at any time that you do not wish to receive messages by emailing us at info@anytimerecruitment.co.uk.
Disclosure of your PERSONAL information
We share personal information with the following parties:
- Companies in the same group of companies as us: for providing a service to you.
- Any party approved by you.
- Clients of our business where necessary: the client of ours for whom you are ultimately providing services to.
- Other service providers to our business and advisors: for example, payroll, business development tool providers, professional advisors, contractors, Managed Service Providers, CCTV providers and administration and IT services (including CRM, website, and teleconference services). All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information.
- Purchasers of our business: buyers or perspective buyers to whom we sell or negotiate to sell our business.
- Prospective new employers: where you have given your consent to do so, our clients for introducing you as a prospective new candidate; and
- The Government or our regulators: where we are required to do so by law or to assist with their investigations or initiatives, for example HMRC or the Information Commissioner’s Office and CQC or NMC
- Police, law enforcement and security services: to assist with the investigation and prevention of crime and the protection of national security.
We do not disclose personal information to anyone else except as set out above.
The personal information we collect about you is not transferred to or stored in countries outside of the UK or European Union except as set out in this section.
Our directors and other individuals working for us may in limited circumstances access personal information outside of the UK and European Union if they are on holiday abroad outside of the UK or European Union. If they do so they will be using our security measures and will be subject to their arrangements with us which are subject to English Law and the same legal protections that would apply to accessing personal data within the UK.
In limited circumstances the people to whom we may disclose personal information as mentioned in the section “Disclosure of your personal information” above may be located outside of the UK and European Union. In these cases, we will impose any legally required protections to the personal information as required by law before it is disclosed.
If you require more details on the arrangements for any of the above, then please contact us using the details in the “Contacting us” section below.
- HOW LONG WE KEEP PERSONAL INFORMATION FOR
The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements. Generally, where there is no legal requirement we retain all physical and electronic records for a period of 6 years after your last contact with us. Exceptions to this rule are:
- Telephone and videoconferencing recordings which are held for no more than [30] days unless we need to preserve the records for prevention and detection of crime;
- CCTV records which are held for no more than 30 days unless we need to preserve the records for prevention and detection of crime;
- Information that may be relevant to personal injury claims, employment claims, discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after you have worked for us.
It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you move home or change your phone number or email address. You can update some of the personal information we hold about you by contact us using the details set out in the “Contacting us” section below.
- YOUR RIGHTS IN RELATION TO PERSONAL INFORMATION
You have the following rights in relation to your personal information:
- the right to be informed about how your personal information is being used;
- the right to access the personal information we hold about you;
- the right to request the correction of inaccurate personal information we hold about you;
- the right to request the erasure of your personal information in certain limited circumstances;
- the right to restrict processing of your personal information where certain requirements are met;
- the right to object to the processing of your personal information;
- the right to request that we transfer elements of your data either to you or another service provider; and
- the right to object to certain automated decision-making processes using your personal information.
You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us.
Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.
To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the “Contacting us” section below.
If you are unhappy with the way we are using your personal information you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.
- CHANGES TO THIS POLICY
We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.
In the event of any query or complaint in connection with the information we hold about you, please email manager@anytimerecruitment.co.uk or write to us at Anytime Recruitment Ltd. 119 – 129 South Street, Romford, Essex, RM1 1NX
Version 1. Date 8th Jan 2022