Christopher Keats Media Limited
General Data Protection Regulation (GDPR) Privacy Notice
Who we are
This Privacy Notice explains what to expect in relation to personal information (data) about you which is collected, handled and processed by Christopher Keats Media Limited whether we are in the process of helping you find a job, continuing our relationship with you once we have found you a role, providing you with a service or you are visiting our website.
For the purpose of applicable data protection (including but not limited to the General Data Protection Regulation (Regulation (EU) 2016/679) (the “GDPR”), Christopher Keats Media Limited of Unit 4.07, Tea Building, 56 Shoreditch High Street, London, E1 6JJ is the Data Controller responsible for your personal data.
The personal data we may collect
In order to provide the best possible employment opportunities that are tailored to you, we need to collect certain information about you. We only ask for details that will genuinely help us to help you such as your name, age, contact details, education details, CV/employment history, immigration status and of course you may choose to share other relevant information with us.
Other information which may be collected in respect to individuals that have worked for us previously or may work for us include passport details, permits and visas, national insurance number, outcome of criminal record checks and security clearance for certain roles, medical information, references, financial information (including but not limited to payroll details and terms, HMRC data, pension scheme details, court orders and statutory payments) and a log of our communications with you by email and telephone.
How we collect your personal data
There are two main ways in which we collect your personal data:
- Directly from you by filling in forms, or
- by corresponding with us by post, phone or email from you via form on the website
What we use your data for and legal basis for processing
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
Performance of Contract – Where we need to perform the contract we are about to enter into or have entered into with you or with the potential employer looking to employ you.
Legitimate Interest – Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
Comply with Legal or Regulatory Obligation – Where we need to comply with a legal or regulatory obligation.
Third parties who may process data are providers of IT and system administration services, HM revenue and Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom.
The above information is used to provide our services to you in our capacity as an employment / recruitment agency to find you suitable work whether on a temporary or permanent basis based on your requirements as follows:
- To match your skill sets with job vacancies to assist in finding you the positions that most suit you
- To put forward your details to our clients and prospective employers for you to be considered for vacancies
- To place you with our clients and prospective employers
- To keep you informed of available opportunities as they arise
- To keep you informed of the services offered by us
- To establish that you have the right to work
- To undertake relevant security and criminal record checks as required by our clients and prospective employers and as permitted by law
- To deal with any medical and health and safety issues relating to certain positions
- To put in place contractual arrangements and documentation once a role has been secured To pay you if placed
Where relevant, we may also share your personal data with prospective employers, HM Revenue and Customs, regulators or any other relevant authority who may have jurisdiction (as is necessary for compliance with our legal obligations).
Data storage and security
All personal data is stored within a secure database in the United Kingdom. Security measures are in place to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
In the unlikely event that our computer systems are compromised and there is a potential loss of confidentiality, we will report this breach to you. In the unlikely event that personal data is taken or exposed without our consent, we will provide reports surrounding that exposure within 72 hours of being notified of such an event and take any action necessary to restore security of your personal data.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
If we have not had meaningful contact with you for a period of two years, we will delete your personal data from our systems unless we believe in good faith that the law or other regulation requires us to preserve it (see below)
By law, we have to keep basic information about our placed/employed candidates (including Contact, Identity, Financial and Transaction Data) for six years after they cease being a candidate for tax and contractual purposes.
Your Legal Rights
You have the right to:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. We will verify your identify before releasing your personal data to you and will not release information to any third party.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or another data controller. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
Requests for any of the above should be made to GDPR@keats.co.uk. We will respond to your request within 30 days.
If you are not satisfied with how we are processing your personal data, you can make a complaint to the Information Commissioner.
You can find out more about your rights under GDPR from the Information Commissioner’s Office website: www.ico.org.uk