Privacy Policy

Pivacy Policy
Complies with General Data Protection Regulation from 25 May 2018

Who are we?

Stainsby Associates Ltd
79 Paxton Crescent
Shenley Lodge
Milton Keynes
Bucks
MK5 7PX

Company registration number: 3638229

Telephone: 01908 230265

Email: information@stainsby.co.uk

Services provided: Executive research, recruitment, market intelligence and market mapping.

We are committed to protecting the privacy of our candidates, clients and users of our website. We want to provide a safe and secure service where we deal with your personal information. This means information that identifies you personally such as your name, photo or contact details or data that can be linked with such information in order to identify you.
1. What personal information 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 your name, contact details, family details, CV’s, identification documents, educational records, work history, employment status and references.

We sometimes also collect sensitive personal information about you, such as details of criminal convictions and ethnic origin and sexuality. We only collect sensitive personal information from you, and further process this data, where you have given your explicit consent or otherwise where permitted by law.

2. Where do we collect personal information about you from?

The following are the different sources we may collect personal information about you from:
  • Directly from you. This is information you provide while searching for a new opportunity (for example when you provide a CV) and/or during the different recruitment stages.
  • From an agent/third party acting on your behalf.
  • Through publicly available sources. We use a range of public sources including:
  1. LinkedIn
  2. Google
  3. Facebook & Twitter
  4. Company web sites and other social media platforms
  5. Delegate lists
  6. Association lists
  7. Membership lists
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.

3. How do we use your personal information?
  • Where we have a legitimate interest
  1. All the data we collect and process from you will only be used in relation to our executive search and assessment projects.
  2. We use certain personal data to determine which candidates might be worth approaching for a particular role. This is necessary for our legitimate interests as a search company. We don’t use any sensitive personal data without ensuring we have another basis for such processing.
4. How do we use your personal information?

We keep your information for the following periods:
Candidate data: 7 years
Client contact details: 7 years

5. Who do we share your personal information with?

We share your personal information with search consultants seeking to fill a position and 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.

We share your personal information with trusted third parties where we have retained them to provide services that you or our clients have requested, such as referencing, qualification and criminal reference checking services (as required), verification of the details you have provided from third party sources, psychometric evaluations or skills tests. These third parties comply with similar and equally stringent undertakings of privacy and confidentiality.

We share your personal information with third parties who perform functions on our behalf and who also provide services to us, such as executive research consultants and IT consultants carrying out testing and development work on our business technology systems. These third parties comply with similar and equally stringent undertakings of privacy and confidentiality.

Where required we share your personal information with third parties to comply with a legal obligation; when we believe in good faith that an applicable law requires it; at the request of governmental authorities conducting an investigation; to verify or enforce our Terms of Use or other applicable policies; to detect and protect against fraud, or any technical or security vulnerabilities; to respond to an emergency; or otherwise to protect the rights, property, safety, or security of third parties, visitors to the our website, our business or the public.

6. 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 information necessary, or withdraw your consent for the processing of your personal information, where this information is necessary for us to provide recruitment services to you, we may not be able to match you with available job opportunities.

7. Do we make automated decisions concerning you?

No, we do not carry out automated decision making.

8. Do we transfer your personal information outside the EEA?

We occasionally transfer personal information out of the EEA where we are working with clients who have a vacant position outside the EEA. In these circumstances we would only transfer personal information to clients who comply with similar and equally stringent undertaking of privacy and confidentiality.

9. What are your rights?

By law, you have a number of rights when it comes to your personal information. Further information and advice about your rights can be obtained from the data protection regulator in your country.

Rights

1. The right to object to processing
This means: 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).

2. The right to be informed
This means: 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.

3. The right of access
This means: You have the right to obtain access to your information (if we’re processing it), and certain other information (similar to that provided in this Privacy Policy). This is so you’re aware and can check that we’re using your information in accordance with data protection law.

4. The right to rectification
This means: You are entitled to have your information corrected if it’s inaccurate or incomplete.

5. The right to erasure
This means: 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.

6. The right to restrict processing

This means: 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 future.

7. The right to data portability
This means: You have rights to obtain and reuse your personal information 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.

8. The right to lodge a complaint
This means: You have the right to lodge a complaint about the way we handle or process your personal information 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 information, 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 information with your consent up to that point is unlawful). This includes your right to withdraw consent to us using your personal information 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.

10. How will we contact you?

We may contact you by phone, email, text or social media. If you prefer a particular contact means over another please just let us know.

11. How can you contact us?

If you have any enquires you can contact us at gillian.young@stainsby.co.uk address or by writing to us at :

Gillian Young
Data Protection Officer
Stainsby Associates Ltd
79 Paxton Crescent
Shenley Lodge
Milton Keynes
Bucks
MK5 7PX

Information commissioner’s office registered number Z9044842

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