Privacy Policy last Updated: 25/05/2018

In accordance with the General Data Protection Regulation (GDPR), we have implemented this privacy notice to inform you of the types of data we process about you.

We also include within this notice the reasons for processing your data, the lawful basis that permits us to process it, how long we keep your data for and your rights regarding your data.

A) DATA PROTECTION PRINCIPLES
Under GDPR, all personal data obtained and held by us must be processed according to a set of core principles. In accordance with these principles, we will ensure that:

1. processing is fair, lawful and transparent
2. data is collected for specific, explicit, and legitimate purposes
3. data collected is adequate, relevant and limited to what is necessary for the purposes of processing
4. data is kept accurate and up to date
5. data is not kept for longer than is necessary for its given purpose
6. data is processed in a manner that ensures appropriate security of personal data including protection against unauthorised or unlawful processing, accidental loss, destruction or damage by using appropriate technical or organisation measures
7. we comply with the relevant GDPR procedures for international transferring of personal data.
8. data which is found to be inaccurate will be rectified or erased without delay

B) TYPES OF DATA HELD
We keep several categories of personal data about you in order to carry out an effective and relevant recruitment process. We hold any information you provide to us when you contact us directly and chose to supply us your personal data e.g when applying for any of our roles we advertise on our website or indirectly via third party, including the following suppliers: CV Library, Indeed, Facebook, Twitter, LinkedIn, SugarJobs, Ezy Solutions, Exchequer Solutions, The Guild of Construction Workers, Adzuna, CareerJet, CVbrowser, Glassdoor, Gumtree, Jobcentre Plus, JobRapido, Net-Temps, Roll on Monday, Simplicity in Business (Keen Thinking), Barbour ABI, LogicMelon.

You can view all our suppliers privacy policies directly on their websites provided below:
  • CV Library: www.cv-library.co.uk/privacy
  • Indeed: www.indeed.co.uk/legal
  • Facebook: www.facebook.com/business/gdpr
  • SugarJobs: www.sugarjobs.co.uk/privacy-policy
  • Ezy Solutions: www.ezysolutions.co.uk/privacy-policy
  • Exchequer Solutions: https://www.exchequersolutions.co.uk/wp-content/uploads/2018/05/privacy_policy.pdf
  • The Guild of Construction Workers: www.trusttheguild.com
  • Adzuna: www.adzuna.co.uk/privacy-policy.html
  • CareerJet: https://www.careerjet.co.uk/about/privacy.html
  • CVbrowser: http://www.cvbrowser.com/privacy-policy.aspx
  • Glassdoor: https://www.glassdoor.co.uk/about/privacy.htm
  • Gumtree: https://www.gumtree.com/privacy_policy_2016
  • Jobcentre Plus: https://jobsearch.direct.gov.uk/Privacy/Default.aspx
  • JobRapido: http://uk.jobrapido.com/info/privacy-policy
  • Net-Temps: http://www.net-temps.co.uk/legal-notices/
  • Roll on Monday: http://www.rollonmonday.co.uk/privacy
  • Simplicity in Business (Keen Thinking): www.simplicityinbusiness.co.uk/privacy-policy/
  • Barbour ABI: www.barbour-abi.com/privacy-policy/
  • LogicMelon: https://logicmelon.com/privacy
Darcy Associates Limited or its associated businesses does not hold any liability for any information that is submitted or collected to these third parties.

Specifically, we hold the following types of data, as found in your CV when contacting us:
1. personal details such as name, address, phone numbers
2. your gender
3. any personal notes you may provide us that are appropriate to employment
4. payment rates
5. taxation information (such as national insurance numbers) for compliance purposes

C) COLLECTING YOUR DATA AND HOW WE USE IT
The personal details we obtain are from your Curriculum Vitae (later referred as CV) which you have sent us directly, or if you have applied to one of our advertised positions via the third-party job boards.

We may also take personal details over the telephone when you apply for advertised positions. These will be stored internally and securely.

Throughout the recruitment process, we sometimes collect further information about you.

This may be information you have shared with us during the recruitment process, or it may be information provided by third parties, such as organisations to whom we have provided your CV or who have engaged with you as a part of a job application. We may also request to contact your previous employer in order to collect reference to support your job application to specific positions as and when requested by our clients. This will only be done with your express permission to contact.

If you are interested in applying for any roles we may have now or in the future, you can send your CV to us directly, via our website or email address, or by applying for advertised positions via our third-party job boards.

Your CV will be stored on our SSL secure database and it will be accessible by our recruitment consultants, directors, resourcing consultants and anyone directly employed by Darcy Associates Limited whereby an employee would need access for the purposes of completing our service as a recruitment agency.

We collect your data in order to:
• provide recruitment services to you including finding roles suitable for you or matching jobs that suit you provided job description
• for marketing purposes to make you aware of new positions and opportunities we may have as long as you have provided us with your consent (the communication will be made via emails, telephone, text message or any other means of communication). Note you may at any time withdraw your consent.
For further information please look at the section “Consent”.
• enable you to submit your CV for general applications or for specific roles we currently have with permission from yourself
• match your criteria to job vacancies and to assist you in finding the most suitable position for you. We may send your personal information (including sensitive personal information) to clients in order to apply for jobs.
• respond and answer any of your questions or queries
• fulfil contractual obligations with our clients and yourself if under a contract with us
• release personal information to regulatory or law enforcement agencies if we are required or permitted to do so
• for business development purposes to assist with fulfilling the services provided directly to you
• ensure that the content provided through our Website is presented in the most effective manner for your and for your device.

D) LAWFUL BASIS FOR PROCESSING
The law on data protection allows us to process your data for certain reasons only. In the main, we process your data in order to comply with a legal requirement, in order to perform recruitment process or in pursuit of our legitimate business interests.

Performance of the Contract: In order for Darcy Associates Limited to process your personal data to perform the obligations that we undertake in a providing service to you, or in order to take the steps at your request to enter into a contract with us.

Legal Obligation: Darcy Associates Limited is a subject to certain legal requirements which may require you to process your personal data. We may also be obligated by the law to disclose your personal data to a regulatory body or law enforcement agency.

Legitimate Interests: Darcy Associates Limited or a third party (specified above) will need to process your personal data for the purposes of either ours or the third party’s legitimate interests, provided we have established that those interests are not overridden by your rights or freedoms. This will include your right to have your personal data protected. Darcy Associates Limited legitimate interests include responding to requests and queries from you and/or third party, managing our website and customer experience, informing you about our products and services and making sure that our operations are conducted in an appropriate and efficient manner.

Consent: There will be certain circumstances when we will ask for your consent to process your personal data in a particular way.

The information below categorises the types of data processing we undertake and the lawful basis we rely on.

Activity requiring your data: 
Carry out the recruitment process for you e.g. using your name, contact details
Lawful basis:
Our legitimate interests

Activity requiring your data:
Ensuring third-parties receive your details for taxation, payroll or employment purposes (where applicable)
Lawful basis:
Performance of the contract

Activity requiring your data:
Ensuring you receive payment (where applicable)
Lawful basis:
Performance of the contract

Activity requiring your data:
Making decisions which clients will be suited for your requirements
Lawful basis:
Our legitimate interests

Activity requiring your data:
Business planning and restructuring exercises
Lawful basis:
Our legitimate interests

Activity requiring your data:
Dealing with legal claims made against us
Lawful basis:
Our legitimate interests

Activity requiring your data:
Preventing fraud or request of information regarding UK law
Lawful basis:
Our legitimate interests & legal obligation

Activity requiring your data:
Ensuring our administrative and IT systems are secure and robust against unauthorised access
Lawful basis:
Our legitimate interests

E) SPECIAL CATEGORIES OF DATA
Special categories of data are data relating to your:

1. health
2. sex life
3. sexual orientation
4. race
5. ethnic origin
6. political opinion
7. religion
8. trade union membership
9. genetic and biometric data.

Most commonly, we will process special categories of data when the following applies: 

1. you have given explicit consent to the processing
2. we must process the data in order to carry out our legal obligations
3. we must process data for reasons of substantial public interest
4. you have already made the data public.

We do not need your consent if we use special categories of personal data in order to carry out our legal obligations. However, we may ask for your consent to allow us to process certain particularly sensitive data. If this occurs, you will be made fully aware of the reasons for the processing. As with all cases of seeking consent from you, you will have full control over your decision to give or withhold consent and there will be no consequences where consent is withheld. Consent, once given, may be withdrawn at any time. There will be no consequences where consent is withdrawn.

F) CRIMINAL CONVICTION DATA
We will only collect criminal conviction data where it is appropriate given the nature of the services we are providing and only where the law permits us. This data will usually be collected during contract negotiation, such you enter temporary contract through Darcy Associates Limited with any of our clients. We use criminal conviction data to determine your suitability, or your continued suitability for the engagement. We rely on the lawful basis of legitimate interest to process this data.

G) WHO WE SHARE YOUR DATA WITH
Employees within our company who have responsibility for recruitment, administration of payroll, taxation, legal, contractual requirements and the carrying out performance related procedures will have access to your data which is relevant to their function. All employees with such responsibility have been trained in ensuring data is processing in line with GDPR.

Data is shared with Clients who have vacancies for jobs in which you are interested in, for the following reason:
  • To carry out recruitment process as you would expect us to do 
We may also share your data with trusted third parties (where we have retained them to provide services that you or our clients have requested, verification of details you have provided from third party sources) or for other reasons to comply with a legal obligation upon us. Information about third-parties have been provided above including a web link directly to their own privacy policies which we accept no liability for.

We do not share your data with bodies outside of the European Economic Area.

H) PROTECTING YOUR DATA
We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such. And we treat your data very seriously.

I) RETENTION PERIODS
We only keep your data for as long as we need it for, which will be at least for the duration of your engagement with us as an employment agency, though in some cases we will keep your data for a period after your engagement has ended. Often, we support our candidates with placements over many years, and potentially throughout their careers, therefore us retaining the candidate data is often an ongoing purpose. We perform regular data-cleansing and update exercises with candidates to make sure that the data that we hold is accurate and that we are not holding information that is no longer required to be held for the purposes of our services.

It states in our standard terms of business, that our clients should retain the candidate data such as CVs for the purposes of the specific role you apply for that, as controllers of your data, they should inform you if they plan to retain your CV on file in order to notify you  about potential future roles, or to otherwise hold or use your data for another purposes.

J) AUTOMATED DECISION MAKING
Automated decision making means making decision about you using no human involvement e.g. using computerised filtering equipment. No decision will be made about you solely on the basis of automated decision making (where a decision is taken about you using an electronic system without human involvement) which has a significant impact on you.

K) DATA SUBJECT RIGHTS
You have the following rights in relation to the personal data we hold on you:

1. the right to be informed about the data we hold on you and what we do with it
2. the right of access to the data we hold on you. More information on this can be found in our separate policy on Subject Access Requests
3. the right for any inaccuracies in the data we hold on you, however they come to light, to be corrected. This is also known as ‘rectification’
4. the right to have data deleted in certain circumstances. This is also known as ‘erasure’
5. the right to restrict the processing of the data
6. the right to transfer the data we hold on you to another party. This is also known as ‘portability’
7. the right to object to the inclusion of any information
8. the right to regulate any automated decision-making and profiling of personal data.

More information can be found on each of these rights in our separate policy on your rights in relation to your data.

L) CONSENT
Where you have provided consent to our use of your data, you also have the right to withdraw that consent at any time. This means that we will stop processing your data.

Job Alerts
To subscribe to job alerts emails, you will be required to provide some personal details, such as your name and your email address. This will be used for the purpose of keeping you informed by email on the latest opportunities in the area of your interest and to provide you any news and other information related to our services.

M) MAKING A COMPLAINT
If you think your data rights have been breached, you are able to raise a complaint with the Information Commissioner (ICO). You can contact the ICO at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF or by telephone on 0303 123 1113 (local rate) or 01625 545 745.

N) DATA PROTECTION COMPLIANCE
Our appointed compliance officer in respect of our data protection activities is:

Nathan Ferris at 36 Westbury Lane, Bristol BS9 2PP

What is this Privacy Policy for?
This privacy policy is for this website and services of www.darcyassociates.co.uk and served by Darcy Associates Limited and governs the privacy of its users who choose to use it.

The policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and website owners. Furthermore the way this website processes, stores and protects user data and information will also be detailed within this policy.

The Website
This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website comply’s to all UK laws and requirements for user privacy.

Use of Cookies
This website uses cookies to better the users experience while visiting the website. Where applicable this website uses a cookie control system allowing the user on their first visit to the website to allow or disallow the use of cookies on their computer / device. This complies with recent legislation requirements for websites to obtain explicit consent from users before leaving behind or reading files such as cookies on a user’s computer / device.

Cookies are small files saved to the user’s computers hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.

Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors.

This website uses tracking software to monitor its visitors to better understand how they use it. This software is provided by Google Analytics which uses cookies to track visitor usage. The software will save a cookie to your computers hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information. You can read Google’s privacy policy here for further information http://www.google.com/privacy.html.

Other cookies may be stored to your computers hard drive by external vendors when this website uses referral programs, sponsored links or adverts. Such cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer. No personal information is stored, saved or collected.

External Links
Although this website only looks to include quality, safe and relevant external links, users are advised adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text/banner/image links to other websites, similar to; www.google.co.uk and Google - this)

The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.

Adverts and Sponsored Links
This website may contain sponsored links and adverts. These will typically be served through our advertising partners, to whom may have detailed privacy policies relating directly to the adverts they serve.

Clicking on any such adverts will send you to the advertisers website through a referral program which may use cookies and will track the number of referrals sent from this website. This may include the use of cookies which may in turn be saved on your computers hard drive. Users should therefore note they click on sponsored external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.

Social Media Platforms
Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.

Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.

This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.

Shortened Links in Social Media
This website and its owners through their social media platform accounts may share web links to relevant web pages. By default some social media platforms shorten lengthy urls, web addresses (this is an example: https://goo.gl/XtwGrN).

Users are advised to take caution and good judgement before clicking any shortened urls published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine urls are published many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.

Signed: Nathan Ferris
Director
Darcy Associates Limited

Co Reg No: 09451164
ICO Number:
Darcy Associates Limited is a company registered in England and Wales with company number 09451164.