Privacy Policy

This document explains how we use your personal data.

365 Resourcing are committed to safeguarding the privacy of our customers, corporate clients, candidates and other website visitors. This policy explains how we handle your personal data.

1. How we use your personal data

1.1 This part of this policy provides you with details about:

(a) what personal data we may process;

(b) in the case of personal data that we did not collect directly from you, where we obtained that data from, and what types of data we have collected;

(c) the purposes for which we may process your personal data; and

(d) the legal grounds on which we process your data.

Where you are applying for a vacancy through or with us

1.2 Application data. We may process the personal data that you provide to us when you apply for a vacancy through us, or when you register your CV with us (“application data”). The application data may include your name, email address and curriculum vitae. The application data may be processed for the purposes of providing our recruitment services, processing any applications you make, and communicating with you about your applications. The legal basis for this processing is our legitimate interests in providing our services to you, processing your applications, and managing our relationship with you.

We may consider you for opportunities that you did not specifically apply for but which we think might be a good fit for your skillset. We may also share your account data with our partner agencies, and process your application data to facilitate finding you a job. The legal basis for this processing is our legitimate interests in finding an appropriate candidate for particular roles and vacancies.

We will then ask you if you would like to be put forward for such opportunities. If you would like us to, we will then pass your application data on to the prospective employer. The legal basis for passing your application data to those prospective employers is your consent.

Where you have given us your information for the purposes detailed above, we will enter the application data into our CV storage databank. (“talent pool”). The legal basis for this is our legitimate interests in maintaining a viable talent pool.

1.3 Contact data. We may collect your details from third-party sources such as social media sites including Facebook and LinkedIn, job boards or similar websites, this information may include your name, email address or telephone number (“contact data”). We may do this where we identify that you are suitable for an available vacancy. We may use the contact data to contact you to ask whether you would like us to provide you with recruitment services. Our use of the contact data in these circumstances is limited to making contact with you to determine whether you are interested in receiving our services. The legal basis for this processing is our legitimate interest as a business to maintain a viable talent pool.
Where you are engaged by us to work for our clients

1.4 Engagement data. We may collect additional information to your application data about you during the course of your engagement with us, working for our clients (“engagement data”).The engagement data may include personal contact details such as name, title, addresses, telephone numbers, and personal email addresses, your date of birth, gender, marital status and dependents, next of kin and emergency contact information, start date and length of contract, location of workplace, copy of driving license, maternity/paternity information, employment records (including job titles, work history, working hours, training records and professional memberships), compensation history, performance information, disciplinary and grievance information, CCTV footage and other information obtained through electronic means.
We may collect and use this engagement data in the course of arranging, processing, administering and managing any engagement that you enter into with our clients.

The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

1.5 Payroll data. We may process information that you provide to us for the purpose of us administering payments that you are due from engagements through our payroll (“payroll data”). The payroll data may include your National Insurance number, bank account details, payroll records and tax status information, salary, annual leave, pension and benefits information.
The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

1.6 Sensitive Personal data. We may collect special categories of personal data from you during your induction and the course of your employment (“sensitive personal data”). This may include information about your race or ethnicity, religious beliefs, sexual orientation, political opinions, trade union membership, information about your health (including any medical conditions, health and sickness records), genetic information and biometric data and information about criminal convictions and offences.

We may process this sensitive personal data for the purposes of equal opportunities monitoring and ensuring your fitness to work. The legal basis for this processing is our legitimate interests, namely our interest in the proper administration of our business. We will only process sensitive personal data where we have satisfied the appropriate legal conditions to do so.

Other data we collect or are provided with

1.7 Usage data. We may process data about your use of our website and services (“usage data”). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our analytics tracking system. This usage data may be processed for the purposes of analysing the use of the website and services.

The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services.

1.8 Enquiry data. We may process information contained in any enquiry you submit to us regarding our services (“enquiry data”). The enquiry data may be processed for the purposes of offering, marketing and selling relevant products and/or services to you.

The legal basis for this processing is our legitimate interests in responding to your enquiry appropriately.

1.9 Notification data. We may process information that you provide to us for the purpose of subscribing to our email notifications, job alerts and/or newsletters (“notification data”). The notification data may be processed for the purposes of sending you the relevant notifications, job alerts and/or newsletters.

The legal basis for this processing is consent.

1.10 Correspondence data. We may process information contained in or relating to any communication that you send to us (“correspondence data”). The correspondence data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the message facility on our website job application forms. The correspondence data may be processed for the purposes of communicating with you and record-keeping.

The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and communications with users.

1.11 Other processing activities. In addition to the specific purposes for which we may process your personal data set out above, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

Please do not supply any other person’s personal data to us, unless we prompt you to do so.

Where you are our point of contact at one of our clients

(a) Client data. We may process information that you provide to us (“client data”). This client data may include your name, telephone number, email address, employment details and professional information and may be provided to us by your employer, in person, over the phone or by email. We may use this client data during the course of our professional relationship.

(b) The legal basis for this processing is our legitimate interests, namely our interest in the proper administration of our business.

(c) Where you are an individual, sole trader, or working in a partnership and have provided your consent for us to do so, we may contact you regarding the latest promotions and offers regarding our products and services, and those of our partner organisations, and to send you newsletters.

(d) If you work for any other type of organisation such as a limited company, we may also contact you regarding the latest promotions and offers regarding our products and services, and those of our partner organisations, and to send you newsletters. This will be based on our legitimate interests in marketing our products and services, and furthering our relationship with you.

2. Providing your personal data to others

2.1 Our insurers/professional advisers. We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining and maintaining insurance coverage, managing risks, obtaining professional advice and managing legal disputes.

2.2 Our clients/potential employers/partner agencies. We may disclose your application and engagement data to our clients, potential employers, and our partner agencies insofar as reasonably necessary in relation to potential job vacancies, and in the process of representing you to employers who may have an appropriate vacancy for you and administering any job placement.

2.3 Our employment services partners. We may disclose your application data, engagement data, payroll data and sensitive personal data to our third party partners who support and assist us such as our payroll, healthcare and pension providers. We may use these third party service providers to help us operate our business and assist in the administration of your employment on our behalf.

We may share your information with these third parties insofar as reasonably necessary so that they can provide us with employment related services.

2.4 Where we provide your personal data to any third party. Where we share your personal data with any third party, we will ensure this processing is protected by appropriate safeguards including a suitable data processing agreement with that third party.

2.5 To comply with legal obligations. In addition to the specific disclosures of personal data detailed above, we may also disclose your personal data where such disclosure is necessary for compliance with a legal obligation we have to comply with, or in order to protect your vital interests or the vital interests of another individual.

3. Transfers of your personal data outside of the European Economic Area

3.1 Where your personal data is transferred outside of the EEA, we will ensure that either (a) The European Commission has made an “adequacy decision” with respect to the data protection laws of the country to which it is transferred, or (b) we have entered into a suitable data processing agreement with the third party situated in that country to ensure the adequate protection of your data. Transfers outside of the EEA will be protected by appropriate safeguards.

3.2 You acknowledge that personal data that you submit for publication through our website or services may be available, via the internet, around the world. We cannot prevent the use (or misuse) of such personal data by others.

4. Retaining and deleting personal data

4.1 Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

4.2 Unless we contact you and obtain your consent for us to retain your personal data for a longer period, we will retain and delete your personal data as follows:

(a) Application data will be retained for 6 months following the date of our last contact or dealing with you, at the end of which period it will be deleted from our systems.

(b) Contact data will be retained for 7 years following the date of our last contact or dealing with you, at the end of which period it will be deleted from our systems.

(c) Engagement data will be retained for 3-7 years following the date of our last contact or dealing with you, at the end of which period it will be deleted from our systems.

(d) Payroll data will be retained for 3 years after the end of the tax year to which they relate following the date of our last contact or dealing with you, at the end of which period it will be deleted from our systems.

(e) Sensitive personal data will be retained for 7 years following the date of our last contact or dealing with you, at the end of which period it will be deleted from our systems.

(f) Enquiry data will be retained for 6 months following the date of our last contact or dealing with you, at the end of which period it will be deleted from our systems.

(g) Notification personal data will be retained for 1 year following the date of our last contact or dealing with you, at the end of which period it will be deleted from our systems.

(h) Correspondence personal data will be retained for 1 year following the date of our last contact or dealing with you, at the end of which period it will be deleted from our systems.

(i) Client data will be retained for 1 year following the date of our last contact or dealing with you, at the end of which period it will be deleted from our systems.

4.3 We may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

5. Amendments

5.1 We may update this policy from time to time by publishing a new version on our website.

5.2 You should check this page occasionally to ensure you are happy with any changes to this policy.

5.3 We may notify you of changes to this policy by email.

6. Your rights

6.1 You may instruct us to provide you with any personal information we hold about you; provision of such information will be subject to:

(a) your request not being found to be unfounded or excessive, in which case a charge may apply; and

(b) the supply of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address).

6.2 We may withhold personal information that you request to the extent permitted by law.

6.3 You may instruct us at any time not to process your personal information for marketing purposes.

6.4 In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt out of the use of your personal information for marketing purposes.

6.5 The rights you have under data protection law are:

6.6 Your right to access your data. You have the right to ask us to confirm whether or not we process your personal data and, to have access to the personal data, and any additional information. That additional information includes the purposes for which we process your data, the categories of personal data we hold and the recipients of that personal data. You may request a copy of your personal data. The first copy will be provided free of charge, but we may charge a reasonable fee for additional copies.

6.7 Your right to rectification. If we hold any inaccurate personal data about you, you have the right to have these inaccuracies rectified. Where necessary for the purposes of the processing, you also have the right to have any incomplete personal data about you completed.

6.8 Your right to erasure. In certain circumstances you have the right to have personal data that we hold about you erased. This will be done without undue delay. These circumstances include the following: it is no longer necessary for us to hold those personal data in relation to the purposes for which they were originally collected or otherwise processed; you withdraw your consent to any processing which requires consent; the processing is for direct marketing purposes; and the personal data have been unlawfully processed. However, there are certain general exclusions of the right to erasure, including where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for establishing, exercising or defending legal claims.

6.9 Your right to restrict processing. In certain circumstances you have the right for the processing of your personal data to be restricted. This is the case where: you do not think that the personal data we hold about you is accurate; your data is being processed unlawfully, but you do not want your data to be erased; it is no longer necessary for us to hold your personal data for the purposes of our processing, but you still require that personal data in relation to a legal claim; and you have objected to processing, and are waiting for that objection to be verified. Where processing has been restricted for one of these reasons, we may continue to store your personal data. However, we will only process it for other reasons: with your consent; in relation to a legal claim; for the protection of the rights of another natural or legal person; or for reasons of important public interest.

6.10 Your right to object to processing. You can object to us processing your personal data on grounds relating to your particular situation, but only as far as our legal basis for the processing is that it is necessary for: the performance of a task carried out in the public interest, or in the exercise of any official authority vested in us; or the purposes of our legitimate interests or those of a third party. If you make an objection, we will stop processing your personal information unless we are able to: demonstrate compelling legitimate grounds for the processing, and that these legitimate grounds override your interests, rights and freedoms; or the processing is in relation to a legal claim.

6.11 Your right to object to direct marketing. You can object to us processing your personal data for direct marketing purposes. If you make an objection, we will stop processing your personal data for this purpose.

6.12 Your right to data portability. Where you have given us consent to process your personal data, or where we are processing your personal data for the performance of a contract, you have a legal right to receive a copy of the personal data we hold about you in a structured, commonly used and computer readable format. When a data request is made of us we will make available all applicable personal data to you in a computer readable format and will transmit your personal data to the appropriate third party pursuant to your instruction. We will not process your data in this way if we believe that it may pose a threat to the security of the data.

6.13 Automated data processing. To the extent that the legal basis we are relying on for processing your personal data is consent, and where the processing is automated, you are entitled to receive your personal data from us in a structured, commonly used and machine-readable format. However, you may not have this right if it would adversely affect the rights and freedoms of others.

6.14 Complaining to a supervisory authority. If you think that our processing of your personal data infringes data protection laws, you can lodge a complaint with a supervisory authority responsible for data protection. You may do this in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.

6.15 Right to withdraw consent. To the extent that the legal basis we are relying on for processing your personal data is consent, you are entitled to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.

6.16 Exercising your rights. You may exercise any of your rights in relation to your personal data by written notice to us in addition to the other methods specified above.

6.17 PARAGRAPHS 6.1 – 6.16 SHALL NOT APPLY TO CLIENT DATA OBTAINED OR PROCESSED BY 365 RESOURCING IN RESPECT OF POINTS OF CONTACT IN CONNECTION WITH A CLIENT. IN RESPECT OF SUCH DATA:

(a) 365 RESOURCING IS ACTING AS A PROCESSOR OF THAT DATA AND THE CUSTOMER IS THE CONTROLLER;

(b) POINTS OF CONTACT SHOULD CONTACT THE CUSTOMER (THEIR EMPLOYER) TO EXERCISE THE RIGHTS SET OUT IN THIS PARAGRAPH 6.

7. Our details

7.1 This website is owned and operated by Engineering 365 Resourcing Limited.

7.2 We are registered in England and Wales under registration number 07476596, and our registered office is at 25 Blackpole Business Centre, Blackpole Road, Worcester, Worcestershire, WR3 8SQ.

7.3 You can contact us:

(c) by post, using the postal address given above;

(d) using our website contact form;

(e) by telephone, on the contact number published on our website from time to time; or

(f) by email, using the email address published on our website from time to time.

8. Further Information

For further information about how we collect, process and secure your data contact us by email at: charlotte@365resourcing.co.uk or by telephone on: 01905707055.