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Privacy Policy

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Venue Recruitment Solutions Ltd (the Data Controller), registered office address 227a West Street, Fareham, PO16 0HZ, company number 13127876.

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We provide recruitment services and consultation to clients looking to recruit personnel for their businesses.

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In order to provide our service we need to process certain information (detailed further in this policy).

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Venue Recruitment Solutions are committed to protecting and respecting your privacy. This policy sets out the way in which any personal data we collect from you, or that you provide us, will be processed by us.

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Should we ask you to provide certain information by which you can be identified when using our recruitment services, then you can be assured that it will only be used in accordance with this privacy policy.

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This policy refers to information handled by Venue Recruitment Solutions and we cannot detail how information held by an employer, a potential employer, a third person or company will be handled. Please refer to their own privacy policies.

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Who the policy applies to:

This Privacy Policy applies to the personal data of our website users, candidates, clients, suppliers, and other people whom we may contact in order to find out more about our candidates.

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If you are dissatisfied with any aspect of our Privacy Policy, you may have legal rights and, where relevant, we have described these as well.

It is important to point out that we may amend this Privacy Policy from time to time. Please visit this page if you want to stay up to date, as we will post any changes here.

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What it covers:

This policy:

  • sets out the types of personal data that we collect about you

  • explains how and why we collect and use your personal data

  • explains how long we keep your personal data for

  • explains when, why and with whom we will share your personal data;

  • sets out the legal basis we have for using your personal data;

  • explains the effect of refusing to provide the personal data requested;

  • explains the different rights and choices you have when it comes to your personal data; and

  • explains how we may contact you and how you can contact us.

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The personal data we collect:

If you are a candidate then we collect and use only the information necessary to carry out our core business and to ultimately be able to find the best available opportunities. We may also collect any further information needed to assess your eligibility through the different stages of recruitment. Information we collect may include:

  • Name and address

  • Contact information including email addresses and telephone numbers

  • Current job title, salary, earnings and benefits

  • Compliance documentation and references

  • Links to your professional profiles available in public domains e.g. LinkedIn

  • Your employment preferences e.g. desired employment location, salary expectations

  • Any other information obtainable from public sources in the case of legitimate interest

We may also collect sensitive personal data about you, related to your health, diversity information or details of any criminal convictions. We only collect sensitive personal data from you, and further process this data, where you have given your explicit consent.

 

If you are a client then we collect and use only the information necessary to provide you, or people in your organisation, with services such as finding the best available candidates for your opportunities.

 

We may collect and use information on other data subjects for the purpose necessary to be able to contact you and pay you for the services you provide.

 

We collect and use information on website users only for the purpose necessary to improve your experience when using our website. This may include how, when and how often you visit us.

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Where we collect personal data about you from:

The following are the different sources we may collect personal data about you from:

  • When you register with our website or apply for jobs via a job board

  • When you visit our website

  • When we correspond with you by phone or email during your search for a new opportunity and/or during the different recruitment stages, or during the course of our work with you to ensure that our relationship runs efficiently.

  • By referral. For example, you may be recommended by a friend, a former employer, a former colleague or even a present employer.

  • Through publicly available sources such as LinkedIn

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Where we collect your information through publicly available sources as set out above, we may do this with the aid of software programs. These programs are given parameters on the requirements of a role and search through publicly available sources to find such candidates. These programs are designed to only output information on candidates that meet the search criteria. The parameters of this program are restricted to only searching for candidate information from public sites where there is a reasonable expectation that such information may be collected and further processed by job recruiters for the purpose of sourcing candidates for different job roles.

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How we use your personal data:

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Candidates

We use your personal data to match your skills and experience with a potential employer.

 

Clients

We use information about you, or individuals in your organisation, to ensure that we can find the right candidates for the opportunities that you may have, or to fulfil our contractual obligations.

 

Purpose of processing and legal basis:

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Our legal basis for the processing of personal data is our legitimate business interests, described in more detail below, although we will also rely on consent and contractual obligation, for specific uses of data.

The legal basis we rely upon to offer our services to you is:

  • Legitimate business interest

  • Consent

  • Contractual obligation

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Legitimate business interest

Our legitimate interests in collecting and retaining your personal data is described below:

As a recruitment business we introduce candidates to clients for employment. The exchange of personal data of our candidates and our client contacts is a fundamental and essential part of this process.

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In order to support our candidates’ career aspirations and our clients’ resourcing needs we require a database of candidate and client personal data containing historical information as well as current resourcing requirements. To maintain, expand and develop our business we need to record the personal data of prospective candidates and client contacts.

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We think it’s reasonable to expect that, if you are looking for employment or have posted your professional CV information on a job board or professional networking site, you are happy for us to collect and otherwise use your personal data to provide our recruitment services to you, share that information with prospective employers (with your consent) and assess your skills against our live vacancies.

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Consent

We obtain consent to contact you for the purposes of promoting relevant services and potential roles.

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Contractual obligation

It is a requirement for us to hold and process your personal data for contractual reasons. We will not be able to complete the recruitment process without said information.

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Data Storage:

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All of the personal data we hold about you will be processed by us in the United Kingdom and is stored in and accessed by our cloud-based CRM system. We take all reasonable steps to ensure that your personal data is processed securely. We also take reasonable steps to prevent unauthorised access and misuse of your personal data.

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How long we keep your personal data:

We will only retain your information for as long as is necessary for us to use your information as described above or to comply with our legal obligations. However, we may retain some of your information after you cease to use our services, if we believe in good faith that it is necessary to meet our legal obligations, such as retaining the information for tax and accounting purposes.

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When determining the relevant retention periods, we will take into account factors including:

  • our contractual obligations and rights in relation to the information involved;

  • legal obligation(s) under applicable law to retain data for a certain period of time;

  • statute of limitations under applicable law(s);

  • (potential) disputes;

  • if you have made a request to have your information deleted;

  • guidelines issued by relevant data protection authorities.

Otherwise, we securely erase your information once this is no longer needed.

 

Who we share your personal data with:

We may share Candidate information with:

  • Clients of Venue Recruitment Solutions

  • Appointed background checking company

  • Relevant governing bodies

  • Suppliers of IT provisions used by Venue Recruitment Solutions

  • Associated third parties - for example our payroll and pension providers – to provide you with the best possible service.

We will only share your information with a prospective employee with your express consent.

 

We may share client information with:

  • Candidates during the course of providing recruitment services to you

  • Third parties as part of our contractual relationship.

 

Cookies:

To provide better service to you on our websites, we use cookies to collect your personal data when you browse. These cookies may include:

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Transfer of data outside the EEA:

The data that we collect from you may/will be transferred to, and stored at, a destination outside of the European Economic Area (EEA). It may be transferred to third parties outside of the EEA for the purpose of our recruitment services. It may/will also be processed by staff operating outside of the EEA who work for us or one of our suppliers. This includes staff engaged in, among other things, our recruitment services and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy notice.

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Safeguarding your personal data:

We take the security of your data very seriously and have put in place appropriate measures that are designed to prevent unauthorised access to or misuse of your personal data.

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Whilst we take all reasonable steps to protect your personal data, we cannot guarantee the security of data transmitted via the internet. Any data transmission is therefore done at your own risk.

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Rights in relation to the data we hold on you:

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

  • The right to be informed about the personal data the company processes on you;

  • The right of access to the personal data the company processes on you;

  • The right to rectification of your personal data;

  • The right to erasure of your personal data in certain circumstances (see below);

  • The right to restrict processing of your personal data;

  • The right to data portability in certain circumstances;

  • The right to object to the processing of your personal data that was based on a public or legitimate interest;

  • The right not to be subjected to automated decision making and profiling; and

  • The right to withdraw consent at any time

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If you have given your consent to anything we do with your personal data, 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 data with your consent up to that point is unlawful). This includes your right to withdraw consent to us using your personal data for marketing purposes.

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Should we want, need or rely on consent to lawfully process your data then we may request your consent either orally, by email or by an online process for the specific activity that we require consent for and record your response on our system.

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In certain circumstances, Venue Recruitment Solutions is unable to exercise your right to removal of personal data for legal reasons. If this is the case, Venue Recruitment Solutions will inform you of what information cannot be removed and the reasons for this.

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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

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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.

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The Data Protection Act 1998 and the GDPR give you the right to access information held about you.

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We encourage you to contact us to ensure your data is accurate and complete.

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For any queries in relation to anything covered above please email info@venuerecruit.co.uk. If you believe that any information we are holding on you is incorrect or incomplete, please email us as soon as possible. We will promptly correct any information found to be incorrect.

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How will we contact you?

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

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How can you contact us?

If you are unhappy with how we’ve handled your information, or have further questions on the processing of your personal data, please contact:

Dan Reeves (Managing Director) – dan@venuerecruit.co.uk

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