Circle Square Privacy Policy - Jan 2022

Introduction

At Circle Square, protecting your privacy is very important to us. Our goal is to treat the personal information you provide to us with the utmost respect and in accordance with this Privacy Policy. This Privacy Policy explains what types of information we collect from you, how it is used by us, how we share it with others and how you can take action in relation to any of the data we hold on you.

As a recruitment organisation, our business purpose is twofold:

1) To support companies who wish to recruit talent into their organisations, and

2) To engage with candidates who wish to fulfill their career potential by assuming new job positions.

Information is critical to enabling our business to operate and where information is in the public domain, we have a legitimate business interest to source and use that data to achieve this business purpose. At the point of obtaining data on individuals and integrating it into our systems we assume the responsibilities of a ‘data controller’ according to the General Data Protection Regulation (GDPR). This document will articulate how we execute these responsibilities in what we do and protect the rights of the individual in safeguarding their data.

What information do we collect and how do we obtain it?

Candidates:

When prospecting the marketplace to identify candidates of interest we utilise several methods:

1) Job Boards where candidate CVs are posted.

2) Business network contacts e.g. known individuals, referrals etc.

3) LinkedIn.

4) Direct contact through our advertisements, registering on our website or an approach for service by a candidate.

In the event that we collect your data from a third party (e.g. via a Job Board where you have posted your CV) or at the point of first contact with you (e.g. a prospecting phone call based on reviewing your profile on LinkedIn) we will request your consent to store and manage your data within our database. We only collect information which is necessary, relevant and adequate for the purpose you are providing it and we never sell this information to a third party.

The standard data we collect is:

• Name.
• Contact details e.g. phone number, email address etc.
• Curriculum Vitae.
• Employment history.
• Education history.
• Career / employment goals.
• Any ongoing correspondence based on interactions e.g. notes from discussions.

Clients:

We actively manage our network of business contacts to support our previously stated business interest to trade as a recruitment organisation. Information on our client contacts is sourced through existing relationships with these individuals or through information that is in the public domain. We maintain information on our client contacts within our database in a similar fashion to our candidate profiles and again we only collect information which is necessary, relevant and adequate for the purpose it is being used for and we never sell this information to a third party.

The standard data we collect is:

• Name.
• Contact details e.g. phone number, email address etc.
• Job position.
• Company.
• Any ongoing correspondence based on interactions e.g. notes from discussions.

How do we use the data we have collected?

Circle Square will only process information that is necessary for the purpose for which it has been collected.

For candidates, where you have provided your consent, we may use and process your information to:

• Identify suitable jobs of interest to you based on your qualifications, experience and job interests.
• Contact you on specific job roles that you may be interested in being considered for.
• Contact you from time to time about events, services or information which we think may be of interest to you.

It is important to note that we will not submit your information (personal data or CV) to a client in relation to a job role without seeking your approval prior to submission. Following your approval to do so, we will share your CV with our clients in our capacity to find you employment. Circle Square has contractual agreements in place with all our Clients that requires them to solely use CVs for the purpose of filling the job within their organisation for which the information was provided and to not disclose CVs outside of their organisation.  Our Staff are not permitted to disclose your information outside of our organisation beyond our clients in the capacity described above.

For client contacts, we utilise information collected to:

• Solicit new business based on specific candidate criteria, where we believe we can fulfil these requirements.
• Communicate on specific work assigned to us by our client organisation.
• Contact you from time to time about events, services or information which we think may be of interest to you.

Our Staff are not permitted to disclose your information outside of our organisation.

Who has access to your data?

Circle Square employees involved in the recruitment process will have access to candidate and client data through the processes described above. All employees are bound by employment contracts to only access this data for the purposes described and not disclose information outside of our organisation.

In addition, we work with a third-party organisation, ResourceSmith, who operate elements of our data processing on our behalf. We take steps to ensure that our third-party partner complies with data protection legislation and protects your information just as we do. We only disclose personal information that is necessary for them to provide the service that they are undertaking on our behalf. Due to the international nature of our business, there may be some instances where your information is processed or stored outside of the EU.  In those instances, we will ensure that appropriate safeguards are in place for that transfer and storage as required by applicable law.

What rights and choices are available to you?

You have the right as an individual to access your personal information we hold about you and make corrections if necessary. You have the right to withdraw any consent you have previously given us and ask us to erase information we hold about you. You can also object to us using your personal information (where we rely on our business interests to process and use your personal information). You can contact us directly to:

1) Ask for a copy of the information that we hold about you;

2) Correct and update your information;

3) Withdraw your consent (where we rely on it);

4) Object to our use of your information (where we rely on our legitimate interests to use your personal information) provided we do not have any continuing lawful reason to        continue to use and process the information. When we do rely on our legitimate interests to use your personal information for direct marketing, we will always comply with your right to object;

5) Erase your information (or restrict the use of it), provided we do not have any continuing lawful reason to continue to use and process that information;

6) Transfer your information in a structured data file (in a commonly used and machine-readable format).

If you want to take any of the actions outlined above, please send an email to info@circlesquare.co.uk specifying what you would like to occur.

Website Cookies Policy

Cookies are small pieces of data stored by your Internet browser on your computer's hard drive, which permits us to recognise you when you access our website. If you are browsing, a cookie is used to help us measure the number of visits, average time spent, page views, and other statistics relating to your use of this site. If you are searching, a cookie is used to carry the search request data from the request page to the results page. This cookie, by itself, doesn't tell us your email address or who you are. If you decide to register on-line with us, we may collect additional information to provide tailored job opportunities or other information to you. In this case, we use cookies to recognise you on subsequent visits and make your on-line experience more convenient, unless prohibited by law. Please note portions of our website will not function if you do not accept cookies. 

Changes to this Privacy Policy

Any changes that we may make to our Privacy Policy in the future will be posted on our website. Where appropriate, we will notify you of these changes.

This Privacy Policy was last updated on 4th January 2022.