Ace Hire Recruits Privacy Notice
This Privacy Notice (“Notice”) outlines how Ace Hire Recruits Ltd (referred to as “we,” “us,” “our,” or “Ace Hire Recruits”) may utilize, process, store, and disclose personal data collected about individuals. This includes data collected through our Candidate Registration process when you register with us for work finding services via this website and from other sources, such as when you apply for a job through job sites like Totaljobs, Indeed, Jobsite, and Jobserve. The types of personal data we gather are detailed in the section titled ‘Your personal data and how we collect it.’ As a controller, we are accountable for the personal data we handle. This Notice elucidates how we collect, use, and safeguard your personal data, as well as informing you about your privacy rights. It’s essential that you read this Notice alongside any other Privacy Notice we may provide, such as the Notice included in our Candidate Registration form, Employer’s Privacy Notice, and on specific occasions when we collect or process your personal data for new purposes. This Notice complements other Privacy Notices you may receive from us and is not intended to supersede them.
Collection of Your Personal Data
We gather various types of personal data based on our relationship with you, and you may fall into one or more of these categories:
● Candidates registered with us seeking temporary work as an agency worker or pursuing permanent or fixed-term contract employment.
● Job applicants applying for employed roles within Ace Hire Recruits, such as recruitment consultants or corporate positions.
● Internal employees engaged in work and operational activities related to the performance of our business operations. ● Business contacts at clients, hiring organizations, and suppliers of goods and services.
Utilizing this website
When utilizing this website, we may request certain personal data, including your name and contact information (email, home address, and phone number). Depending on the nature of your inquiry or activities on our website, we may also seek your job search criteria and preferences, employment experience, salary, and other background information, along with any login ID and password created by you. You can request job alerts through the website by providing a specific job title and location. You have the option to stop receiving these job alerts at any time by clicking on the unsubscribe link included in the job alert email. Please note that this website is not intended for children, and we do not knowingly collect data relating to children.
Signing up as a candidate for job placement services
We gather personal data directly from you during in-person interviews, video and online meetings, and from various sources, including your CV when applying for a job through job sites, our website, and Social Media platforms such as LinkedIn, Facebook, and Twitter. Additionally, we collect data when you provide your details during job fairs, promotional events, networking sessions, or training events. Upon requesting work finding services, we will prompt you to register as a Candidate. During this process, we collect your personal data directly from you, your CV, employment and educational referees, and via online tests and assessments as required. We may disclose your personal data to our clients in the UK, Europe, and outside the EEA for relevant job vacancies. Our clients may request additional personal data related to their job vacancies and requirements. Your personal data will be securely stored in our online candidate database.
As part of our work finding services, our recruitment consultants send you job alert emails closely matching your job search criteria and preferences, and other relevant roles when your qualifications, skills, and experience align with our clients’ vacancies. You can opt out of receiving these job alerts at any time by clicking the ‘unsubscribe’ link in the job alert email. The categories of personal data we may collect include:
● Identity details (full name, previous names, evidence of change of name); gender, date of birth, marital status, and social media URLs;
● Evidence of your right to work in the UK, which may include a photograph, nationality, place of birth, birth certificate, driving license, etc. (in accordance with Home Office requirements);
● Contact details, including your name, personal email, home address, and phone numbers for communication purposes;
● Bank account and national insurance number (for making payments and tax purposes, if you are working as an agency worker supplied through Ace Hire Recruits);
● Job search criteria, preferences, and expectations;
● Qualifications, skills, experience, and training;
● Educational and employment history;
● Details of past and current employment and/or educational referees;
● References;
● Online skill tests;
● Health/disability information (if provided and relevant);
● Unspent criminal/motoring convictions, court proceedings, and pending court proceedings;
● Other information from your CV or provided by you;
● Technical data, including IP address, login data, browser type, time zone setting, browser plug-in types and versions, operating system, and platform, collected through cookies or other tracking technologies;
● Profile data, including username, password, interests, preferences, feedback, and survey responses;
● Usage data, including information about how you use our website and services;
● Marketing and communications data, including your preferences.
We aim to maintain the accuracy of your personal data and may request you to complete and sign our candidate registration form and/or provide an updated CV regularly to ensure this. We process your personal data for these purposes based on your consent and to fulfill a contract. When collecting personal data directly, we provide a link to this privacy notice. When obtaining personal data indirectly, we provide a link to this privacy notice when first contacting you, passing the data to a third party, or within one month, whichever is later.
Applicants for employed roles
If you are applying for a position as an employee with us, we will gather personal data from you through various means, including your CV, in-person and video interviews, references, professional and educational organizations, online assessments, and other sources. Upon submitting a job application, we will process your personal data based on legitimate interests to consider and manage the application, administer the internal hiring process, and evaluate your suitability for the role. Your personal data will be securely stored in our confidential online HR database. Access to your personal data is restricted to HR and Talent Acquisition members in the UK, Europe, and the US, as well as other staff involved in the hiring process, such as interviewing, assessing your suitability, and communication. We do not share our HR database with any group companies and take measures to ensure the security and confidentiality of your personal data.
In the event that your employment application is unsuccessful, we will retain your personal data on our HR database for 6 months to document the fair and transparent conduct of the recruitment process and ensure non-discrimination against applicants. At the end of this retention period, your personal data will be automatically deleted. We may seek your consent to retain your CV data for up to 12 months if we believe you may be suitable for future roles. This will be done with your explicit consent, which you can withdraw at any time.
Sensitive Personal Data
Information regarding your unspent criminal or motoring convictions, court proceedings, or pending proceedings related to an offense committed or alleged to have been committed by you is processed solely to the extent that it is relevant. For example, this may enable us to assess whether these circumstances present grounds for not progressing further with your candidate registration or job application. Such information may be disclosed to our clients so they can determine its relevance to your suitability for a role within their organization. We will seek your consent before disclosing this information. If you opt to provide us with health data, we will only process it to the extent necessary and relevant, such as for making interview arrangements. In cases where you provide us with special categories of personal data (e.g., within your CV) that we do not require, we will disregard this data. Special categories of personal data will be processed in compliance with legal restrictions and will be retained for no longer than necessary before deletion.
Links To Other Website
Information regarding your unspent criminal or motoring convictions, court proceedings, or pending proceedings related to an offense committed or alleged to have been committed by you is processed solely to the extent that it is relevant. For example, this may enable us to assess whether these circumstances present grounds for not progressing further with your candidate registration or job application. Such information may be disclosed to our clients so they can determine its relevance to your suitability for a role within their organization. We will seek your consent before disclosing this information. If you opt to provide us with health data, we will only process it to the extent necessary and relevant, such as for making interview arrangements. In cases where you provide us with special categories of personal data (e.g., within your CV) that we do not require, we will disregard this data. Special categories of personal data will be processed in compliance with legal restrictions and will be retained for no longer than necessary before deletion.