It describes how we collect, use and process your personal data, and how, in doing so, we comply with our legal obligations to you. Your privacy is important to us, and we are committed to protecting and safeguarding your data privacy rights.
For the purpose of applicable data protection legislation (including but not limited to the General Data Protection Regulation (Regulation (EU) 2016/679) (the “GDPR”), the company responsible for your personal data (“Walmsley Wilkinson” or “us”) can be contacted at Walmsley Wilkinson, Associates, Cowgill House, Gisburn Road, Sawley, Clitheroe, BB7 4lH, Tel +44 ( 0) 1200 401 201, email firstname.lastname@example.org
The Personal Data We Collect
CANDIDATE DATA: In order to provide the best possible employment opportunities that are tailored to you, we need to process certain information about you. We only ask for details that will genuinely help us to help you, such as your name, contact details, education details, employment history, emergency contacts, immigration status (and of course you may choose to share other relevant information with us). Where appropriate and in accordance with local laws and requirements, we may also collect information related to your health, diversity information or details of any criminal convictions.
CLIENT DATA: If you are a Walmsley Wilkinson client, we need to collect and use information about you, or individuals at your organisation, in the course of providing you services such as finding Candidates who are the most appropriate fit for you or your organisation. The data we collect about clients is quite limited. We generally only need to have your contact details or the details of individual contacts at your organisation (such as their names, telephone numbers and email addresses) to enable us to ensure that our relationship runs smoothly. We may also hold extra information that someone in your organisation has chosen to tell us. If we need any additional personal data for any reason, we will let you know.
SUPPLIER DATA: We need a small amount of information from our suppliers to ensure that things run smoothly. We need contact details of relevant individuals at your organisation so that we can communicate with you. We also need other information such as your bank details so that we can pay for the services you provide (if this is part of the contractual arrangements between us).
PEOPLE WHOSE DATA WE RECEIVE FROM CANDIDATES AND STAFF, SUCH AS REFEREES AND EMERGENCY CONTACTS: In order to provide candidates with suitable employment opportunities safely and securely and to provide for every eventuality for them, we need some basic background information. We only ask for very basic contact details, so that we can get in touch with you either for a reference or because you’ve been listed as an emergency contact for one of our candidates or staff members.
WEBSITE USERS: We collect a limited amount of data from our website users which we use to help us to improve your experience when using our website and to help us manage the services we provide. This includes information such as how you use our website, the frequency with which you access our website, and the times that our website is most popular.
A number of elements of the personal data we collect from you are required to enable us to fulfil our contractual duties to you or to others. Alternatively, items may simply be needed to ensure that our relationship can run smoothly.
Depending on the type of personal data in question and the grounds on which we may be processing it, should you decline to provide us with such data, we may not be able to fulfil our contractual requirements or, in extreme cases, may not be able to continue with our relationship.
How We Collect Personal Data
CANDIDATE DATA: There are two main ways in which we collect your personal data:
- Directly from you; and
- From third parties (eg online job boards).
CLIENT DATA: There are two main ways in which we collect your personal data:
- Directly from you; and
- From third parties (e.g. our Candidates) and other limited sources (e.g. online and offline media).
SUPPLIER DATA: We collect your personal data during the course of our work with you.
PEOPLE WHOSE DATA WE RECEIVE FROM CANDIDATES AND STAFF, SUCH AS REFEREES AND EMERGENCY CONTACTS: We collect your contact details only where a candidate or a member of our staff puts you down as their emergency contact or where a candidate gives them to us in order for you to serve as a referee.
For all the above individuals, to the extent that you access our website we will also collect certain data from you.
WEBSITE USERS: We collect your data automatically via cookies when you visit our website, in line with cookie settings in your browser.
How We Use Your Personal Data
CANDIDATE DATA: The main reason for using your personal details is to help you find employment opportunities that might be suitable for you. The more information we have about you, your skillset and your ambitions, the more bespoke we can make our service. Where appropriate and in accordance with local laws and requirements, we may also use your personal data for things like marketing, profiling and diversity monitoring. Where appropriate, we will seek your consent to undertake some of these activities.
CLIENT DATA: The main reason for using information about clients is to ensure that the contractual arrangements between us can properly be implemented so that the relationship can run smoothly. This may involve identifying candidates who we think will be an appropriate fit for you or your organisation. The more information we have, the more bespoke we can make our service.
SUPPLIER DATA: The main reasons for using your personal data are to ensure that the contractual arrangements between us can properly be implemented so that the relationship can run smoothly, and to comply with legal requirements.
PEOPLE WHOSE DATA WE RECEIVE FROM CANDIDATES AND STAFF, SUCH AS REFEREES AND EMERGENCY CONTACTS: We use referees’ personal data to help our candidates find employment which is suited to them. If we are able to verify their details and qualifications, we can make sure that they are well matched with prospective employers. We may also use referees’ personal data to contact them in relation to recruitment activities that may be of interest to them. We use the personal details of a candidates or staff member’s emergency contacts in the case of an accident or emergency affecting that candidate or member of staff.
WEBSITE USERS: We use your data to help us to improve your experience of using our website, for example by analysing your recent job search criteria to help us to present jobs to you that we think you’ll be interested in. If you are also a candidate or client of Walmsley Wilkinson Associates, we may use data from your use of our websites to enhance other aspects of our communications with, or service to, you.
Please note that communications to and from Walmsley Wilkinson Associate staff including emails may be reviewed as part of internal or external investigations or litigation.
Who We Share your Personal Data With
CANDIDATE DATA: We may share your personal data with various parties, in various ways and for various reasons. Primarily we will share your information with prospective employers to increase your chances of securing the opportunity you want.
CLIENT DATA: We will share your data: (i) primarily to ensure that we provide you with a suitable pool of Candidates.
SUPPLIER DATA: Unless you specify otherwise, we may share your information with any of our associated third parties such as our service providers and organisations to whom we provide services.
PEOPLE WHOSE DATA WE RECEIVE FROM CANDIDATES AND STAFF, SUCH AS REFEREES AND EMERGENCY CONTACTS: Unless you specify otherwise, we may share your information with any of our associated third parties such as our service providers and organisations to whom we provide services.
WEBSITE USERS: Unless you specify otherwise, we may share your information with providers of web analytics services, marketing automation platforms and social media services to make sure any advertising you receive is targeted to you.
How We Safeguard Your Personal Data
We care about protecting your information. That’s why we put in place appropriate measures that are designed to prevent unauthorised access to, and misuse of, your personal data.
How Long We Retain Your Personal Data
If we have not had meaningful contact with you (or, where appropriate, the company you are working for or with) for a period of two years, we will delete your personal data from our systems unless we believe in good faith that the law or other regulation requires us to preserve it (for example, because of our obligations to tax authorities or in connection with any anticipated litigation).
How You Can Access, Amend or Take Back the Personal Data You Have Provided
Even if we already hold your personal data, you still have various rights in relation to it. To get in touch about these, please contact us. We will seek to deal with your request without undue delay, and in any event in accordance with the requirements of any applicable laws. Please note that we may keep a record of your communications to help us resolve any issues which you raise.
Right to object: If we are using your data because we deem it necessary for our legitimate interests to do so, and you do not agree, you have the right to object. We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases). Generally, we will only disagree with you if certain limited conditions apply.
Right to withdraw consent: Where we have obtained your consent to process your personal data for certain activities (for example, for profiling your suitability for certain roles), or consent to promote you, you may withdraw your consent at any time.
Data Subject Access Requests (DSAR): You have the right to ask us to confirm what information we hold about you at any time, and you may ask us to modify, update or delete such information. At this point we may comply with your request or, additionally do one of the following:
We may ask you to verify your identity, or ask for more information about your request; and where we are legally permitted to do so, we may decline your request, but we will explain why if we do so.
Right to erasure: In certain situations (for example, where we have processed your data unlawfully), you have the right to request us to “erase” your personal data. We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases) and will only disagree with you if certain limited conditions apply. If we do agree to your request, we will delete your data but will generally assume that you would prefer us to keep a note of your name on our register of individuals who would prefer not to be contacted; thereby minimising the chances of you being contacted in the future. If you would prefer us not to do this, you are free to say so.
Right of data portability: If you wish, you have the right to transfer your data from us to another data controller. We will help with this – either by directly transferring your data for you, or by providing you with a copy in a commonly used machine-readable format.
Right to lodge a complaint with a supervisory authority: You also have the right to lodge a complaint with your local supervisory authority:- The Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF – Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number or visit www.ico.org.uk
If your interests or requirements change, you can unsubscribe from part or all of our marketing content (for example job role emails or Walmsley Wilkinson Associates newsletters) by clicking the unsubscribe link in the emails.
Processing Personal Data – Legitimate Interest
Article 6(1)(f) of the GDPR states that we can process your data where it “is necessary for the purposes of the legitimate interests pursued by [us] or by a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of [you] which require protection of personal data.”
Accurate Personal Data
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during the period for which we hold your data.