Paratus Executive Limited (hereinafter “the Company”) is a career development/advisory and resourcing business. The Company must process personal data (including sensitive personal data) so that it can provide these services – in doing so, the Company is responsible for your personal data.
The Company must have a legal basis for processing your personal data. For the purposes of developing people’s career we will only use your personal data in accordance with the terms of the following Notice.
Please note that this Notice will be subject to amendment as required.
“Candidate(s)” means any individual who registers with the Company for the purposes of obtaining career development services.
“Client(s)” means any organisation and individual/employee of that organisation that the Company provides consultancy services to.
“Data Protection Legislation” means all data protection laws including the Data Protection Act 1998 and the General Data Protection Regulation (EU/2016/679).
“personal data” means any information relating to an individual who can be identified, such as by a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
“process/processing” means any operation or set of operations performed on personal data, such as collection, recording, organisation, structuring, storage (including archiving), adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
“Supervisory authority” means an independent public authority which is responsible for monitoring the application of data protection. In the UK the supervisory authority is the Information Commissioner’s Office (ICO).
“Supplier(s)” means any organisation and individual/employee of that organisation that provides services to the Company.
i) Categories of personal data that may be collected
The categories of personal data the Company may collect will depend on the type of contact you have with us.
If you are a Candidate, the Company may be required to collect the following personal data:
If you are a Client, the Company may collect the following personal data:
If you are a Supplier to the Company, the Company may collect the following personal data:
For the avoidance of doubt, the above lists of categories of personal data are not exhaustive.
ii) How we use your personal data
The Company may use your personal data for different reasons. Below is a non-exhaustive list of the uses the Company may have for your personal data.
If you are a Candidate, the Company will process your personal data for the purposes of providing you with career development services. If applicable, this service might include submitting your application to potential employers, but only once you have given direct personal consent. The Company will not use your personal data for marketing purposes.
If you have submitted your CV to the Company, the Company is also required to process your personal data. This may include carrying out any relevant reference checks when appropriate and necessary, but only once you have given your consent.
If you are a Client, the Company will only process specific data for a specific project or for tax or audit purposes. The Company will store your and your employees’ personal data for the purposes of ensuring that you are provided with the right level of service. The Company will also store records of role requirements, meetings, emails and conversations to ensure that the Company provides the appropriate service proposition. The Company considers the above as being in our legitimate interests in running a human capital management advisory business.
If you are a Supplier to the Company, the Company will only process your personal data to ensure that our agreed terms of contract may be carried out efficiently and effectively. The Company may also use your personal data as required by law, regulatory bodies or for tax or audit purposes.
If you are a Supplier, the Company will process the personal data of your employees and store your bank account details for the purposes of ensuring you are able to provide the relevant services as a Company Supplier and to be paid for those services. The Company considers the above as being in our legitimate interests as one of your customers.
The Company is required to obtain your consent to certain processing activities. In such circumstances, Consent must be freely given, specific, informed and unambiguous and you will be provided with a consent form with a specific opt-in option. You may withdraw your consent at anytime. For further information about your rights please see Section 5 – Your Rights.
The Company may transfer only the information you provide to us to countries outside the European Economic Area (‘EEA’) for the purposes of providing you with work-finding services. We will take steps to ensure adequate protections are in place to ensure the security of your information. The EEA comprises the EU member states plus Norway, Iceland and Liechtenstein.
The Company will retain your personal data only for as long as is necessary. Different laws require us to keep different data for different periods of time.
The Conduct of Employment Agencies and Employment Businesses Regulations 2003, require us to keep work-seeker records for at least one year from (a) the date of their creation or (b) after the date on which we last provide you with work-finding services.
If you are a Candidate or Client, where the Company has had no meaningful contact with you for a period of 3 years, your personal data will be deleted unless we are required to keep it by law, for a regulatory body or for tax or audit purposes.
Please see the Company’s Retention Schedule for further information.
In terms of the Data Protection Legislation, you have the following rights:
i) Right to be informed
The Company has an obligation to provide you with information on the way your personal data will be stored and used, as detailed in this Notice.
ii) Right of access
You have a right to access the personal data stored on our database. On request, we will provide you with copies of all the information we hold which is relevant to you. This will allow you to assess the accuracy of the information we hold and verify that the information is being used as originally intended and in compliance with the law.
iii) Right of rectification
Should you discover that some of the personal data we hold is inaccurate, you have a right to have that rectified and any inaccuracies will be amended accordingly. We may also contact any relevant third parties and make them aware of any changes and request that they update their records.
iv) Right of erasure
If you feel that there is no longer a need for the Company to retain your personal data, you can request that the information be permanently erased from our records.
v) Right to restrict processing
There are some instances where erasing personal data will not be desirable or even possible. In this event you may request that we no longer process the information and simply retain for reference purposes only.
vi) Right to data portability
Should you exercise your right of access, the Company will endeavour to provide any information in a format which is easy to move, copy or format from one IT environment to another. This is to make it easier for you to re-use the information should you wish to do so. Please note that this provision only applies to personal data that is processed via automated systems.
vii) Right to object
If your personal data is being processed for legitimate interests, direct marketing or for research purposes, you have the right to object.
You must have a reason for objecting to the processing if it is carried out for legitimate interests or for research purposes. In the case of direct marketing, we will immediately stop all direct marketing communications if you inform us that you no longer wish to receive this information.
Viii) Right to not be subjected to automated decision making and profiling
You have the right to not be subjected to decisions based solely on automated processing that has a legal or similarly significant effect upon you, except where the automated decision:
1) is necessary for the entering into or performance of a contact between the Company and you,
2) is authorised by law, or
3) you have given your explicit consent.
ix) Right to withdraw consent
You have the right to withdraw consent to processing of your personal data at any time.
If you wish to enforce any of the above rights please contact firstname.lastname@example.org.
Further information about the ICO can be found at - www.ico.org.uk