Recoded Recruitment are committed to ensuring compliance with data protection through transparency and communication. This privacy policy outlines how we collect, store, and use data during our services.

All data collected will be used specifically for work finding services and employment, including matching candidates with suitable roles we are representing. During our recruitment activities, we will source candidates using LinkedIn, social platforms, and other job boards under legitimate business interest for work finding services. We will contact any candidates sourced via these means within 30 days or delete their records for our systems. After an initial screening call, we will request consent to store, process and transmit candidate data to provide work finding services for a period of one year and three months.

What data do we collect?

We will collect personal identification information, including but not limited to public profiles, name, address, date of birth, email, phone number, professional and or employment related information, social profiles and notes from details given during screening calls.

Information collected from clients will include company registration, structure, relevant financial and point of contact details.

In line with right to work checks and payroll requirements, we will collect information on our employees such as name, address, date of birth, tax information, bank details and identification documentation.

How do we collect your data?

We only collect data relevant to our services that is freely and publicly available. Such as, third-party professional platforms, job boards, and through interviews - updates, feedback, and engagement calls.

We use a HR platform to collect employee information through a series of requests issued to new and current employees via email.

How we use your data?

We primarily use the data obtained to create records in our applicant tracking systems. This is then used to arrange screening calls to assess and match suitable candidates to roles available. Data will be shared with our talent team, clients, and partner companies to facilitate work finding services. Candidates’ information will only be submitted to clients for roles that they have specially agreed to move forwards in the process.

Where required by our clients or from time to time, we may request further personal data to process additional identity, qualification or financial checks to complete work finding services.

We act as the data controller for information obtained and held in our applicant tracking system, obtaining consent during our registrations in compliance with principle 1, article 6 of the General Data Protection Act 2018.

During business development, we will use data collected to contact leads or current clients to discuss opportunities and collect information regarding roles available. Once services have been provided, we will use data to issue invoices for these services.

Employee data will be used during their employment and retained for a minimum of six years post-employment. We will use data for communications, milestone celebrations, to provide development & training platforms and to process payroll in compliance with current employment legislation.

How do we store your data?

Recoded Recruitment stores data on our third-party applicant tracking, CRM, HRIS, holiday and internal systems. Both third party and internal systems are maintained and monitored in compliance with the data regulations.

We will retain candidate data for a period of one year and three months from date of collection. After one year, consent will be renewed, if the consent if not given within the three-month window, candidates profiles will be deleted from our applicant tracking systems.

Client data will be retained for a rolling period of three years, driven by the start date of the last active transaction.

CCTV at Wilson House

Due to the office location and access routes to the Recoded Recruitment office, we have installed CCTV within our Wilson House premises. The CCTV is positioned in the main office areas to ensure coverage of the internal and external office doors. We will collect CCTV images of office users and store them for a maximum of 30 days.

Recoded Recruitment is registered with the ICO as a data controller, and we comply with our legal obligations by displaying notices that CCTV is in operation and informing employees working within this location. Further information can be found in our CCTV policy.

Marketing

From time to time, we will use information to complete marketing activities that are in line with our service offerings.

What are your data protection rights?

Recoded Recruitment will comply with all rights under the Data protection Act 2018 (UK Law that compliments the General Data Protection Regulation).

The right to access

You have the right to request copies of your personal data Recoded Recruitment have stored. This could be as an employee, candidate, or client.

The right to rectification

You have the right to request copies of your personal data Recoded Recruitment have stored. This could be as an employee, candidate, or client.

The right to erasure

You have the right to request where possible that Recoded Recruitment erase your personal data. This may only be necessary in certain circumstances.

The right to restrict processing

You have the right to restrict Recoded Recruitments processing activities relating to your personal data.

The right to data portability

You have the right to request where possible that Recoded Recruitment transfers data we have collected to another organisation upon request.

If you would like to exercise any of the above rights, you can do so by contacting us.

Recoded Recruitments Response to Subject Access Requests (SAR)

• Requests will be logged with an opening date to start our 30-day timeline
  • Requested via email, LinkedIn, calls or face to face.
• Communication will be sent to acknowledge the request
• Further details may be requested to prove a subject identity. Where additional information is required our 30-day timeline will only start once further information has been received.
• E-discovery will take place across our platforms and third-party software
• Confirmation request has been actioned will be issued
• Should the request be for data access, data will be provided to the data subject in a secure artifact folder that will require verification to access

What are cookies?

Cookies are files placed on your computer to collect a log of information. We use Google analytics which collects information about visitors’ journeys through our website and we store this information in line with data protection requirements.

Our third parties may also collect cookies when using their services and will alert you to this when you visit their pages or sign up to an account.