Last updated: 14 September 2021
At ITS Resourcing Limited (“ITS”, “we”, “us”, “our”), we are fully committed to protecting the privacy of our customers. This policy details how we demonstrate best practise to ensure compliance and our legal obligation in line with the General Data Protection Regulation (GDPR).
This privacy notice explains the type of personal data that we collect, why and how we collect it, what we do with this information and your rights in relation to the data we hold about you. This applies to the personal data of candidates, clients, suppliers and third parties.
The information that we collect
We currently collect and process the following information:
Candidates: In order to provide our recruitment services, when registering with us as a candidate either by sending your details, applying for one of our roles or uploading your CV to our website or job board partners, we request for personal data, including but not limited to; your name, contact details, employment history, qualifications, and information from your Curriculum Vitae (CV). As part of the registration process, we ask further detail of your current and expected remuneration, the current status of your recruitment journey (applications, interviews, offers), motivations and notice period. Where required, we may request details of any unspent criminal convictions and carry out additional background checks.
In order to contact any perspective candidates that we believe may be interested in our recruitment services, we collect personal data including your name, contact details and professional information obtained from job board partners and publicly available sources such as LinkedIn and social media sites.
Clients: In order to ensure that the right candidates are placed within your organisation, we collect personal data such as your name, contact details and job title. We process any recruitment activity such as registered requirements, interviews and placements and any feedback that you provide regarding our candidates.
Suppliers: We collect data such as the name, contact details and job title of the relevant business contact for your organisation.
Third parties: As part of our service, we may require to obtain personal data about you from a third party, including referees, educational institutes to check qualifications, referrals, emergency contacts and Disclosure and Barring Service or Disclosure Scotland for details of unspent criminal convictions.
How we get your personal information
Typically, the personal information we process is provided to us directly by you and/or from a third party.
Provided by you: Whether this be via the website registration process on our website, application via the company website or job board directed to ITS Resourcing, contacting an ITS Consultant directly via email or social media platforms or via an interview with an ITS consultant.
By a third party: We may receive personal data of candidates from third parties such as; referees, clients, job boards, LinkedIn and other publicly accessible social media sources.
We may receive personal data regarding clients from other sources such as; candidates and marketing platforms.
How we use your personal data
We use your personal data to communicate with you regarding our recruitment services and to facilitate the recruitment process. This will include contacting you regarding job opportunities, sending candidate data to clients in relation to job roles, providing support during onboarding and leaving an organisation, as well as updating our Customer Relationship Management (CRM) system accordingly.
For any prospective candidates, we use your personal data to determine your interest in our services and how we may assist you moving forward.
We may contact clients and candidates to inform of the full recruitment services we offer, to present jobs and candidates in the hope of possible matches to open requirements and to inform both clients and candidates of relevant market research we feel may be of interest.
Some of these are not covered by our legitimate interests and, depending on the situation will require for you to opt-in.
Establish, Exercise or Defend Legal Claims
We may be required to use your personal data in cases of investigation and reporting of crime to comply with your legal responsibility.
Storing and Retention of data
Your information is securely stored in our Customer Relationship Management (CRM) system. We will retain your personal data for a period of five years after our last meaningful contact with you (or for a period of time whereby the law requires personal date to be retained in excess of five years).
“Meaningful contact” refers to verbal or written communication between us or where you are actively using our online services. This will include; registration of your CV on our company website, communication from you regarding potential roles (written or verbal), and engagement or replies to our marketing communications.
How we share your personal data
- Candidates: We may share your personal data with clients who have suitable vacancies. This is for the purpose of introduction, interview and engagement.
- Clients: We may share your personal data with candidates who are interested and/or are suitable to a role within your organisation.
- We may also share your personal data with third party service providers who perform services on our behalf i.e. accountants, legal and technical support functions. As well as third party providers for services such as qualification and criminal conviction checks (when required).
- Organisations whom may retain information related to your application to work with us such as current and past employers, and educators and recruitment agencies.
Legal basis for processing our data
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
Article 6(1)(f) of the GDPR states that ITS Resourcing Limited can process your data where “processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third-party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.”
As a recruitment business, it is essential for us to collect and process the personal data of our clients and candidates in order to provide our services in an efficient manner, to be able to respond to requests and also inform you of our services. We believe these activities are reasonable in providing a tailored recruitment service and are not in any way prejudice to the individual.
In order to maintain and expand our business we require the processing of personal data for any prospective candidates and clients.
In some aspects of our recruitment and marketing activities, we will ask for your consent, such as direct marketing through digital channels and any other circumstances that may fall outside of our legitimate interests.
In the case that we are processing your personal data based on your consent, you have the right to withdraw your consent at any time. You can do this by contacting firstname.lastname@example.org or selecting the opt-out options available to you.
Under data protection law, your rights include:
Right of access (Data Subject Access Request): You have the right to ask us for copies of your personal information.
Right to rectification: You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Right to erasure: You have the right to ask us to erase your personal information in certain circumstances.
Right to restriction of processing: You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Right to object to processing: You have the the right to object to the processing of your personal information in certain circumstances.
Right to data portability: You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
Please contact us at email@example.com should you wish to make a request and we will respond within one month from receipt of email. You are not required to pay any charge for exercising your rights.
Questions and Complaints
Should you have any unresolved concerns you have the right to also complain to the Information Commissioner’s Office (ICO) who can be contacted at:
The ICO’s address:
Information Commissioner’s Office
Contact number: 0303 123 1113
ICO website: www.ico.org.uk
Address: ITS Resourcing Limited
Suite 2A, Blackthorn House
St Pauls Square
Phone: 01384 732738
ITS Resourcing Limited has the right to make changes to this policy at any time, with updates posted to this site.