Privacy & Cookie Policy

Introduction

Stafflex is a recruitment business which provides work-finding services to its clients and work-seekers. Stafflex must process personal data (including special categories of personal data) so that it can provide these services – in doing so, Stafflex acts as a data controller.

You may give your personal details to Stafflex directly, such as on an application or registration form or via our website, or we may collect them from another source such as a jobs boards. Stafflex must have a legal basis for processing your personal data. For the purposes of providing you with work-finding services and/or information relating to roles relevant to you, we will only use your personal data in accordance with this privacy statement. We will comply with current data protection laws at all times.

Stafflex will collect the personal details that you provide to us on our website for the purposes of providing you with work finding services and/or information. In providing such services and/or information to you we will only use your personal data in accordance with the terms of the following statement.

 

This statement sets out below:

  1. How Stafflex collects your personally identifiable information through the website.
  2. How Stafflex uses this information.
  3. Who Stafflex may share the information with and for what purpose(s).
  4. What choices are available to you regarding collection, use and distribution of your information.
  5. The kind of security procedures that are in place to protect the loss, misuse or alteration of information collected through the Stafflex’ website
  6. How you can correct any inaccuracies in the information collected through the website.

If you feel that this company is not abiding by its posted privacy policy, you should first contact: Nemi Alexis (nemi@stafflex.co.uk)

 

Information Collection and Use

Stafflex collects information from our users at several different points on our website. Stafflex is the sole owner of the information collected on this site.  We will not sell, share, or rent this information to others. Stafflex  will collect your personal data (which may include special categories of personal data) and will process your personal data for the purposes of providing you with work-finding services. This includes for example, contacting you about job opportunities, assessing your suitability for those opportunities, updating our databases, putting you forward for job opportunities, arranging payments to you and developing and managing our services and relationship with you and our clients.

If you have opted-in we may also send you marketing information and news via email/text.  You can opt-out from receiving these at any time by clicking “unsubscribe” when you receive these communications from us.

On some occasions we may be required to use your data for the purpose of investigating, reporting and detecting crime and also to comply with laws that apply to us. We may also use your information during the course of internal audits to demonstrate our compliance with certain industry standards.

We must have a legal basis to process your personal data. The legal bases we rely upon to offer our work-finding services to you are:

  • Your consent
  • Where we have a legitimate interest
  • To comply with a legal obligation that we have
  • To fulfil a contractual obligation that we have with you

 

Registration

We request information from you on our online and in-house registration forms.  Here you must provide contact information and information regarding the type of work you are seeking and your skills, qualifications and experience.  This information is used to enable us to provide you with work-finding services.  If we have trouble processing your application, this contact information is used to get in touch with you. Stafflex does not use this information for any other purpose.

 

Legitimate interest

This is where Stafflex has a legitimate reason to process your data provided it is reasonable and does not go against what you would reasonably expect from us.  Where Stafflex has relied on a legitimate interest to process your personal data our legitimate interests is/are as follows:

  • Managing our database and keeping client and candidate records up to date;
  • Contacting clients and candidates to seek your consent where Stafflex need it;
  • Providing work-finding services to candidates, including sending their information to clients where they have demonstrated an interest in doing that particular type of work but not expressly consented to Stafflex passing on their cv;
  • Contacting candidates and clients with information about similar products or services that they have used from Stafflex recently;
  • Contacting clients and candidates about opportunities, such as training, and events that Stafflex are involved in.

 

Statutory/contractual requirement

The Company has certain legal and contractual requirements to collect personal data (e.g. to comply with the Conduct of Employment Agencies and Employment Businesses Regulations 2003, immigration and tax legislation, and in some circumstances safeguarding requirements).  Our clients may require this personal data, and we may need your data to enter into a contract with you. If you do not give us the personal data we need to collect In order to comply with our statutory and legal requirements, we may not be able to continue to provide work-finding services to you.

 

Recipient/s of data

The Company will process your personal data and/or sensitive personal data with the following recipients:

  • Clients (who we may introduce or supply you to)
  • Your former or prospective employers who we may seek references from or provide references to.
  • Payroll service providers who manage payroll on our behalf or other payment intermediaries who we may introduce you to
  • Other recruitment agencies in the supply chain i.e. master vendors
  • Auditors who are assessing the compliance and processes of the business to ensure its adherence to all relevant legislation and good practice guidance
  • The Recruitment and Employment Confederation, Crown Commercial Services, Gang Masters and Labour Abuse Authority, Employment Agency Standards Inspectorate
  • Any public information sources and third party organisations that we may use to carry out suitability checks on work-seekers such as Disclosure and Barring Service (DBS), Teaching Regulation Authority (TRA), DVLA
  • Government, law enforcement agencies and other regulators e.g. the Police, Home Office, HMRC, Employment Agencies Standards Inspectorate (EASI), Local Authority Designated Officers (LADOs)

 

Sharing

We may share aggregated demographic information with our clients. This is not linked to any personal information that can identify any individual person.

 

Information to be provided when data collected not from the data subject

Occasionally information is collected from other sources.

Categories of data: Stafflex has collected the following personal data on you:

Personal data:

  • Name, address, mobile no., email
  • National insurance no.
  • Nationality (through right to work check)

Special categories of personal data:

  • Health information including whether you have a disability
  • Criminal conviction(s)

Source of the personal data:

Stafflex has sourced your personal data/special categories of personal data:

  • From jobs boards, Adzuna, Broadbean, CV Library Total Jobs, Reed LinkedIn
  • A former employer
  • A referee whose details you previously provided to us
  • Online searches (on short listed candidates)
  • Software providers who we use to support our services including
  • Cookies

This information [came/did not come] from a publicly accessible source.

 

Data retention

The Company will retain your personal data only for as long as is necessary for the purpose we collect it. Different laws may also require us to keep different data for different periods of time. For example, 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. We are required to keep your records relating to the right to work in the UK 2 years after employment or the engagement has ended  alterable and working time records including your  48 hour opt out notice annual leave/holiday records 2 years from the time they were created.

Additionally, we must also keep your payroll records, holiday pay, sick pay and pensions auto-enrolment records for as long as is legally required by HMRC and associated national minimum wage, social security and tax legislation. This is currently 3 to 6 years.

Where the Company has obtained your consent to process your personal/and special categories of personal data we will do so in line with our retention policy. Upon expiry of that period the Company will seek further consent from you. Where consent is not granted the Company will cease to process your personal data/and sensitive personal data.

 

Your Rights

Please be aware that you have the following data protection rights:

  • The right to be informed about the personal data that Stafflex processes on you;
  • The right of access to the personal data that Stafflex processes on you;
  • The right to rectification of your personal data;
  • The right to erasure of your personal data in certain circumstances;
  • The right to restrict processing of your personal data;
  • The right to data portability in certain circumstances;
  • The right to object to the processing of your personal data that was based on a public or legitimate interest;
  • The right not to be subjected to automated decision making and profiling; and
  • The right to withdraw consent at any time.

Where you have consented to Stafflex processing your personal data /sensitive personal data you have the right to withdraw that consent at any time by contacting Nemi Alexis nemi@stafflex.co.uk. Please note that if you withdraw your consent to further processing that does not affect any processing done prior to the withdrawal of that consent, or which is done according to another legal basis.

There may be circumstances where the Company will still need to process your data for legal or official reasons. Where this is the case, we will tell you and we will restrict the data to only what is necessary for those specific reasons.

If you believe that any of your data that the Company processes is incorrect or incomplete, please contact us using the details above and we will take reasonable steps to check its accuracy and correct it where necessary.

You can also contact us using the above details if you want us to restrict the type or amount of data we process for you, access your personal data or exercise any of the other rights listed above.

 

Cookies

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

The table below explains the cookies we use and why.

Cookie Name

Purpose

Expiration time

cookienoticecookie

Saves information to allow the website to determine whether or not to display a visitor the cookie notice.

 

Contains the version of the cookie notice last displayed, the number of times it has been displayed, and whether it has been acknowledged.

180 days

ASP.NET_SessionId

Stores a unique session identifier upon accessing the first page in a session, and allows functions to access information submitted earlier in the session.

 

The following functions use this cookie:

 

Login with Facebook/Linked In - Essential to allow the site to return the user back to the correct page after returning from Facebook/Linked In’s login form.

 

Shortlisted jobs - Essential to keep track of which jobs a non-logged in user has shortlisted.

 

Job alert activity report - Essential to be able to count the # Responses (apps/clicks) originated from job alert emails.

 

Blog comment form - Essential to be able to display the submitted comment after the comment has been posted.

 

Most recent job search result page sign posting - Essential to be able to link back to the most recently view job search results page.

 

Poll submission form - Essential to ensure only one vote is counted per user.

When visitor closes their browser

.ASPXAUTH

Stores an encrypted identifier of the job seeker upon successful login. Essential to ensure that a job seeker only has to login once per session.

When visitor closes their browser, or when the user logs out

_ga

Used to distinguish users (to help count how many people visit your site by tracking if you’ve visited before)

2 years

_gid

Used to distinguish users (to help count how many people visit your site by tracking if you’ve visited before)

24 hours

_gat_customerTracker

Used to throttle request rate.

1 minute

gat

Used to throttle request rate.

1 minute

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.

 

Login Files

We use IP addresses to analyse trends, administer the site, track users’ movements, and to gather broad demographic information for aggregate use.  IP addresses are not linked to personally identifiable information.

 

Links to external websites

This website contains links to other external websites. Please be aware that Stafflex is not responsible for the privacy practices of such other sites.  We encourage you to be aware of this when you leave our site and to read the privacy statements of each and every website that collects personally identifiable information.  This privacy statement applies solely to information collected by Stafflex’ website. 

 

Data Security

Stafflex takes every precaution to protect our users’ information. Our server and all individual devices are firewalled enabled. All IT user systems are password protected. Remote access is through a secure VPN network and through authorisation only. Handheld mobile devices use MAAS 360 security system to ensure security on devices with access to E-mails. We are Cyber Essential Plus audited.

Only employees who need the information to perform a specific job (for example, our accounts clerk or a marketing assistant) are granted access to your information.

Stafflex uses all reasonable efforts to safeguard your personal information. However, you should be aware that the use of email/ the Internet is not entirely secure and for this reason Stafflex cannot guarantee the security or integrity of any personal information which is transferred from you or to you via email/ the Internet.

If you have any questions about the security at our website, you can send an email to: Wayne Barclay (wayne@stafflex.co.uk)

 

Overseas Transfers

Stafflex may transfer the information you provide to countries outside the European Economic Area (“EEA”) that do not have similar protections in place regarding your data and restrictions on its use as set out in this policy. However, 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. By submitting your information you consent to these transfers for the purposes specified above.

 

Sale of business

If Stafflex’ business is sold or integrated with another business your details may be disclosed to our advisers and any prospective purchasers and their advisers and will be passed on to the new owners of the business. Where the sale of the business results in the transfer of your details to a different data controller we will notify you of this.

 

Correction/Updating Personal Information

If your personally identifiable information changes (such as office address), we will endeavour to provide a way to correct, update or remove the personal data provided to us.  This can usually be done by emailing Nemi Alexis (nemi@stafflex.co.uk) 

Notification of Changes

If we decide to change our privacy policy, we will post those changes on our Homepage, so our users are always aware of what information we collect, how we use it, and under which circumstances, if any, we disclose it.  If at any point we decide to use personally identifiable information in a manner different from that stated at the time it was collected, we will notify users by way of an email.  Users will have a choice as to whether or not we use their information in this different manner. We will use information in accordance with the privacy policy under which the information was collected.

 

Complaints or queries

Stafflex tries to meet the highest standards when collecting and using personal information. We take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

If you wish to complain about this policy or any of the procedures out lined, please contact:

Brian Stahelin (Brian@stafflex.co.uk)

You also have the right to raise concerns with the Information Commissioner’s Office on 0303 123 1113 or at https://ico.org.uk/make-a-complaint/, or any other relevant authority should your personal data be processed outside of the UK and you believe that your data protection rights have not been adhered to.