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Privacy Policy – Updated April 2018

How is your personal information used by Expion Search and selection:

Updated: April 2018

As specialist recruiters in the manufacturing and IT sectors we want to work with clients and candidates in the most appropriate ways possible. As part of this we want to work in adherence to the following principles:

  1. Accountability
  2. Accuracy
  3. Transparency

Legal Entities that this Privacy Policy applies to:

Expion Limited

Company Number: 07243030

Expion Silverstone Limited

Company Number: 09295646


Privacy Policy:

This policy sets out how Expion Search and Selection and Expion group companies will look after, hold and use your personal information.

This includes the following areas:

  • The information we hold on you
  • What we will use your information for
  • Your rights and how to contact us to talk to us

Things that we will do:
  1. Keep your data secure and safe
  2. Not sell your data
  3. Take reasonable steps to keep your information accurate and up to date
  4. Give you access to your information to update it
  5. Give you the choice to update your preferences towards receiving communications from us
  6. Notify you if there are any breaches in security and what we are doing to rectify this

Data Protection changes:

From 25th May 2018 the rules concerning Data Protection change to protect individuals further. Until then the Data Protection Act 1998 will continue to be in effect. We have taken the decision to apply both the new rules and existing rules from this date forward.


Reasons to use your Information:

The changes to data protection allow us  to hold an individuals data in the following circumstances:

  • When we have a legitimate business/commercial interest to do so
  • In order to fulfil a contract
  • When we have a legal duty to do so
  • When you have provided consent

In most circumstances we will have more than one reason to hold your information. Where we rely upon Legitimate Interest we will consider whether or not our interests directly contradict your interests and if we should discontinue holding your details, or restrict the purposes for which we use them.

Expion record information about individuals we work with as candidates or clients to allow us to increase the service levels we offer, make our communications more specific and to maintain our own reporting. This is in addition to legal requirements and contractual requirements for projects that we work on.

When we contact you we will make a note of this and what the purposes of contact are. In order to do this we need to record a certain amount of information about you to ensure that we are able to identify who we are contacting, maintain our own levels of standard and service as well as respond to queries from individuals. Due to the large number of people we speak with annually this is one of the crucial business functions that we have.


Ways in which we use your information and the reasons for this:

The purposes for which we use your information can broadly be split into three, those for candidates we are working with or wish to work with, clients or potential clients and those which relate to our interests and obligations.

It is possible for these purposes to overlap, where a candidate could become a client and vice versa. In these situations there will be multiple purposes for holding details on someone who is both a client and a candidate. In this situation the information held will be held in different records to reflect the different status of a person as either a candidate or a client.

What we use your information for:
Our reasons:
Our Legitimate Interests:
Candidates – To speak with you about job opportunities you may be interested in and roles that we are actively recruiting for.
  • Our legitimate interests
  • Your consent
  •  To fulfil our obligations to clients that we are working with
  • To provide great service to candidates who are interested in hearing about new roles
Clients – To speak with you and understand if you need recruitment services currently and to work with you on roles that you are actively looking to fill.Where these services are provided on an exclusive basis we may enter into legal and contractual obligations to provide these services.Where this is not the case we will have individual terms and conditions in place for each engagement/projects recruited for.
  • Our legitimate interests
  • Contractual
  • Your consent
  •  To keep our records up to date
  • To fulfil client obligations whether that be contractual or in our commercial interests
Candidates and Clients – To make you aware of changes to our teams and the services that we are able to provide.
  •  Our legitimate interests
  • Your consent
  •  To keep our clients and candidates aware of changes at Expion
  • To make you aware of new services that we can offer and ways in which we might work together
Clients – To work you to provide interim and contract resources
  •  Our legitimate interests
  • Contractual
  •  Providing clients with solutions to staffing issues
  • Providing candidates that we are working with that are looking for new roles
Expion – To manage our business in an efficient and commercial manner. This includes looking after our financial situation, internal reporting, governance , communications and planning for the future.
  • Our legitimate interests
  • Legal requirements
  • Working in an efficient, successful manner
  • Fulfilling our legal and contractual obligations
Expion – External reporting and compliance we have with third parties such as HMRC.
  • Our legitimate interests
  • Legal requirements
  • To ensure that we fulfil all external obligations and comply with legislation in place
Expion – To utilise the rights we have in respect of agreements and contracts that we enter into.
  • Contractual
 

Types of Information that we could hold:

The types of information we hold on individuals will vary and the reasons for asking questions will depend on the situation, the person we are speaking with and the purposes for which we are speaking with them.

We will often be given information that is outside of the requirements for recruitment and beyond our legal requirements. This information is not held unless the person we are speaking with has consented for us to do so.

The main types of information that we collect and use can be grouped as follows:

Types of Information:
Description:
Identification Details Details that we would use to help identify you and ensure we are recording the correct details:

  • Name
  • Email address
  • Location
  • Phone numbers
  • Linkedin URL
Employment Details: Details about your employment that help us record your current information accurately:

  • Current company you work for or most recent if you are unemployed currently
  • Current job title or most recent job title if you are unemployed
  • Your current responsibilities (if known)
  • Your Limited Company details – if you are a contractor or self employed
  • Qualifications that you make us aware of
Employment Preferences: Details that you provide us with about the kinds of roles you recruit for or that you would be interested in hearing about:

  • Whether you are looking for Interim or Permanent roles
  • Salary details and requirements
  • Timescales, Notice Periods, availability to interview
  • Willingness to relocate, work from home, flexible working etc….
  • Reasons for looking
Contact and Communications: Details that we acquire from speaking with you and working with you:

  • Who has contacted you, who you have contacted
  • What you have discussed
  • Emails exchanged
  • Texts exchanges
  • Notes of calls
  • Linkedin Messages exchanged
  • Preferences on when, how and what you would like to be contacted about
Role specific information: Information specific to roles we have discussed with you such as:

  • Specific requirements for the role such as qualifications, licenses to be held, physical incapacity that affects the ability to do a job
  • Reasons for being interested in a role or not interested in a role
  • Right to work in the UK, requirements for VISA sponsorship
  • Interview Feedback
  • Feedback from online testing
Documentation: Documentation held or provided in support of an application for a role:

  • Passports
  • Licenses held (Car, HGV, Forklift Truck etc…)
  • Company registration documents (Contractors set up as a LTD company)
  • Insurances held or required for contracts
  • References taken
Contractual/Legal information: Information that relates to contracts we have that in place with you or that relates directly to you. This could be for:

  • The supply of recruitment services
  • The supply of services as an intermediary
  • The supply of services ancillary to the recruitment activities Expion undertake (e.g. Support services, Accountancy, IT, Debt Recovery etc….)
Publicly available information: This would include any details that are freely available online about you. It would include information that you post and could reasonably be expected to be found, or that you post to encourage contacts about sales or recruitment activity.
Sensitive Information: There are certain classes of information which are considered special under the General Data Protection Regulations. Many of these characteristics are also considered to be protected characteristics under the Equality Act 2010.These include information such as:

  • Race or Ethnic Origin
  • Sexuality
  • Political or religious beliefs
  • Trade union memberships
  • Physical Health
  • Sexuality or details of spouses
  • Criminal records or criminal proceedings
  • Photographs
  • Age or date of birth

We will only collect or use these types of information where you consent to this, or we have a requirement to find this information out for clients as part of active recruitment.

This could include scenarios where colour blindness prohibits someone from being able to perform a job we are recruiting for such as in the repair or operation of motor vehicles or for the installation or repairs of electrical equipment or facilities.Where this information is included in a profile provided to us such as a CV we will consider this as clear consent, in addition to any other reasons for holding this information.


Places that we could collect your details from:

In the course of our business operations we may collect information about you from the following sources:

  • Data you freely provided to us
  • Job applications
  • Emails, calls, messages you exchange with us
  • Social Media (Linkedin, Facebook etc….)
  • Job Boards that you share your CV with
  • Third party recruitment/research agencies that share your details with us
  • Networking events
  • Company websites that are openly available to the public
  • Third parties that recommend we speak with you for the purposes of recruitment

We will always make our best efforts to let you know that we have your details and in all instances that we are communicating with you directly we will be recording these interactions.


Who we might share your data with:

We may share your information with Expion group companies to help us provide you with recruitment services.

We may also share your details with the following types of people:

  • Candidates who are interested in jobs that we are recruiting for you
  • Clients that you have authorised us (either verbally or in writing) to share your CV/Anonymised profile with for the purposes of securing an introduction
  • HM Revenue & Customs and other authorities
  • Payment Solutions Companies – Contractors
  • People you ask us to seek references from
  • Companies/Individuals that you ask us to share your information with outside of the above

Where your data is saved and accessed from:

All information that we hold on individuals is held and used in the European Economic Area (EEA). Information will only be accessed from outside of the EEA where it is required for the purposes of support from our IT Providers or Trusted Third Parties that we work with who have an appropriate privacy shield.


Marketing:

We may from time to time, contact you for the following reasons which is what we mean by ‘Marketing’:

  • To find out if you are interested in new career opportunities
  • To share details on clients vacancies that we are recruiting for
  • To discuss changes to the Expion team and new services that we offer
  • To find out if you are recruiting for any roles that we could assist on
  • To find out if candidates that we are proactively working with to find new roles could be add value
  • To talk about recruiting for you exclusively or as part of a preferred supplier listing (PSL)

We will only use your personal information for these purposes if we have a legitimate interest or that we have your express consent to do so. We will review your information before contacting you to ensure that the marketing is still relevant.

You can ask us not to contact you or to contact you via a preferred method. You have the option to change your preferences or to advise us of specific areas you would like to be made aware of in the future.


How long we keep your personal information:

The length of time that we keep your data will depend upon the following factors:

  • The amount we have worked with you and your preferences for us to hold your data
  • Whether we need to keep it for internal reporting, external contracts
  • Whether we need to keep it for legal reasonss

We would normally keep personal data for a minimum period of 2 years before contacting you to confirm that it is still accurate and that the purposes for holding it still exists.


Your Rights:

You have the right to the following:

  • To ask to update the information we hold on you if you think that it is incorrect or incomplete
  • To ask to see the information that we hold on you
  • To ask us to only use your data in certain ways
  • To ask us to delete the information that we hold on you if the data is incorrect, it is no longer relevant or you no longer consent to it being used
  • To make a complaint, either to us or to Information Commissioners Office – please visit their website to do so.

We may wish to keep your details for legal reasons, business reasons or as a practical way to keep track that you no longer wish to be contacted.

In the event that you would like to request any of the above please contact our Data Protection Officer as detailed below via email to discuss further. We will make every effort to respond to you within one month.


Automatic Processing:

Due to the size and nature of the markets that we work in and the number of people that we speak with it is necessary for us to use a Customer Relationship Management (CRM) system to help us search through the contacts and candidates we have details for. This could entail an element of automatic processing, however all results are reviewed by one of our consultants before progressing.  This helps use to ensure the relevance of communications with you and reasons for getting in touch.


Data Protection Officers:

Name: Richard Clegg

Position: Director

Office Number: 01484 599 111

Email address: richard.clegg@expion.co.uk

Office Address: Heritage Exchange, Plover Road, Lindley, Huddersfield, HD33HR

Name: Caroline Vooght

Position: Director

Office Number: 01327 317 541

Email address: caroline.vooght@expion.co.uk

Office Address: Innovation Centre, Silverstone Park, Towcester, NN12 8GX


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Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to other websites:

Our website may contain links to enable you to visit other websites of interest easily. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.