Data Protection and Privacy Notice
As a recruitment company, Folk Recruitment Limited processes personal data in relation to work-seekers and individual client contacts. It is vitally important that we abide by the principles of the General Data Protection Regulation (GDPR) set out below.
Folk Recruitment Limited is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.
Gathering Information & Legal Bases we rely on any details that you may submit to us via email, LinkedIn or on the phone will be stored by us and will be accessible by employees of the company.
GDPR requires Folk Recruitment Limited, as the data controller, to process data in accordance with the principles of data protection. These require that data shall be:
- Fairly and lawfully processed
- Processed for limited purposes
- Adequate, relevant and not excessive
- Not kept longer than reasonably necessary
- Processed in accordance with the data subject’s rights
- Kept securely
- Not transferred to countries outside the European Economic Area without adequate protection
Personal data means data, which relates to a living individual who can be identified from the data or from the data together with other information, which is in the possession of, or is likely to come into possession of, Folk Recruitment Limited.
Processing means obtaining, recording or holding the data or carrying out any operation or set of operations on the data. It includes organising, adapting and amending the data, retrieval, consultation and use of the data, disclosing and erasure or destruction of the data. It is difficult to envisage any activity involving data, which does not amount to processing. It applies to any processing that is carried out on computer including any type of computer however described, main frame, desktop, laptop, etc.
The law on data protection sets out a number of different reasons for which a company may collect and process your personal data, at Folk Recruitment Limited, we use the following two;
Consent – In specific situations, we will collect and process your data with your consent i.e. when you send us your CV, or if we are going to submit your CV to a vacancy.
Legitimate interest – In specific situations, we require your data to pursue our legitimate interest in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interested. For example, we will keep/ collect your data to be able to contact you about specific vacancies in the future.
You have the option of sending us your CV via email or LinkedIn. Your CV will only be accessible by Folk Recruitment Limited employees and will only be sent to prospective employers with your prior consent. You should ensure that your CV and any other details held by us about you remain up to date.
What sort of data do we collect?
In order to provide you with services, we may collect personal information about you from telephone calls, emails and other written and verbal communications. We would usually expect to keep a record of your contact details and details of any job opportunities we discuss with you. We may supplement this information with other information that we obtain from our contact with you. For example, but not exclusively, name, title, addresses, telephone numbers, email addresses date of birth, gender, marital status and dependants, salary, annual leave, pension and benefits information, start dates of job roles, copy of identity documents, such as passport or driving licence, recruitment information (including references and other information included in a CV or cover letter or as part of the application process), employment records (including job titles, work history, working hours, training records and professional memberships).
We may also process information about you where it is available from public sources. For example, if you have a professional profile online we may combine that type of information with the information you provide directly to us.
How do we collect this personal data?
We collect personal information in a number of different ways. These include obtaining data directly from candidates/ clients during an application or recruitment process, referrals via third parties and we also collect personal data which is publicly available on websites such as jobs boards, LinkedIn, or similar recruitment-related websites.
Why do we collect this personal data?
We process this personal data as necessary to aid the recruitment process and to help us understand your personal and professional circumstances.
How long will we hold this information?
We are required by law to hold your information for as long as is necessary to comply with our statutory and contractual obligations and in accordance with our legitimate interests as a data controller. This is typically three years from the last date of contact.
We will use reasonable endeavours to ensure that your Personal Data is maintained and up to date.
How may we use your personal information?
We will primarily use your personal information to provide recruitment services to you. In addition, with your prior consent, we may share your data with potential employers.
How is your data safeguarded?
We have procedures in place to ensure that our computer systems and databases are protected against unauthorised use, loss and damage. Should any breach be detected we shall inform those affected within 48 hours of discovery.
Your rights regarding the processing of your data
You have the right to request:
- Access to the personal data we hold about you, free of charge in most cases.
- The correction of your personal data when incorrect, out of date or incomplete.
- That we stop any consent-based processing of your personal data after you withdraw that consent.
You can contact us to request to exercise these rights at any time as follows: To ask for your information, please contact firstname.lastname@example.org or email@example.com
If we choose not to action your request we will explain to you the reasons for our refusal.
You also have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues.
Your right to withdraw consent
Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.
Where we rely on our legitimate interest
In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation.
We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.
Checking your identity
To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice.
If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.