Privacy Policy

JO WADE LTD : PRIVACY POLICY 2018

WHO WE ARE:

Jo Wade Limited

Garden Studios,

71-75 Shelton Street

London

WC2H 9JQ

WHAT WE DO: Recruitment for the creative industry. Further information can be found on our website: www.jowade.co.uk

DATA CONTROLLER: Jo Wade Ltd is the controller of your personal data (collectively referred to as “we” “us” and “our” in this policy).

Jo Wade Ltd is registered with the Information Commissioner’s Office (ICO) who are the UK supervisory authority for data protection issues. You have the right to make a complaint to the ICO at any time, however we would appreciate the opportunity to deal with any concerns you may have first. We ask that you contact Jo Wade in the first instance by email: privacy@jowade.co.uk or telephone: 0207 470 8890.

ABOUT THIS POLICY:

We respect your privacy and we are committed to protecting your data. This Policy explains how we collect and use your personal data, how long we keep your data for, who we share your data with and your individual rights. Our Privacy Policy sets out the following:

- The types of personal data that we collect
- How and when we collect your personal data
- Where we collect your personal data from
- Why we collect your personal data
- How long we keep your personal data for
- Who we share your personal data with
- The legal basis for processing your personal data
- Your individual rights
- What happens if you refuse to provide the personal data we request or you decide to withdraw your consent for us to process your data
- Your Contact Preferences
- Contacting Jo Wade Ltd
- Requests
- Changes to this policy and your duty to keep us informed

THE TYPES OF PERSONAL DATA THAT WE COLLECT:

Personal data is any information about an individual, from which that individual can be identified. It does not include data where the identity has been removed i.e. anonymous data. Throughout the recruitment process we collect a variety of personal data about our job applicants, candidates and clients:

Job Applicants & Candidates: We collect personal data from you that includes your first and last name, telephone number, email and postal address. Your CV including details concerning your skills, qualifications education and employment history. Your work samples, portfolio website and social media profiles. Identification documents and details of references. We collect data about your current salary and/or benefits package and your notice period. We also collect additional data regarding any preferences you have. For example desired job title, industry sector, minimum salary expectations and ideal job location.

In certain circumstances there may be a reason or requirement for us to collect more sensitive data about you, for example this could be something relating to your health. We will always gain your consent before collecting, using or further processing any sensitive personal data.

Clients: We collect personal data that includes your first and last name, job title, email address, company address/registration number, company website and social media profiles. We may also ask you for additional data about your company, for example details about your company’s history, infrastructure, the reason for the vacancy arising and future plans. I.e. any information that helps us to recruit for you.

HOW AND WHEN WE COLLECT YOUR PERSONAL DATA:

We collect personal data about applicants and candidates during the application and registration process. We collect personal data about clients when we’re asked to work on a vacancy. We then continue to collect any personal data that is necessary to facilitate each stage of the recruitment process. Personal data is collected by telephone, post, email or digital means. It may also be collected in person, for example when we interview you as an applicant or visit you as a client to discuss your recruitment needs.

WHERE WE COLLECT YOUR PERSONAL DATA FROM:

Your personal data is collected from a variety of sources:

Directly from you: i.e. the information you provide when you contact Jo Wade Ltd to submit an enquiry, job application or register a vacancy. And further information provided by you throughout the recruitment process.

From publicly available sources such as:

- Jo Wade Ltd website
- Advertising job boards
- Portfolio websites
- Company websites
- Social media sites e.g. Linked In, Twitter, Instagram, Facebook Online resources such as google and publicity/PR.

From personal recommendation: If you are recommended to us by a 3rd party e.g. a friend, flatmate, current/former colleague or employer

From a third party acting on your behalf: e.g. a Contractors Ltd Company

WHY WE COLLECT YOUR PERSONAL DATA:

We collect, store, use and process personal data in order to help us to perform our recruitment services.

If you are an applicant, your personal data enables us to assess your skills, experience and qualifications in order to match you with available vacancies and potential employers. We collect your personal data to communicate with you in the context of our recruitment activities. I.e. to provide you with information relating to your application, inform you of new opportunities, conduct and arrange interviews, provide feedback and put job offers to you.

As a client, your personal data enables us to perform a contract for you. I.e. to communicate with you take details of vacancies and fully understand your company’s recruitment needs. To share details about your vacancies with candidates, arrange interviews and provide feed-back and deal with offers of employment.

HOW LONG DO WE KEEP YOUR PERSONAL DATA:

We keep the personal data of applicants for up to 5 years. However if there has been no activity on your profile and no contact with you for a considerable period, your profile may be inactivated/deleted (after a reasonable time) in compliance with applicable laws. Where necessary, and subject to statutory record keeping requirements we will delete or remove personal data that is no longer needed.

WHO DO WE SHARE YOUR PERSONAL DATA WITH:

Once we have consulted with you and you have agreed that we can represent you, your personal data will be shared with the clients that you have agreed to be put forward to.

We never sell your data, however your data may need to be disclosed to a third party as part of the recruitment process.

We may use your data to conduct background assessments and checks as required or permitted by applicable law. For example, to verify your identity and right to work in the UK and check references.

Although Jo Wade Ltd has placed candidates outside of Europe in the past, we no longer transfer any personal data outside of the European Economic Area (EEA)

THE LEGAL BASIS FOR PROCESSING YOUR DATA:

It is in our legitimate interests to process the personal data of job applicants, candidates, clients and referees in order to perform our recruitment services.

The processing of your personal data enables us to contact you throughout the recruitment process. It enables us to search for applicants and assess their suitability for potential roles with our clients.

For clients, it is necessary for us to process your personal data in order for us to perform a contract for you. I.e. to contact you, take details of your vacancies, share information about your company with applicants/candidates, send you CVs and/or portfolios, arrange interviews, provide feedback and fulfil your recruitment needs.

In circumstances where we need to process more detailed personal information, including sensitive data that you or others provide about you, we will always gain consent before any processing takes place.

YOUR INDIVIDUAL RIGHTS:

When it comes to personal data, individuals have a number of rights. Below is a brief explanation of your rights. More detailed information can be found via the ICO website: www.ico.org.uk

1. The right to be informed:

You have the right to be informed in a clear, concise and transparent way about how we collect and use your personal data; our purpose for processing your data, our retention periods for that personal data, who it will be shared with and your rights. (This information has been provided for you within this Privacy Policy)

2. The right of access:

You have the right to access your personal data and supplementary information.

3. The right to rectification:

You have the right to have any inaccurate personal data corrected or completed, if it is incomplete.

4. The right to erasure:

GDPR has introduced a right for you to have your personal data erased. This is also known as “the right to be forgotten”. This means that you can ask us to delete or remove your personal data, when there is no longer a legitimate reason for us to keep using it. The right is not absolute and only applies in certain circumstances.

5. The right to restrict processing:

You have the right to restrict or suppress our use of your personal data. When processing is restricted, we can still store your data but we are unable to use it.

6. The right to data portability:

You have the right to obtain your personal data and reuse it for your own purposes across different services. This right allows you to move, copy or transfer your personal data easily from one IT system to another in a safe and secure way, without affecting its usability.

7. The right to object:

You have the right to object to certain types of data processing such as profiling and direct marketing. Jo Wade Ltd does not carry out automated profiling.

WHAT HAPPENS IF YOU REFUSE TO PROVIDE THE PERSONAL DATA THAT WE REQUEST OR DECIDE TO WITHDRAW YOUR CONSENT FOR US TO PROCESS YOUR DATA:

If you do not provide the personal data that we request or you decide to withdraw your consent for us to process your data, it may hinder our ability to match you with available opportunities and assist you in your job search.

CONTACT PREFERENCES:

We may contact you by telephone, email or social media email address and post. Please let us know if you have any preference about how you would like to be contacted.

HOW TO CONTACT US:

Please contact us by emailing Jo Wade at : privacy@jowade.co.uk or call us if you have any questions or concerns : 0207 470 8890

REQUESTS:

We aim to respond to any requests for information within one month and we are generally happy to do this free of charge. If there is a valid reason why our response may take longer, we’ll let you know asap.

Please note, we are small recruitment business so we ask that you consider any requests responsibly.

In certain circumstances there may be a need to charge you an administration fee. For example if we receive baseless or excessive/ repeated requests or further requests for the same information.

We may also be entitled to refuse to act on the request. You may be asked to provide proof of identity before we are able to release personal information.

CHANGES TO THIS PRIVACY POLICY AND INFORMING US OF CHANGES:

We reserve the right to change and/or update this privacy policy.

It is important that the personal data that we hold for you is accurate and current. Please keep us informed if your personal data changes during our working relationship and we can amend this accordingly.