Agora Talent GDPR data protection privacy notice

 

Agora Talent Ltd is committed to keeping your information secure and managing it in accordance with our legal responsibilities, under the privacy and data protection laws applicable wherever we operate in the world, as well as the General Data Protection Regulation (Regulation (EC) 2016/679 (“GDPR”) in the European Union (“EU”).

We keep this Privacy Policy under regular review and update it from time to time.

This policy was last updated in May 2018. Please review this policy periodically for any changes.

 

Data protection privacy notice

This notice explains what personal data we will hold about you, how we collect it, and how we will use and may share information about you during the application process. We are required to notify you of this information, under data protection legislation. Please ensure that you read this notice and any other similar notice we may provide to you from time to time when we collect or process personal information about you.

 

About the information we collect and hold

What information

We may collect the following information up to and including the shortlisting stage of the recruitment process:

  1. Your name and contact details (ie address, home and mobile phone numbers, email address);
  2. Details of your qualifications, experience, employment history, salary information, working hours, and interests;
  3. Details of your referees.

We may collect the following information after the shortlisting stage, and before making a final decision to recruit:

  1. Information about your previous academic and/or employment history, including details of any conduct, grievance or performance issues, appraisals, time and attendance, from references obtained about you from previous employers and/or education providers ;
  2. Information regarding your academic and professional qualifications ;
  3. Your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information ;
  4. A copy of your driving licence .

We are required by law or in order to enter into your contract of employment to provide the categories of information marked ‘’ above to us to enable us to verify your right to work and suitability for the position.

 

How we collect the information

We may collect this information from you, your referees (details of whom you will have provided), your education provider, the relevant professional body and the Home Office.

 

Why we collect the information and how we use it

We will typically collect and use this information for the following purposes:

  1. to take steps to enter into a contract;
  2. for compliance with a legal obligation (eg our obligation to check that you are eligible to work in the United Kingdom);
  3. for the performance of a task carried out in the public interest; and
  4. for the purposes of our legitimate interests, but only if these are not overridden by your interests, rights or freedoms.

We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.

 

How we may share the information

We will share this information with prospective employers that you have signified you would like to be introduced to. The recipient of the information will be bound by confidentiality obligations. We may also be required to share some personal information as required to comply with the law.

The table set out in Part A of the Schedule below summarises the information we collect and hold up to and including the shortlisting stage of the recruitment process, how and why we do so, how we use it and with whom it may be shared.

The table in Part B of the Schedule below summarises the additional information we collect before making a final decision to recruit, ie before making an offer of employment unconditional, how and why we do so, how we use it and with whom it may be shared.

We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.

 

Where information may be held and how we are keeping it secure

Information may be held at our offices, on our secure encrypted online system and all interactions will be recorded on our LinkedIn Recruiter System.

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

 

How long we keep your information

We keep the personal information that we obtain about you during the recruitment process for no longer than is necessary for the purposes for which it is processed. Your details will be stored for a 5-year period so we can make sure that you are contacted about relevant opportunities.  

We will keep recruitment information (including CVs and interview notes) for the same period of time after which they will be destroyed. If you notify us that you would like us to keep recruitment records for longer than this period to keep you interacting with us we will.

If your application is successful, we will keep only the recruitment information that is necessary in relation to your employment.

 

Your rights to correct and access your information and to ask for it to be erased

Please contact Gregory Wellman who can be contacted by email at greg@agora-talent.com if you would like to correct or request access to information that we hold relating to you or if you have any questions about this notice. You also have the right to ask Gregory Wellman for some but not all of the information we hold and process to be erased in certain circumstances. Gregory Wellman will provide you with further information about the right to be forgotten, if you ask for it.

 

How to complain

We hope that Gregory Wellman can resolve any query or concern you raise about our use of your information. If not, contact the Information Commissioner at https://ico.org.uk/concerns/ or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.

 

The Schedule

Part A: Up to and including the shortlisting stage

The information we collect How we collect the information Why we collect the information How we use and may share the information
Your name and contact details (ie address, home and mobile phone numbers, email address) From you Legitimate interest: to carry out a fair recruitment process

Legitimate interest: to progress your application, arrange interviews and inform you of the outcome at all stages

To enable us to contact you to progress your application, arrange interviews and inform you of the outcome

To make you aware of relevant roles that may suit your skillset

Details of your qualifications, experience, employment history (including job titles[, salary] and working hours) and interests From you, in the CV and interview notes (if relevant) Legitimate interest: to carry out a fair recruitment process

Legitimate interest: to make an informed decision to shortlist for interview and (if relevant) to recruit

To make an informed recruitment decision

The person making the shortlisting decision will receive pseudonymised or anonymised details only; if you are invited for interview, the interviewer will receive non-anonymised details

Details of your referees Details of referees that you have sent us Legitimate interest: to carry out a fair recruitment process

[In the regulated sector, to comply with our legal obligations to obtain regulatory references]

To carry out a fair recruitment process

To comply with legal/regulatory obligations

Information shared with relevant managers, HR personnel and the referee

 

Part B: Before making a final decision to recruit

The information we collect How we collect the information Why we collect the information How we use and may share the information
Information about your previous academic and/or employment history, including details of any conduct, grievance or performance issues, appraisals, time and attendance, from references obtained about you from previous employers and/or education providers From your referees (details of whom you will have provided) Legitimate interest: to make an informed decision to recruit

To comply with our legal obligations

Legitimate interests: to maintain employment records and to comply with legal, regulatory and corporate governance obligations and good employment practice

To obtain the relevant reference about you

To comply with legal/regulatory obligations

Information shared with relevant managers and HR personnel

Information regarding your academic [and professional ]qualifications From you, from your education provider[, from the relevant professional body] Legitimate interest: to verify the qualifications information provided by you To make an informed recruitment decision
Your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information From you and, where necessary, the Home Office To enter into/perform the employment contract

To comply with our legal obligations

Legitimate interest: to maintain employment records

To carry out right to work checks

Information may be shared with the Home Office

You are required (by law or in order to enter into your contract of employment) to provide the categories of information marked ‘’ above to us to enable us to verify your right to work and suitability for the position.