Data controller: Foresight Associates
As part of any recruitment process, Foresight Associates collects and processes personal data relating to job applicants. Foresight Associates is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
Foresight Associates collects a range of information about you. This includes:
- Name, address and contact details, including email address and telephone number;
- Details of your qualifications, skills, experience and employment history; this is to help us identify suitable positions for you
Foresight Associates, collects this information in a variety of ways. For example, data might be contained in application forms or CVs, obtained from your passport or other identity documents, or collected through interviews or other forms of assessments.
Foresight Associates may also collect personal data about you from third parties, such as references supplied by former employers. Foresight Associates will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so. We may require you to contact your referees to obtain permission for us to contact them.
Data will be stored in a range of different places, including on our recruitment database (cloud based) and on other IT systems (including email).
Foresight Associates needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you.
In some cases, Foresight Associates, needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts.
Foresight Associates has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows Foresight Associates to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job..
Foresight Associates processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.
Where Foresight Associates processes other special categories of data, such as information about ethnic origin, sexual orientation, health, religion or belief, age, gender or marital status, this is done for the purposes of equal opportunities monitoring with the explicit consent of job applicants, which can be withdrawn at any time.
For some roles, Foresight Associates is obliged to seek information about criminal convictions and offences. When Foresight Associates seeks this information, its done because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.
If your application is unsuccessful, Foresight Associates will keep your personal data on file in case there are future employment opportunities for which you may be suited. You are free to withdraw your consent at any time.
Who has access to data?
Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team and interviewers involved in the recruitment process.
Foresight Associates will not share your data with third parties, unless your application for employment is successful and it makes you an offer of employment. Foresight Associates will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks if and when necessary.
Your data may be transferred outside the European Economic Area (EEA) to help us in the process of finding you a suitable position, will not be done without prior consent from you. Data is transferred outside the EEA on the basis of the Legitimate Interest of finding you a new position for which you have applied.
Foresight Associates takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties. All computers are password protected with each individuals own password and the database we use is cloud based as each user has their own password.
If your application for employment is unsuccessful, Foresight Associates will hold your data on file for a period of 5 years after the end of the relevant recruitment process. At the end of that period, or once you withdraw your consent, your data is deleted or destroyed, unless further contact has been made and we are working on your details again.
If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment.
As a data subject, you have a number of rights. You can:
• access and obtain a copy of your data on request
• require Foresight Associates to change incorrect or incomplete data
• require Foresight Associates to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
If you would like to exercise any of these rights, please contact email@example.com
If you believe that Foresight Associates has not complied with your data protection rights, you can complain to the Information Commissioner, but we would appreciate the opportunity to put any issues right before you contact the ICO.
You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information.
This privacy notice provides you with details of how we collect and process your personal data through your use of our site http://foresightassociates.co.uk/ including any information you may provide through our site.
Foresight Associates Ltd, Company No: 06712048 are the data controller and we are responsible for your personal data (referred to as “we”, “us” or “our” in this privacy notice).
The Managing Directors are in charge of privacy related matters. If you have any questions about this privacy notice, please contact them using the details set out below
Foresight Associates Ltd, Company No: 06712048
Suite 210 Grangewood House,
43 Oakwood Hill
The company tries to meet the highest standards when collecting and using personal information. We take any complaints we receive about this very seriously. We would also welcome any suggestions for improving our procedures.
If you wish to contact us about this policy or any of the procedures set out in it please contact firstname.lastname@example.org
If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk
What data do we collect about you?
Personal data means any information capable of identifying an individual. It does not include anonymised data.
At Foresight Associates, we use a candidate’s CV and work examples for presenting candidates to a client. Please note we never share a candidate’s information, profile or work with a client without a candidate’s express permission first.
How do you collect my personal information?
- You personally submit your CV, work examples and email contents
- Notes we make from telephone calls, text messages or instant messaging we have with you
- Feedback from clients who have had contact with you by reading your CV, interview or other means
- Your LinkedIn profile
- Information that has been published in the public domain (news articles, the internet, Job boards, etc)
We never share the following information with anyone:
- Being or becoming a transsexual person
- Marital status
- Being pregnant (Dependant on the remit of the position/if it may affect you) or on maternity leave
- Race including colour, nationality, ethnic or national origin
- Religion, belief or lack of religion/belief
- Sexual orientation
It is against the law to discriminate against anyone because of these protected characteristics. Therefore we never share any of this information with anyone – in particular when we send your CV to a client for an open search. We also never share photographs or physical descriptions of our candidates in CV presentations as this is unnecessary in your suitability for an open role.
Purposes of processing your personal data
- To register you as a new candidate/client
- To process and deliver our services which may include but isn’t limited to; finding a registered candidate a new position, working on behalf of a client to fill a given position
- To make suggestions and recommendations to you about services that may be of interest to you
Foresight Associates is a Data Controller for the purposes of the Act and the Information Commissioner is aware of our data processing in accordance with the Data Protection Act 1998 (and any subsequent changes since).
All the information we keep about our candidates and clients is password protected and on an encrypted cloud drive.
- Every computer in the office is password protected and each person on the team with access to the database has their own personal account and password to log into the database.
- We run regular backups of the information which is cloud based. The servers for this are within the United Kingdom so that we ensure that the company we use is complying with the European Data Protection laws and are GDPR compliant.
- The only people who have direct access to a candidate’s complete files are the members of the Foresight Associates team.
Sometimes we may work on positions that are outside of the European Economic Area (EEA) Some may not always offer the same levels of protection to your personal data, so European law has prohibited transfers of personal data outside of the EEA unless the transfer meets certain criteria.
- We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission
If none of the above safeguards is available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.
Please email us at email@example.com if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
By law we have to keep basic information about our candidates (including Contact, Identity, Financial and Transaction Data) for six years after they cease being candidates for tax purposes.
In some circumstances you can ask us to delete your data: see below for further information.
Your legal rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:
- Request access to your personal data.
- Request correction of your personal data.
- Request erasure of your personal data.
- Request restriction of processing your personal data.
- Right to withdraw consent.
If you wish to exercise any of the rights set out above, please email firstname.lastname@example.org
You will not have to pay a fee to access your personal data (or to exercise any of the other rights).
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
What are Cookies
A cookie is a piece of date stored on the user’s hard drive containing information about the user. Usage of a cookie is in no way linked to any personally identifiable information while on our site. Once the user closes their browser, the cookie simply terminates. For instance, by setting a cookie on our site, the user would not have to log in a password more than once, thereby saving time while on our site. If a user rejects the cookie, they may still use our site.