Susan O’Shea HR respects your right to privacy and takes the security of your information very seriously. This privacy statement explains what we do with your personal data. Susan O’Shea HR is the data controller of all personal information that is collected.
Data may include information relating to our clients and their employees and information relating to job candidates and details which are used to identify client needs. We may hold extra information that you or someone in your organisation has chosen to tell us.
With regard to our recruitment service, in order to provide our service we need to process certain information about candidates. We ask for details that will help us to provide our services such as name and contact details, education and employment history, immigration status, financial information and social security number. Where appropriate and in accordance with local laws and requirements, we may also collect information related to health, proof of identity, details of any criminal convictions, information collected through psychometric assessments, information provided by referees, information from our clients or third party sources such as job sites, IP address, the dates, times and frequency with which you access our services and CCTV footage if you attend our premises. To the extent that you access our website we will also collect certain data from you.
We use referees’ personal data to help our candidates to find employment which is suited to them. We may also use referees’ personal data to contact them in relation to recruitment activities that may be of interest to them. We use the personal details of a candidates or staff member’s emergency contacts in the case of an accident or emergency affecting them. We may use your personal data for these purposes if we deem this to be necessary for our legitimate interests. If you are not happy about this, you have the right to object.
A number of examples of the ways in which we use your data are listed below.
- Collecting your data from you and other sources
- Storing your details, so that we can contact you in relation to your needs
- Keeping records of our conversations and meetings, so that we can provide targeted services to you
- Providing you with our services and to facilitate the provision of services
- Carrying out our obligations arising from any contracts entered into between us
- Carrying out our obligations arising from any contracts entered into between Susan O’Shea HR and third parties
- Facilitating our office processes
- Carrying out client and candidate satisfaction surveys
- Verifying details you have provided, using third party resources (such as psychometric evaluations or skills tests), or to request information (such as references, qualifications and potentially any criminal convictions, to the extent that this is appropriate and in accordance with local laws)
- Complying with our legal obligations in connection with the detection of crime or the collection of taxes or duties
- Processing your data to enable us to send you targeted, relevant marketing materials or other communications which we think are likely to be of interest to you
- To comply with a legal obligation
- Marketing related purposes
- To protect your vital interests or those of another person
Consent is sought for activities not covered by legitimate interests. You have the right to withdraw your consent at any time. All our marketing is based on what we think will serve our clients.
We use your data to help us to improve your experience of using our website. If you are a client of Susan O’Shea HR we may use data from your use of our websites to enhance other aspects of our communications with, or service to, you.
We share candidate information with prospective employers to increase the chances of securing employment for candidates. We may also share information with other parties such as those described below.
- Individuals and organisations who hold information related to references or application to work with us, such as current, past or prospective employers, educators and examining bodies and employment and recruitment agencies
- Tax, audit, or other authorities, when we believe in good faith that the law or other regulation requires us to share this data
- Third party service providers who may perform functions on our behalf (including external consultants, payroll bureaus, business associates and professional advisers such as lawyers, auditors and accountants, technical support functions and IT consultants carrying out testing and development work on our business technology systems)
- Third party outsourced IT and document storage providers where we have an appropriate processing agreement (or similar protections) in place;
- Marketing technology platforms and suppliers
- In the case of candidates: potential employers and other recruitment agencies/organisations
- Third parties who we may engage to provide services such as reference, qualification and criminal convictions checks, to the extent that these checks are appropriate and in accordance with local laws
- If Susan O’Shea HR merges with or is acquired by another business or company in the future, (or is in meaningful discussions about such a possibility) we may share your personal data with the (prospective) new owners of the business or company
We are committed to taking all reasonable and appropriate steps to protect the personal information that we hold from misuse, loss, or unauthorised access. We do this by having in place a range of appropriate technical and organisational measures. These include measures to deal with any suspected data breach. If you suspect any misuse or loss of or unauthorised access to your personal information please let us know immediately. Unfortunately, the transmission of information via the Internet or a mobile phone network connection is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of the information you transmit to us. Any transmission is at your own risk. While we cannot guarantee that loss, misuse or alteration to data will not occur during transmission, once we have received your information, we will employ appropriate technical security measures to protect your data.
We will delete your personal data from our systems if we have not had any meaningful contact with you for three years (or for such longer period as we believe in good faith that the law or relevant regulators allows or require us to preserve your data). After this period, it is likely your data will no longer be relevant for the purposes for which it was collected.
Under certain circumstances, by law you have the right to:
- Object to processingof your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
- Withdraw consent:Where we have obtained your consent to process your personal data for certain activities (for example, for our marketing arrangements or automatic profiling), you may withdraw this consent at any time and we will cease to carry out the particular activity that you previously consented to unless we consider that there is an alternative reason to justify our continued processing of your data for this purpose in which case we will inform you of this condition.
- Request informationabout whether we hold personal information about you, and, if so, what that information is and why we are holding/using it.
- Request accessto your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it
- Request erasureof your personal information. This enables you in certain circumstances to ask us to delete or remove personal information where there is no longer a valid reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
- Right to restrictionof processing – where certain conditions apply to have a right to restrict the processing in accordance with applicable law.
- Right to rectification:You also have the right to request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Right of data portability– subject to certain restrictions, you have the right to have the data we hold about you transferred to another organisation where we hold it in electronic form. This right of data portability applies to: (i) personal data that we process automatically (i.e. without any human intervention); (ii) personal data provided by you; and (iii) personal data that we process based on your consent or in order to fulfil a contract.
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during the period for which we hold your data.
Susan O'Shea HR 