This Privacy Notice tells you what to expect in relation to personal data about you which is collected, handled and processed by Quarsh Limited.
Quarsh Limited of Chandos House, School Lane, Buckingham MK18 1HD is the Data Controller.
We acknowledge and agree that any personal data of yours that we handle will be processed in accordance with all applicable data protection laws in force at the time. Currently, the Data Protection Act 1998 applies. With effect from 25 May 2018, the General Data Protection Regulations (“GDPR”) will come into force, which will change the law.
(A) Personal Data collected and processed for finding you a suitable role is as follows:
• Your name
• Your address
• Your email address
• Your telephone number
• CV/work history
• Job preferences including role, geographical areas and salary
• Any other work related information you provide, for example, education or training certificates
• Social media profiles
(B) Personal Data in respect to individuals who are prospective, current or previous employees is as follows:
• In some cases, permits and visas
• National insurance number
• Full details of job offers and placements
• Outcome of criminal record checks and security clearance for certain roles
• In certain cases, medical information
• Financial information (including but not limited to payroll details and terms, HMRC data, pension scheme details, court orders and statutory payments)
• Social media profiles
• A log of our communications with you by email and telephone
(C) Personal Data collected and processed for clients, suppliers and business contacts:
• Your name
• Company Name
• Company address
• Your company email address
• Your telephone number
• Company related social media
In the case of categories A, B and C personal data will have been provided by you or a third party such as a Job Board Company or another employment business or recruitment agency. In the case of references, these will be obtained from your previous employer. Medical information may be supplied by a third party such as your GP, Consultant or Occupational Health Advisor. The outcome of criminal record checks and security clearance checks, where relevant, will be supplied by the Disclosure and Barring Service or other external company applicable to the placement.
How we use the information
The above Personal Data will be used to provide our services to you in our capacity as an employment business / recruitment agency to find you suitable work whether on a temporary or permanent basis based on your requirements as set out below.
The Personal Data listed under A above may be used as follows:
• To match your skill sets with job vacancies to assist in finding you the positions that most suit you
• To put forward your details to our clients and prospective employers for you to be considered for vacancies
• To successfully place you with our clients and prospective employers
• To keep you informed of available opportunities as they arise
• To keep you informed of the services offered by us
The Personal Data listed under B above may be used as follows:
• To establish that you have the right to work
• To undertake relevant security and criminal record checks as required by our clients and prospective employers and as permitted by law
• To deal with any medical and health and safety issues relating to certain positions
• To put in place contractual arrangements and documentation once a role has been secured
• To pay you if placed
The Personal Data listed under C above may be used as follows:
• To provide you with information on our services and business offerings
• To deliver services and receive in accordance with contracts and agreements
• To manage on-going intercompany relationships
• To maintain data necessary to establish legal responsibility
How we hold the information
All the personal data we have is securely stored on a cloud based database and internal CRM system that is fully compliant with GDPR provisions.
Disclosure of your information
Your CV and related Personal Data will be shared with or sent to prospective employers and our clients. Once you have secured a placement additional information will be provided to them to enable the placement to proceed. Such employers and clients will usually be located inside the European Economic Area (EEA) but may be outside of the EEA.
Personal data shall not be transferred to a country or territory outside the EEA unless that country or territory ensures an adequate level of protection or the appropriate safeguards are in place for your rights and freedoms. Before such a transfer takes place outside of the EEA, we will provide you with further information concerning this.
Other trusted third parties that we may share your data with are as follows: HM Revenue and Customs, pension scheme providers, legal advisors and other companies for the purpose of undertaking pre engagement checks for the role or for paying you.
What is the legal basis for processing the information?
We will rely on legitimate interest to process the information or personal data listed in section A, B and C above.
Information and documentation to establish your right to work is processed by us where we are legally obliged to do so.
In respect to medical information, the basis for us processing this will depend on the circumstances, but will usually be for one of the following reasons: it is necessary to protect health and safety or to prevent discrimination on the grounds of disability or where consent has been obtained, if required.
Information in relation to criminal record checks, which are relevant for some roles, will be processed on the basis that it is necessary for us to comply with the law or consent will be obtained, if required.
Once a position has been found for you, we will process your personal data, including financial information, for the purpose of you entering into a contract to fulfil your role and to enable us to pay you, depending on the specific contractual arrangements and circumstances.
For the purposes of paying you, where relevant, we are legally obliged to provide information to HMRC.
Once a placement has been secured, we may also process your data on the basis of our legitimate interests i.e. for administrative purposes.
Your Rights and Requests
All individuals who are the subject of personal data held by Quarsh Limited are entitled to:
• request a copy of their personal data which we hold about you
• request that we correct and update any personal data if it is found to be inaccurate or out of date
• request that their personal data be erased where it is no longer necessary for us to retain such data
• request that we provide them with their personal data and where possible, to transfer that data directly to another data controller
• request that a restriction be placed on further processing where there is a dispute in relation to the accuracy or processing of their personal data
• object to the processing of personal data
• lodge a complaint with the Information Commissioner’s Office
You can access the personal data that we hold about you and how we process it by submitting a Subject Access Request (SAR) to Quarsh Ltd at firstname.lastname@example.org. This request must be in writing and clearly specify the information you require.
Retention of your data
We will only keep your personal data for a maximum of 12 months, unless we have a legitimate reason for keeping it, for example, any legal requirement to keep the data for a set time period. In the event of a legal requirement to retain your personal data we would for a maximum period of 36 months.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Our organisation utilises Force24’s marketing automation platform. Force24 cookies are first party cookies and are enabled at the point of cookie acceptance on this website. The cookies are named below:
They allow us to understand our audience engagement thus allowing better optimisation of marketing activity.
f24_autoId – This is a temporary identifier on a local machine or phone browser that helps us track anonymous information to be later married up with f24_personid. If this is left anonymous it will be deleted after 6 months. Non-essential, first party, 10 years, persistent.
f24_personId – This is an ID generated per individual contact in the Force24 system to be able to track behaviour and form submissions into the Force24 system from outside sources per user. This is used for personalisation and ability to segment decisions for further communications. Non-essential, first party, 10 years, persistent.
The information stored by Force24 cookies remains anonymous until:
• Our website is visited via clicking from an email or SMS message, sent via the Force24 platform and cookies are accepted on the website.
• A user of the website completes a form containing email address from either our website or our Force24 landing pages.
The Force24 cookies will remain on a device for 10 years unless they are deleted.
We also use similar technologies including tracking pixels and link tracking to monitor your viewing activities
Device & browser type and open statistics
All emails have a tracking pixel ( a tiny invisible image ) with a query string in the URL. Within the URL we have user details to identify who opened an email for statistical purposes.
All links within emails and SMS messages sent from the Force24 platform contain a unique tracking reference, this reference help us identify who clicked an email for statistical purposes.
Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
Please address any questions, comments and requests regarding our data processing practices to Carrie Billings Manager – Carrie.Billings@quarsh.com.
Changes to the Privacy Notice
This Privacy Notice may be changed by us at any time. This Privacy Notice will be updated in due course to comply with the further requirements under the GDPR which comes into force on 25 May 2018.
Information Commissioner’s Office
The Information Commissioner is the UK’s independent body set up to uphold information rights. If you would like to know more about your rights under the Data Protection law, and what you should expect from us, visit the Information Commissioner’s website.
If you have any concerns regarding our privacy practices or about exercising your Data Protection rights, you may contact the Information Commissioner’s Office –
Information Commissioner’s Office
Tel: 0303 123 1113 or 01625 545 745