Privacy Policy

The Meetings Recruitment respects your privacy and is committed to protecting your personal data. The purpose of this this Privacy Policy is to inform you as to how we look after your personal data when you visit our website and how we collect and process your personal data, also outlining your privacy rights under GDPR (General Data Protection Regulations) effective from 25th May 2018.

1.Important Information and Who We Are

We are a data controller and are responsible for your personal data.  If you have any questions about this privacy notice or about the data we store, our contact details are:

Breda Reynolds FIRP DipRP

The Meetings Recruitment

Telephone: 020 3971 2316

Email: breda@the-meetings.com

Postal Address: First Floor, Lansdowne House, 57 Berkeley Square, London W1J 6ER

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

Changes to the privacy notice and your duty to inform us of changes: It is important that the personal data we hold about you is accurate and up to date.  Please keep us informed if your personal data changes.

Third Party Links: This website may include links to third-party websites, plug-ins and applications.  Clicking on those links or enabling those connections may allow third parties to collect or share data about you.  We do not control these third-party websites and are not responsible for their privacy statements.

2.The Data We Collect About You

Personal data, or personal information, means any information about an individual from which that person can be identified.  It does not include data where the identity has been removed (anonymous data).

Data collected may include:

Name; Address; Email Address; Contact Telephone Numbers; Employment/Job Details; Right to Work in the UK identity which may include a passport/photograph.          

3.How Is Your Personal Data Collected?

You may give us your identity and contact details directly by providing your CV, filling in forms or registering on our website; or by corresponding with us by post, telephone conversations, email or otherwise. We may also collect your data via third party sources such as LinkedIn, interview, online job boards, personal recommendations from other candidates or you may request job information to be sent to you.

4.How We Use Your Personal Data

We will only use your personal data when the law allows us to.  Most commonly, we will use your personal data in the following circumstances:

  • Where we need to perform the Contract we are about to enter in to, or have entered in to with you or with the potential company looking to employ you.
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
  • Where we need to comply with a legal or regulatory obligation.

5.Our Legal Basis for Processing Your Data

We will collect and process your personal data for the purposes of providing you with work-finding services.  The appropriate legal basis we may rely upon to offer you these services are:

  • Consent

Generally, we do not rely on consent as a lawful basis for processing your data. Should we require or need to rely on consent to lawfully process your data we will request it by email or an online opt-in process and record your response on our system.  ‘Opt-in’ consent means you have given us consent freely without pressure, that you know what you are consenting to and that you have given positive and affirmation action in giving us consent.

If this is the legal basis used to process your data, you have the right to withdraw consent to processing your personal data at any time – please email: breda@the-meetings.com

  • Legitimate Interests

Under data protection law there are some circumstances where we may rely on a legitimate interest to process your personal data.  We can do this on the basis that we have a genuine and legitimate reason (or those of a third party) and your interests and fundamental rights do not override those interests. 

Purposes for Which We Will Use Your Personal Data are as set out below which also includes the legal basis of legitimate interest, which we may rely on to do so.  We have also identified what our legitimate interests are where appropriate.

  • To register you as a new candidate and to process your application with a potential employer and to continue providing a work-finding service: Necessary for running our business; Performance of a contract with you or with the potential employer.                          
  • To manage our relationship with you: Necessary for running our business; Performance of a contract with you or with the potential employer.
  • To notify you about changes to our privacy policy: Necessary to comply with a legal obligation.
  • To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data): Necessary for running our business, provision of administration and IT services, network security and to prevent fraud.
  • To make suggestions and recommendations to you about jobs that may be of interest to you: Necessary to develop our services and grow our business.

6.Third-party marketing

We will not share your personal data with any company outside The Meetings Recruitment for general marketing purposes.

7.Data Security

We use an encrypted cloud-based CRM to store/manage your data and a secure internet service provider, where all data is encrypted and is subject to regular security checks.

We will notify you and any applicable regulator of a breach where we are legally required to do so.

8.Data Retention

We will only retain your personal data for as long as necessary to fulfil the purpose we collected if for, including for the purposes of satisfying any legal, accounting, or reporting requirements.  Normally, we will store your data for a maximum period of 2 years, thereafter it will be deleted.

9.Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. 

You have the right to:

Request access to your personal data (commonly known as a “data subject access request”).  This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold about you.  This enables you to have any incomplete or inaccurate data we hold about you correct, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data.  This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it.  You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing.

Request restriction of processing or your personal data.  This enables you to ask us to suspend the processing of your personal data.

Request the transfer of your personal data.  We will provide to you or a third party you have chosen, your personal data in a structured, machine-readable format. 

Withdraw consent at any time where we are relying on consent to process your personal data.  However, this will not affect the lawfulness of any processing carried out before you withdraw your consent.

If you wish to exercise any of these rights set out above, please contact us.

What we may need from you – 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. 

Time Limit to respond – We will endeavour to respond to all legitimate requests within one month.

10.GLOSSARY

Lawful Basis:

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service and the best and most secure experience.  We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests.  We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted by law).

Performance of a Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering in to such a contract

Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

Third Parties: Providers of IT and system administration services; Service providers acting as processors based inside and outside the EU who provide IT, system administration services and CV formatting; Professional advisors acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the EU who provide consultancy, banking legal, insurance and accounting services; HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers in the United Kingdom.

25th May 2018