GDPR Privacy notice for candidates, employees, workers and contractors.
What is the purpose of this document?
Ascension Global Recruitment (trading as Ascension Recruitment) is committed to protecting the privacy and security of your personal information.
This privacy notice describes how we collect and use personal information about you during and after your working relationship with us, in accordance with the General Data Protection Regulation (GDPR).It applies to all candidates, employees, workers and contractors.
Ascension Global Recruitment (trading as Ascension Recruitment) is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.
This notice applies to current and former employees, workers and contractors. This notice does not form part of any contract of employment or other contract to provide services. We may update this notice at any time.
It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.
Data protection principles
We will comply with data protection law. This says that the personal information we hold about you must be:
The kind of information we hold 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). There are “special categories” of more sensitive personal data which require a higher level of protection.
As an applicant for employment or engagement by the company we shall collect and hold the personal information about you which you provide to us when completing and submitting a job application, which may include the provision of information to enable us to carry out a psychometric test. The data you provide to us for psychometric testing will be processed automatically and you have the right to object to the automatic processing of such data and to verify the accuracy of the data we process automatically. If you wish to raise any concerns regarding the use of your data in psychometric profiling, or to check the accuracy of such data please contact us by telephoning our office. We will not use data other than that you provide to us when you complete the online questions to create your psychometric profile and we shall not automatically process your data without your express consent.
The information you provide to us includes the health information and previous convictions information included in the application form. These are categories of sensitive personal information (as to which see section headed “Use of Sensitive Personal Information” below).
The Company asks applicants for employment to provide certain details relating to their health and convictions to enable the Company to establish whether they can carry out a function which is intrinsic to the work concerned and to discover whether it is necessary to make any reasonable adjustments to its recruitment process to assist you.
Other personal information on the application form and any personal information contained in psychometric test result will be reviewed by the personnel involved in the recruitment process to assess your suitability for potential employment.
If your application is unsuccessful the application form and any information supplied with it will be retained by the Company for up to 12 months and then discarded. Alternatively, if you are employed or engaged or placed by the Company as a worker or contractor it shall be retained and stored securely within the Company’s records for the duration of your employment or engagement and for a reasonable period thereafter.
Employees, Workers and Contractors
We will collect, store, and use the following categories of personal information about you:
How is your personal information collected?
We collect personal information about employees, workers and contactors through the application and recruitment process, either directly from candidates or sometimes from an employment agency, background check provider or resource, These include but are not limited to REED, CV Library, Total Jobs, Job Site and their partners. We may sometimes collect additional information from third parties including former employers, credit reference agencies, social media platforms or other background check agencies, These include but are not limited to Facebook, Twitter, LinkedIn and Instagram.
We will collect additional personal information during job-related activities throughout the period of you working for us.
How we will use information about you
We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
We may also use your personal information in the following situations, which are likely to be rare:
Situations in which we will use your personal information
We need all the categories of information in the list above (see The kind of information we hold about you) primarily to allow us to perform our contract with you and to enable us to comply with legal obligations. In some cases, we may use your personal information to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights do not override those interests.
The situations in which we will process your personal information are listed below:
If you fail to provide personal information
If you fail to provide certain information when requested, we may not be able to perform the contract we have entered with you (such as paying you or providing a benefit), or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our workers).
Change of purpose
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
How we use particularly sensitive personal information
“Special categories” of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information.
We may process special categories of personal information in the following circumstances:
Our obligations as an employer
We will use your particularly sensitive personal information in the following ways
Do we need your consent?
We do not need your consent if we use special categories of your personal information in accordance with our written policy to carry out our legal obligations or exercise specific rights in the field of employment law. In limited circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of your contract with us that you agree to any request for consent from us.
Information about criminal convictions
We may only use information relating to criminal convictions where the law allows us to do so. This will usually be where such processing is necessary to carry out our obligations and provided we do so in line with our data protection policy.
Less commonly, we may use information relating to criminal convictions where it is necessary in relation to legal claims, where it is necessary to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public.
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified you.
We do not envisage that any decisions will be taken about you using automated means, however we will notify you in writing if this position changes.
We may have to share your data with third parties, including third-party service providers and other entities in the group.
We require third parties to respect the security of your data and to treat it in accordance with the law.
We may transfer your personal information outside the EU.
If we do, you can expect a similar degree of protection in respect of your personal information.
Why might you share my personal information with third parties?
We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so. We will also share your personal information with third parties with whom you are seeking employment or engagement by engaging our services as recruitment consultants. We may also share your personal information with third parties to whom you are assigned to work while employed by us. This may include providing your prospective employer or the company to which you are assigned with sensitive personal data such as copies of your passport or other identity documents.
Which third-party service providers process my personal information?
“Third parties” includes third-party service providers (including contractors and designated agents) and other entities within our group. The following activities are carried out by third-party service providers: payroll, pension administration, benefits provision and administration, psychometric testing, IT services, job aggregators, and job boards.
These third parties include but are not limited to Simplicity, Skye Cloud Data storage services and Voyager Infiniti Recruitment SaaS CRM, Breath HR, LogicMelon, Broadbean, Reed, CV Library, Total Jobs, Job site, LinkedIn, Facebook, Twitter, Instagram, Whatsapp WebICQ, or Ascension Clients. Other entities in our group relates to internal employees mixed use personal / business devices, PC’s laptops, mobile phones and tablets.
How secure is my information with third-party service providers and other entities in our group?
All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
Simplicity in Business – (Click Here)
Skye-Cloud Ltd – (Click Here)
Voyager (Infiniti) Software – (Click Here)
Breath HR – (Click Here)
Logic Melon – (Click Here)
CV Library – (Click Here)
Total Jobs – (Click Here)
Job Site – (Click Here)
LinkedIn – (Click Here)
Facebook – (Click Here)
Twitter – (Click Here)
Instagram – (Click Here)
Whatsapp – (Click Here)
ICQ – (Click Here)
What about other third parties?
We may share your personal information with other third parties, for example in the context of the possible sale or restructuring of the business or in providing an employment reference for you. We may also need to share your personal information with a regulator or to otherwise comply with the law.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They, and any third parties, will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
How long will you use my information for?
We will only retain your personal information 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.
In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. Once you are no longer an employee, worker or contractor of the company we will retain and securely destroy your personal information in accordance with applicable laws and regulations.
Rights of access, correction, erasure, and restriction
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 your working relationship with us.
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
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 the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
Right to withdraw consent
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact us. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
Changes to this privacy notice
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.
If you have any questions about this privacy notice, please contact us.