Futureactive Limited (registered in England - company number 5292988) trading as Futureactive, is committed to protecting the privacy of our candidates, clients and users of our website.
We aim to provide a simple but secure user experience ensuring that the information you submit via our website, or that we obtain through partner job boards and CV databases, or further along the recruitment process, during face to face interviews or meetings with our staff, is only used for the purposes set out in this policy.
What Information We Collect and How We Use It
Futureactive may collect and store your personal details, including but not limited to your name and contact details and other relevant information from your CV, during our primary registration process, which takes place either through our website or via third-party job boards, where we advertise our vacancies and receive applications from potential candidates.
For candidates progressing on to our secondary recruitment process, Futureactive may, on occasions, collect and store sensitive personal information such as details of criminal convictions.
This information will be held, used and disclosed by Futureactive as follows:
· to maintain our business relationship, where you are a user of our website, a client or candidate, so as we may provide our service to you.
· to enable you, as a candidate, to apply for specific jobs or to register for our job alerts.
· for our consultants to match information on your skills and experience with job vacancies, to assist us in finding a position that is most suitable for you and to send your personal information (including sensitive personal information, only where absolute necessary) to clients in order to assess your suitability for their vacancy.
· to retain your details and notify you about future job opportunities other than the specific role for which you have contacted us;
· to answer your enquiries;
· to direct-market products and services, advise you of news and industry updates, events, promotions and competitions, reports and other information. Before we do so, you will be given an option to opt-out of such communications and an option to unsubscribe will also be provided with each communication;
· to fulfil our contractual obligations with our clients;
· to release personal information to regulatory or law enforcement agencies, if we are required or permitted to do so;
We may process, in accordance with legal regulations, certain sensitive personal data (known as special category data in GDPR) We may also be required to conduct criminal records check against you, if you’re applying for certain types of jobs working with children or vulnerable adults.
What Legal basis do we have for Processing your Personal Information
Under GDPR, the main grounds that we rely upon in order to process personal information of clients and candidates are the following:
· Necessary for entering into, or performing, a contract – in order to perform obligations that we undertake in providing a service to you, or in order to take steps at your request to enter into a contract with us, it will be necessary for us to process your personal data;
· Necessary for compliance with a legal obligation – we are subject to certain legal requirements which may require us to process your personal data. We may also be obliged by law to disclose your personal data to a regulatory body or law enforcement agency;
· Necessary for the purposes of legitimate interests - either we, or a third party, will need to process your personal data for the purposes of our (or a third party's) legitimate interests, provided we have established that those interests are not overridden by your rights and freedoms, including your right to have your personal data protected. Our legitimate interests include responding to requests and enquiries from you or a third party, optimising our website and customer experience, informing you about our products and services and ensuring that our operations are conducted in an appropriate and efficient manner;
· Consent – in some circumstances, we may ask for your consent to process your personal data in a particular way. If we are processing your personal information based only on your consent, you have the right to withdraw your consent at any time
How do we share your Personal Information?
In certain circumstances we will share your personal information with other parties. We will share your personal information and, where necessary, your sensitive personal information with trusted third parties where we have retained them to provide services that you or our clients have requested, such as:
· to provide you with recruitment services;
· for business development;
· criminal reference checking (as required) *
*If we receive a request from a regulatory body or law enforcement agency, and if permitted under GDPR and other laws, we may disclose certain personal information to such bodies or agencies.
How long we will hold your information
The length of time we will hold or store your personal information for will depend on the services we perform for you and for how long you require these. As we often support candidates with placements over many years, and potentially throughout their careers, the purpose for which we retain candidate data is often an ongoing purpose. We conduct regular data-cleansing and updating exercises with our candidates to ensure that (a) the data that we hold is accurate and (b) we are not holding data for too long.
Our standard terms of business state that our clients should retain candidate data such as CVs for the purposes of the specific role you apply for and that, as controllers of your data, they should inform you if they plan to retain your CV on file in order to notify you about potential future roles, or to otherwise hold or use your data for other purposes.
What rights do you have on the Information we hold about you?
You have certain rights in relation to personal information we hold about you. Details of these rights and how to exercise them are set out below. We will require evidence of your identity before we are able to act on your request.
Right of Access:
You have the right at any time to ask us for a copy of the personal information about you that we hold. Where we have good reason, and if the GDPR permits, we can refuse your request for a copy of your personal information, or certain elements of the request. If we refuse your request or any element of it, we will provide you with our reasons for doing so.
Right of Correction or Completion:
If personal information we hold about you is not accurate, out of date or incomplete, you have a right to have the data rectified, updated or completed.
Right of Erasure:
In certain circumstances, you have the right to request that personal information we hold about you is erased e.g. if the information is no longer necessary for the purposes for which it was collected or processed or our processing of the information is based on your consent and there are no other legal grounds on which we may process the information.
Right to object to or restrict processing:
In certain circumstances, you have the right to object to our processing of your personal information. For example, if we are processing your information on the basis of our legitimate interests and there are no compelling legitimate grounds for our processing which override your rights and interests. You also have the right to object to use of your personal information for direct marketing purposes.
You may also have the right to restrict our use of your personal information, such as in circumstances where you have challenged the accuracy of the information and during the period where we are verifying its accuracy.
Right of Data Portability:
In certain instances, you have a right to receive any personal information that we hold about you in a structured, commonly used and machine-readable format.
You can ask us to transmit that information to you or directly to a third-party organisation.
The above right exists only in respect of personal information that:
you have provided to us previously; and
is processed by us using automated means.
Most of the above rights are subject to limitations and exceptions. We will provide reasons if we are unable to comply with any request for the exercise of your rights.
To subscribe to job alerts emails, you will be required to provide your name and e-mail address, which will be used for the purpose of keeping you informed, by e-mail, of the latest jobs in your nominated industry and to provide you with industry news and other information related to our services.
Should you decide that you no longer wish to receive this information, unsubscribe links are provided in every job alert email that you receive.
We give you the option of submitting your CV via our website or by providing your CV to one of our consultants. You can do this either to apply for a specific advertised job or for consideration by our recruitment consultants for positions as they come up.
Your CV will be stored in our database, and will be accessible by our recruitment consultants.
You can update your CV at any time, simply by following the same procedure to submit a new CV.
If you are unhappy about our use of your personal information, or you wish to make a subject access request or for us to remove your data please contact firstname.lastname@example.org or call us on 03330 143 136
You can also entitled to make a complaint with the UK Information Commissioner's Office using any of the below contact methods:
Telephone: 0303 123 11113
Information Commissioner's Office