4it Recruitment

Privacy

We specialise in the provision of
IT Contractors and Permanent staff to many
of the leading companies in our Region.

Privacy Notice

4it Recruitment Ltd ("We") are committed to protecting and respecting your privacy.

This notice sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

The Data Controller is 4it Recruitment Ltd of Lister House, Lister Hill, Horsforth , Leeds. For data protection enquires please e-mail dataprivacy@4itrecruitment.co.uk

Who we are and what we do

We are a recruitment agency and recruitment business as defined in the Employment Agencies and Employment Businesses Regulations 2003 specialising in Digital, IT and Business Change.

This means that we provide services to help Digital, IT and Business Change professionals develop their careers by researching, assessing and matching them with career opportunities. We also provide a range of other services to support the community of IT professionals in the areas in which we operate. This support adds value to the professional lives of the IT professionals we serve to help develop their careers and is provided on a career-long basis. These services may include giving information about professional interest and thought leadership events, training sessions, promoting good employment and recruitment practice, surveys and similar.

And of course, we supply the Digital, IT and Business Change human resourcing needs of the businesses we serve by researching and introducing IT professionals to work with our clients by way of direct employment by them or on a periodic contractual basis through us. We also provide consultancy and thought-leadership services to our clients and the wider community of IT businesses in the areas we serve and outsourcing services.

We collect the personal data of the following types of people to allow us to undertake our business and provide our services;

  • Prospective and placed candidates for permanent or temporary contract roles;
  • Prospective and live client contacts;
  • Supplier contacts to support our services;
  • Employees, consultants, temporary workers;
  • Referees and emergency contacts
  • Other members of the IT communities we serve;

For employees, contractors, referees and emergency contacts, we will send a separate Privacy Notice directly to you dealing with the particular relationship we have with you.

What Personal Data do we collect and where from?

For prospective and placed candidates and other members of the IT communities we serve, we collect information about you to carry out our core business and ancillary activities.

We collect this information from various sources, including:

  • our website 4itrecruitment.co.uk when you upload information to it,
  • your response to our online advertisements
  • your CV and other details when you submit them to us directly
  • your CV and other details as uploaded by you to online candidate databases and publicly available social media including LinkedIn when we match you to a role we are researching
  • in the course of providing our services to you
  • referrals by others
  • other company websites or online more generally including LinkedIn in the course of our internal research

The information you give us or we collect about you may include as required or applicable, your:

  • name,
  • address,
  • private and corporate e-mail address
  • private and corporate phone number,
  • financial information,
  • compliance documentation and references verifying your qualifications and experience and your right to work in the United Kingdom,
  • curriculum vitae
  • photograph,
  • links to your professional profiles available in the public domain e.g. LinkedIn, Twitter, business Facebook or corporate website
  • referee details and references
  • emergency contact details
  • pre-employment screening / vetting results
  • all communications between us in particular via e-mail and telephone

For client and prospective client contacts, supplier contacts and other members of the business community we serve, we collect information about you as an essential part of delivering our services.

We collect this information from various sources including:

  • Directly from you when you e-mail us or reply to us in discussion about the supply of our services
  • When you network with us at networking events and via social media
  • When you post information on the wider internet including on job boards and LinkedIn
  • When we provide our services to you or you supply your services to us
  • When we enter into contractual relations as part of the provision of our services to you or of your services to us
  • From referrals from other members of the IT community of which you are part

The information you give us or we collect about you may include as required or applicable, your:

  • name,
  • address,
  • private and corporate e-mail address
  • private and corporate phone number,
  • role, title and responsibilities within your organisation
  • all communication between us in particular via e-mail and telephone
  • your business requirements
  • photograph,
  • links to your professional profiles available in the public domain e.g. LinkedIn, Twitter, business Facebook or corporate website

With regard to each of your visits to our website we will automatically collect:

  • technical information, including the Internet protocol (IP) address used to connect your computer to the Internet,
  • your login information if applicable, browser type and version, browser plug-in types and versions, operating system and platform;
  • information about your visit, including the full Uniform Resource Locators (URL), clickstream to, through and from our site (including date and time), products you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page

We are working closely with third parties including business partners, sub-contractors in technical, professional, payment and other services, advertising networks, analytics providers, search information providers, credit reference agencies, professional advisors. We may receive information about you from them for the purposes of our recruitment services and ancillary support services.

Privacy Notices

To be completely transparent about what we are doing, when we obtain information directly from you we will send you this privacy notice so that you know on what how / why we will keep it and use it.

And where we obtain information about you from other sources, (for example LinkedIn, corporate websites, job board websites, online CV libraries, personal recommendations etc), we will inform you, within 30 days of collecting the data, by sending you this privacy notice, of the fact we hold personal data about you and we will also tell you where we obtained it, whether the source was publicly accessible and what categories of data we have collected.

Purposes of the processing and the legal basis for the processing

We use information held about you in the following ways:

The core service we offer to our candidates and clients is the introduction of candidates to our clients for the purpose of temporary or permanent engagement. Our service also extends to supporting individuals throughout their career and to supporting businesses' resourcing needs and strategies.

We may therefore use your personal data so that we can contact you (usually via email, SMS or phone) about opportunities and assignments that we believe you may be interested in and to help us to provide suitable candidates and consultants for our clients who engage us to assist them fulfil their recruitment and resourcing requirements.

We may also provide you with information which we think, as part of delivering our service to you, may be useful for your professional life and career or your organisation such as professional interest and thought leadership events, training sessions, material promoting good employment and recruitment practice, surveys and similar.

As a further part of delivering our service to you we may also provide you with information about other services we offer that are similar to those that you have already been provided with or enquired about.

Our legal basis for the processing of personal data in these ways is our legitimate business interests, (described in more detail below) although we will also rely on contract, legal obligation and consent for specific uses of data;

We will rely on contract to carry out our obligations arising from any contracts we intend to enter into or have entered into with or in relation to you or if we are negotiating or have entered into a placement agreement with you or your organisation or any other contract to provide services to you or receive services from you or your organisation.

We will rely on legal obligation if we are legally required to hold information about you to fulfil our legal obligations.

We will in some circumstances rely on consent for particular uses of your data and you will be asked for your express consent, if legally required. Examples of when consent may be the lawful basis for processing include permission to introduce you to a client (if you are a candidate).

Our Legitimate Business Interests

The collection and processing of personal data as set out above is necessary for the purposes of the legitimate interests pursued by:

  • our business
  • the network of individual Digital, IT and Business Change professionals we serve
  • the client and other businesses we serve

Having considered the interests of the people whose personal data we process, we do not consider that our legitimate interests are outweighed by any dangers presented by our processing to their interests.

We pursue our legitimate interests in these ways:

  • Our core business:
    • partnership in the professional lives and careers of our network of IT professionals and the wider IT communities in the areas we serve by way of consulting, advising and providing access to opportunities for appropriate progression (and services ancillary thereto) principally by way of introduction to clients for permanent employment and independent professional contracts in the field of Digital, IT and Business Change
    • providing human resourcing advice and support to our clients in the field of Digital, IT and Business Change and satisfying the resourcing needs of businesses in the areas we serve, principally by way of selected access to our network of IT professionals for the purposes of building IT teams and discharging key Digital, IT and Business Change functions to enable economic growth, efficient continued trading and business change to deliver these goals
  • Our wider purpose and goals:

To maintain, expand and develop our business and to strengthen our position and standing in the IT communities we serve, we provide:

    • wider support of clients' and prospective clients' Digital, IT and Business Change resourcing needs
    • wider support for the careers and career aspirations of IT professionals in the communities we serve
    • wider support of the more general Digital, IT and Business Change needs of private, public and third sector bodies and organisations in the areas in which we operate
    • promotion through thought-leadership events and materials of the study and practice of Digital, IT and Business Change skills, to advance and share knowledge and education therein for the benefit of the IT communities we serve

The processing (ie storage, retrieval, perusal, contact, exchange and other processing) of the personal data of our network of individual professionals and client and other business contacts is a fundamental, essential part of doing the things set out above.

To deliver these core business functions and wider goals we need to build, maintain and engage with a diverse network of Digital, IT and Business Change professionals. To do this we must build and maintain a database of personal data relating both to those professionals and to client and prospective client contacts.

Consent

Should we want or need to rely on consent to lawfully process your data we will request your consent orally, by email or by an online process for the specific activity we require consent for and record your response on our system. Where consent is the lawful basis for our processing you have the right to withdraw your consent to this particular processing at any time.

Automated Decision Making

We do not undertake automated decision making or profiling. We do use our computer systems to search and identify personal data in accordance with parameters set by a person. A person will always be involved in the decision making process.

Disclosure of your information inside and outside of the EEA

We will share your personal information with:

Selected third parties including:

  • clients for the purpose of introducing candidates to them ;
  • candidates for the purpose of arranging interviews and engagements;
  • clients, business partners, suppliers and sub-contractors for the performance and compliance obligations of any contract we enter into with them or you;
  • subcontractors including email marketing specialists, event partners and organisers, payment and other financial service providers
  • if you register for one of the professional interest, thought-leadership or career focused events we give you information about, we may share your name, business name and professional title with other people attending the same event and if the event is organised by or jointly organised with a third party, we may share your name, business name and professional title with that third party;
  • analytics and search engine providers that assist us in the improvement and optimisation of our site;
  • credit reference agencies, our insurance broker, compliance partners and other sub-contractors for the purpose of assessing your suitability for a role where this is a condition of us entering into a contract with you
  • other service providers involved from time to time in the running of our business

We will disclose your personal information to third parties:

  • In the event that we sell or buy any business or assets, in which case we will disclose your personal data to the prospective seller or buyer of such business or assets.
  • If our company is or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.
  • If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our website terms of use or terms and conditions of supply of services and other agreements; or to protect the rights, property, or safety of 4it Recruitment Ltd, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

The lawful basis for the third party processing will include:

  • Their own legitimate business interests in processing your personal data, in most cases to fulfil their internal resourcing needs;
  • satisfaction of their contractual obligations to us as our data processor;
  • for the purpose of a contract in place or in contemplation;
  • to fulfil their legal obligations.

Where we store and process your personal data

The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"). It may be transferred to third parties outside of the EEA for the purpose of our recruitment services. It may also be processed by staff operating outside the EEA who work for one of our suppliers. This includes staff engaged in, among other things, the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy notice.

All information you provide to us is stored on our secure servers. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Retention of your data

We understand our legal duty to retain accurate data and only retain personal data for as long as we need it for our legitimate business interests and that you are happy for us to do so. Accordingly we run data routines to remove data that we no longer have a legitimate business interest in maintaining or require for the other purposes set out above.

We segregate our data so that we keep different types of data for different time periods. The criteria we use to determine whether we should retain your personal data includes:

  • the nature of the personal data;
  • its perceived accuracy;
  • our legal obligations;
  • whether an interview or placement has been arranged; and
  • the nature of the support we offer as an ongoing part of the delivery of our service to you
  • our recruitment expertise and knowledge of the industry by area, sector and job role.

To try to ensure our data is accurate, we:

  • make provision on our website for you to update your data at any time to ensure the details we hold about you are accurate
  • check, prior to making an introduction, that we have accurate information about you
  • keep in touch with you so you can let us know of changes to your personal data

We may archive part or all of your personal data or retain it on our financial systems only, deleting all or part of it from our main Customer Relationship Manager (CRM) system. We may pseudonymise parts of your data, particularly following a request for suppression or deletion of your data, to ensure that we do not re-enter your personal data on to our database, unless requested to do so.

(Pseudonymised Data is created by taking identifying fields within a database and replacing them with artificial identifiers, or pseudonyms.)

Your rights – exercise your preferences

You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes and we will collect express consent from you if legally required prior to using your personal data for marketing purposes.

You can exercise your right to accept or prevent such processing at any time by simply replying to any e-mail we send you to say so, or by telling anyone who may call you, or by contacting us at dataprivacy@4itrecruitment.co.uk or at Lister House, Lister Hill, Horsforth, Leeds, LS18 5AZ or by calling 0113 259 0949.

Our site or communications with you may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

The GDPR provides you with the following rights. 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.
  • Request erasure of your personal information. This enables you to ask us to delete or remove personal information 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 information where you have exercised your right to object to processing (see below).
  • Object to processing of 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.
  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal information to another party in certain formats, if practicable.
  • Make a complaint to a supervisory body which in the United Kingdom is the Information Commissioner's Office. The ICO can be contacted through this link: https://ico.org.uk/concerns/

Access to information

The Data Protection Act 1998 and the GDPR give you the right to access information held about you. We also encourage you to contact us to ensure your data is accurate and complete.

A subject access request should be submitted to dataprivacy@4itrecruitment.co.uk

Changes to our privacy notice

Any changes we make to our privacy notice in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy notice.

Contact

Questions, comments and requests regarding this privacy notice are welcomed and should be addressed to dataprivacy@4itrecruitment.co.uk