Privacy Policy

Scope of this policy
This policy applies to all external stakeholders of Aylin White Ltd (the Company) and or “Group Company” in relation to Aylin White Ltd. “Group Company” means any subsidiary or holding company of the Company and any subsidiary undertaking or parent undertaking of the Company from time to time. Subsidiary and holding company and subsidiary and parent undertaking have the meanings set out in Section 1159 and 1162 respectively of the Companies Act 2006 or as amended.

Aylin White Ltd is registered as Data Controller and Data Processor in accordance with GDPR. This policy explains when and why the Company collects personal information, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

We may change this policy from time to time so please review this document occasionally to ensure that you are happy with any changes. By working with Aylin White Ltd, you are agreeing to be bound by this policy.

Any questions or concern regarding this policy and our privacy practices should be sent by email to the Directors via info@aylinwhite.com or alternatively speak to the Data Processing Officer whose details can be found under section “Your choices & How to access and update your information”

Who we are and what we do?
We are a recruitment agency and recruitment business as defined in the Employment Agencies and Employment Business Regulations 2003. We also provide the following other services: outsourcing, consultancy, executive search services. We collect personal data of the following types of people to allow us to undertake our business:

• Prospective and placed candidates for permanent or temporary roles
• Prospective and live client contacts
• Supplier contacts to support our services
• Employees, consultants, temporary workers

We collect information about you to carry out our core business and ancillary activities.

How do we collect information from you?
We obtain information about you through the following channels:

• Curriculum Vitae through subscribed internet job sites.
• Publicly accessible platforms such as social media websites e.g. Linkedin, Total Jobs (Job Boards)
• Referral consented by you
• Online application or CV submission via our own or other third party’s websites, social media,
  institutions or organisations where we have advertised our opportunities
• Registration form in paper format or bespoke online data collection websites

What type of information is collected from you?
We will collect data about you, both personal data and also sensitive personal data. GDPR defines personal data as the following:

“Any information relating to an identified or identifiable natural person (data subject); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental economic, cultural or social identity of that natural person.”

Personal data relating to client/candidate contacts can include: name, job title, date of birth, passport data, home address, home telephone number, mobile, private or business email address etc.

‘Special categories’ of personal data (sensitive personal data) relate to racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, data concerning health or data concerning a natural person’s sex life or sexual orientation.

Special category data in relation to client / candidate contacts can include: racial and ethnic origin, religion, health records etc.

How is your information used?
We may use your information to:

• provide our recruitment services to you and to facilitate the recruitment process
• assess data about you against vacancies which we deem may be suitable for you
• send your information to clients to apply for vacancies or to assess your eligibility for relevant vacancies
• enable you to submit your CV, apply online for vacancies or to subscribe to alerts about opportunities we consider may be of interest to you
• allow you to participate in specialist online training services
• allow you to participate in interactive features of our service when you choose to do so
• market our, full range of recruitment services to you (permanent, contract, recruitment process outsourcing services)
• enable us to develop and market other products and services where you have consented to being contacted for such purposes
• improve our customer service and to make our services more valuable to you (including improvements on our websites)
• send you details of reports, promotions, networking and events and general information about the industry sectors which we consider might be of interest to you, where you have consented to being contacted for such purposes
• answer your questions and enquires
• third parties where we have retained them to provide services that we, you or our client have requested including references, qualifications and criminal reference checking services, verification of the details you have provided from third party sources, psychometric evaluations or skill tests
• third parties, regulatory or law enforcement agencies if we believe in good faith that we are required by law to disclose it in connection with the detection of crime, the collection of taxes or duties, in order to comply with any applicable law or order of a court of competent jurisdiction, or in connection with legal proceedings
• use your information on an anonymised basis to monitor compliance with our equal opportunities policy
• carry out our obligations arising from any contracts entered into between us

We endeavor to ensure all information held by the Company to be as accurate as possible and we review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfill our statutory obligations. We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us. Individuals who we have collected information from have the rights of access, rectification, erasure, restriction of processing, objection and data portability on the basis the request will not contravene or prevent any legal or statutory obligations.

Our Legitimate Business Interests
Our legitimate interests in collecting and retaining your personal data are described below:

As a recruitment business and recruitment agency we introduce candidates to clients for permanent employment, temporary placement or independent professional contracts. The exchange of personal data of our candidates and our client contacts is a fundamental, essential part of this process.

In order to support our candidates’ career aspirations and our clients’ resourcing needs we require a database of candidate and client personal data containing historical information as well as current resourcing requirements.

To maintain, expand and develop our business we need to record the personal data of prospective candidates and client contacts.

Who has access to your information?

The personal information that you provide to us (including sensitive personal information) is only provided to our staff and third parties who help us to process data, to prospective employers, auditors or customers in order to help with the recruitment process.

Your choices & How to access and update your information
Individuals who we have collected information from have the rights of access, rectification, erasure, restriction of processing, objection and data portability on the basis the request will not contravene or prevent any legal or statutory obligations.

Once the identity of the person making the request has been verified a copy of the information we hold about you will be provided free of charge. However the Company reserve the right to charge a ‘reasonable fee’ when a request is manifestly unfounded or excessive, particularly if it is repetitive. The Company may also charge a reasonable fee to comply with requests for further copies of the same information.

If wish to amend any information we have collected, withdraw your consent to receive future information from us or request your information to be erased, you may do so by sending an email to the following personnel:

Name: Kate Howard
Contact Number: 0203 056 1950
Email Address: kate.howard@aylinwhite.com

Cookies
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.

For further information visit: https://www.aboutcookies.org/ or http://www.allaboutcookies.org/
You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser.

Security
We take steps to ensure that your data with us are stored and treated securely. We strive to protect your personal information by taking these steps:
 

• Managed computer environment to automate patch deployment to stay up to date and secure against known weakness. This is executed using Connectwise Automate
• Antivirus software is licenced and installed on each computer