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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: Winnie Chung
Contact Number: 0203 056 1950
Email Address: winnie.chung@aylinwhite.com

 

Cookies
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For further information visit: https://www.aboutcookies.org/ or http://www.allaboutcookies.org/
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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
  • Transmitted information over the Internet can never be guaranteed to be 100% secure. We aim to minimise all risks preventable by putting a secure network firewall to provide real-time network security on the Internet. All emails are transmitted encrypted where supported by destination systems with strong TLS encryption – RFC 5246 and 3207. Mimecast email filtering scans incoming and outgoing email for viruses, malware and spam
  • All individual computers require secure password to login to the network
  • Core CRM – Bullhorn is securely cloud managed and Bullhorn Privacy Policy can be viewed https://www.bullhorn.com/privacy/
  • Mobile Device Management from the company Exchange ActiveSync server allows for remote wipe of mobile devices should a company mobile or tablet be lost
  • Aylin White’s website is encrypted with a secure 2048 bit RSA Comodo SSL certificate which provides high encryption
  • Where computer hardware is decommissioned, data is securely wiped from drives before disposal. If a drive has failed then the drive is physically destroyed to render data recovery impossible for practical purposes

client testimonials

Axis and Aylin White have worked together for nearly 10 years. We have formed a strong relationship, allowing the Aylin White team to build up a clear understanding of what our business needs both technically and in terms of company core values. We have been able to fill estimating, commercial, health and safety and a wide variety of production roles quickly and effectively.

Paul Oakman
UK Director - Axis M&E UK

Building surveying roles are hard to come by within London. However, thanks to Aylin White, I am now in the perfect role. I am surrounded by professionals and able to focus on progressing professionally.

Reiss Thompson
Building Surveyor

Aylin White was there every step of the way, from initial contact until after I had been placed. It was a relief knowing you had someone on your side.

Kirk Watt
Mechanical Manager

Aylin White offer a friendly service, while their ongoing efforts and support extend beyond normal working hours.

Lee Dover
M&E Project Director - Axis M&E UK

From the first conversation I had with Aylin White, you were able to single out the perfect job opportunity. All the info I was given and the feedback from my interview were good. I'm enjoying the job opportunity that I took and hopefully I am here for many more years to come

Richard Emmett
Project Manager (Mechanical)

I have got to know the team at Aylin White over the years and they have provided a consistent service with grounded, thoughtful advice. They also take the personal touch seriously, which makes them very pleasant to deal with!

Robert Thorne-Henderson
Director - Development & Portfolio Valuations

Aylin White is genuine about tailoring their opportunities to both candidates and clients. Having met up since my successful placement at my current firm to see how I was getting on, this perspective was reinforced further. I would recommend Aylin White to both recruiting firms and individuals seeking opportunities within the construction industry.

Matt Davis
Cost Consultant

Aylin White work hard to tailor the right individual for the role. I have been fortunate to have been a candidate for them as well as a client and I can safely say they work just as hard for both to make sure that technically and culturally there is a good fit for the needs of the individuals and companies involved.

Cullum Alexander
Associate Director - Faithful + Gould

Aylin White has taken the time to understand our culture and business philosophy. They have therefore been able to source and secure professionals who are technically strong and also a great fit for the business.

John Boxall
Partner – Jackson Coles