This policy defines what you should expect with regard to your personal information which is collected, handled and processed by The Herne Group (UK) Limited.

In the context of this policy, and those it applies to, The Herne Group (UK) Ltd, Oltec House, 18 Beechan Court, Wigan, WN3 6PR is the Data Controller. From hereon in this policy “The Herne Group” represents The Herne Group (UK) Ltd.

Data Protection & UK Law
The Herne Group acknowledges and agrees that any personal data that we handle will be processed in accordance with all applicable data protection laws in force in the UK from time to time - at the time of writing, the the EU General Data Protection Regulation (“GDPR”) 2018.

This policy document is intended to enable The Herne Group to comply with GDPR law.

Types of Data Collected
The information we may collect, hold and process is set out below:
A. Information collected and processed for finding candidates a suitable role is as follows:
• Name
• Address
• Email address
• Telephone number
• CV/Work History
• Job preference including role, area and salary
• Any other work-related information provided, for example, education or training certificates

B. Information in respect to individuals that have worked for us previously or may work for us is as follows:
• Passport (in some cases also work permits and visas)
• Date of Birth
• National Insurance Number
• Full details of employment offer and placements
• Outcome of criminal record checks and security clearance for certain roles
• Where required, medical information
• References – both personal and professional
• Financial information (including but not limited to payroll details and terms, HMRC data, pension scheme details, court orders and statutory payments)
• A log of our communications with you by email and telephone.

This information will have been provided, or will be provided, by the candidate or a third party, such as a Job Board Company or another employment business or agency. In the case of references, these will be from the candidate’s previous employer(s). Medical information may be supplied by a third party such as a candidate’s GP, Consultant or Occupational Health. The outcome of criminal record checks and security clearance checks, where relevant, will be supplied by the Disclosure and Barring Service or other external company applicable to the placement.

How We Use the Data
The above information is used to provide our services to candidates in our capacity as an employment business / agency to find candidates suitable work whether on a temporary or permanent basis based on their requirements as set out below.

The information under Type “A” above may be used as follows:
• To match candidate skill sets with job vacancies to assist candidates in finding positions that most suit their skills, experience and qualifications.
• To put forward candidate details to our Clients and prospective employers for them to be considered for roles.
• To place candidates with our Clients and prospective employers
• To keep candidates informed of available opportunities as they develop
• To keep candidates informed of the services offered by The Herne Group.
The information under Type “B” above may be used as follows:
• To establish that candidates have right to work
• To allow The Herne Group to undertake relevant security and criminal record checks as required by or Clients and prospective employers as permitted by law
• To deal with any medical, health and safety issues relating to certain roles and positions
• To put in place contractual agreements and documentation once a role or placement has been secured
• To pay candidates (as required) if placed

How We Hold Candidate Data
All the personal data we have is stored on our systems in the UK.

Disclosure of Candidate Data
A candidate’s CV and related information will be shared or sent to prospective employers and our clients. Once a candidate has secured a placement additional information will be provided to them to enable the placement to proceed. Such employers and clients will usually be located inside the European Economic Area (EEA) but may be outside of the EEA. Personal data shall not be transferred to a country or territory outside the EEA unless that country or territory ensures an adequate level of protection or the appropriate safeguards are in place for a candidate’s rights and freedoms. Before such a transfer takes place outside of the EEA, we will provide candidates with further information concerning this.

Other trusted third parties that we may share candidate data with are as follows: HM Revenue and Customs, pension scheme providers, legal advisors and other companies for the purpose of undertaking pre-engagement checks for the role or for paying candidates.

Legal Basis for Processing the Data
We will rely on candidate consent to process all personal data which is collected at the outset of, and during the recruitment process.
Information and documentation to establish a candidates right to work is processed by us as we are legally obliged to do so.

In respect of medical information, the basis for us processing this will depend on the circumstances but will usually be for one of the following reasons: it is necessary to protect health and safety or to prevent discrimination on the grounds of disability or where consent has been obtained, if required.
Information in relation to criminal record checks, which are relevant for some roles, will be processed on the basis that it is necessary for us to comply with the law or consent will be obtained, if required.

Once a position has been found for a candidate, we will process their personal data, including financial information, for the purpose of them entering into a contract to fulfil their role and to enable us to pay them, depending on the specific contractual arrangements and circumstances.
For the purposes of paying candidates, where relevant, we are legally obliged to provide information to HMRC.

Once a placement has been secured, we may also process candidate data on the basis of our legitimate interests i.e. for administrative purposes.

Candidate Rights

Any person currently has the right at any time to ask for a copy of the information about them that we hold. Requests for information can be made via the following email datarequest@herneuk.com.

In addition to this right of access, any person will also have the following rights with respect to the information about them that we hold: erasure, restriction of processing, objection and data portability.

Retention of Candidate Data
Candidate data will be retained for no longer than is necessary.

Withdrawal of Consent
If a candidate has provided us with consent to process their data, for the purpose of using our services and us finding them suitable work, they have the right to withdraw this at any time. In order to do so they should contact us by emailing withdrawconsent@herneuk.com.

Concerns
If a candidate has a concern about the way we are collecting or using their personal data, they should raise their concern with us in the first instance or directly to Information Commissioners Office at https:\\ico.org.uk\concerns\.

Contact
Any questions, comments and requests regarding our data processing practices should be requested to Stephen Daly – Managing Partner of The Herne Group (UK) Ltd (steve@herneuk.com).

Changes to the Privacy Notice
This Privacy Notice may be changed by us to maintain compliance with the law in force in force in the UK from time to time.