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Politica de confidențialitate (GDPR)

Introduction

 

Orchard Professional Solutions Ltd are committed to protecting the privacy and security of your personal data.

 

This privacy notice describes how we collect and use the personal information you provide to us, in accordance with the General Data Protection Regulation (GDPR) (EU) 2016 / 679.

 

The Data we collect

 

We are required to collect, store and use your personal information, this may include:

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  • Contact details
  • ​Right to Work Documents

  • Positions you have previously applied for

  • Salary and additional benefits

  • Qualifications and Professional Memberships

  • Your CV

  • Contact details of your Emergency Contact

  • Details of your driving licence

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We may also need to hold and process additional information for candidates employed by Orchard Professional Solutions Ltd on a temporary basis with any of our Clients or Payroll Companies which could include:

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  • Bank Details
  • ​NI Number

  • Tax Details

  • References

  • Details of any unspent and relevant criminal convictions

  • Sick Leave details

  • Disciplinary and Grievance information

  • Performance details

  • CIS / UTR Numbers (Self-Employed / Contracted Candidates)

  • Companies House information (Self-Employed / Contracted Candidates)

  • Details of Public Liability insurance (Self-Employed / Contracted Candidates)

  • VAT registration (Self-Employed / Contracted Candidates)

 

How is your Personal Data Collected?

 

We will collect your information directly from you, our website or job advertisements. We may sometimes be required to collect additional information from third parties or other publicly available sources. Orchard Professional Solutions Ltd will take reasonable steps to inform you it has collated your information from a third party.

 

How we use your data

 

We need specific personal information to fulfil our contract with you and to enable us to comply with legal obligations. In some cases, we may use your personal information to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights do not override those interests. The situations in which we will process your personal information are listed below:

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  • ​Providing our recruitment services​

  • ​M​aintain business relationship with Clients and Candidates

  • Submit your CV to third parties

  • Checking you are legally entitled to work in the UK

  • Assessing qualifications for a particular job

  • Determine your suitability for a particular role

  • Send you marketing communications and information relating to suitable roles that might be of interest to you (you have the right to opt-out of this)

  • Ensure your own safety and security

 

 

As an engaged employee / contractor through Orchard Professional Solutions Ltd we will also provide additional information for the below reasons:

  • Administration of the contract we have entered into with you

  • Paying you, deducting taxes and National Insurance Contributions

  • Dealing / assisting with any legal disputes involving you, or other employees, workers or contractors

  • To prevent fraud

 

There may be overlap for grounds for using your personal data and there will be several grounds which will justify our use of your personal information.

 

If you fail to provide Personal Data

 

If you fail to or are unable to provide certain information when requested, we may not be able to represent you as a recruitment agency, or we may be prevented from complying with our legal obligations (such as ensuring the health and safety of our workers).

 

How we use Sensitive Information

 

We may use sensitive personal information in the following ways:

  • In limited circumstances, with explicit written consent

  • To ensure your eligibility to work in the UK
  • ​In order to meet our legal obligations
  • When required to asses working capacity in health grounds, subject to confidentiality safeguards

 

Needing your consent

 

We do not need your consent if we use special categories of your personal information in accordance with our written policy to carry out our legal obligations or exercise specific rights in the field of employment law. In limited circumstances, you may be approached for your written consent to allow Orchard Professional Solutions Ltd to process sensitive data. If this is the case, we will provide you with full details of the information that we would like access to and the reason we require this, so that you can carefully consider whether you wish to consent. It is not a condition of your contract with us that you agree to any request.

 

Information regarding Criminal Convictions

 

We will collect any information about criminal convictions that is appropriate given the nature of the role you have applied for and where we are legally able to do so. We will collect information about criminal convictions as part of the registration  process and we should be notified of any information about this directly from you. We will use information about Criminal Convictions and offences usually were such processing is necessary to carry out our obligations and provided we do so in line with our contractual obligations to our Clients and Candidates.

 

Automated Decision - Making

 

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and have notified you.

 

Data Sharing

 

We may have to share your data with third parties, including prospective employers, third-party service provides and other entities. We require third parties to respect the security of your data and to process and treat this in accordance within the law.

 

Sharing your information with Third Parties

 

We may share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.

 

Which Third -Parties process your information

 

“Third Parties” includes third-party service providers (including contractors and designated agents)   and other systems within Orchard Professional Solutions Ltd. The following actives may be carried out but third-party service providers: CV Formatting, Payroll, Pension Administration, Benefits Provision and Administration, IT Services

 

How secure is your Data with Third-Party Service Providers

 

All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

 

Data Security

 

We have pout in place appropriate security measure to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.

 

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

 

DATA RETENTION

 

How long will we keep your data?

 

We will retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitive of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

 

In some circumstances, we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.

 

RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION

 

Your duty to inform us of any changes

 

It is important that the personal information we hold about you is accurate and current. Please keep us updated if your personal information changes during your working relationship with us.

 

Your data protection rights

 

Every user is entitled to request the following:

 

  • Right of Access - You have the right to request Orchard Professional Solutions Ltd for copies of your personal data.
  • ​Right to Correction - You have the right to request that Orchard Professional Solutions Ltd correct any information you believe to be inaccurate. You also have the right to request Orchard Professional Solutions Ltd to complete information you believe is incomplete.
  • Right to Erasure - You have the right to request that Orchard Professional Solutions Ltd erase your personal data, under certain conditions.
  • Right to Restrict Processing - You have the right to request to Orchard Professional Solutions Ltd’s processing of your personal data where we are relying on a legitimate interest (or those of a third party).

 

If you wish to review verify, correct or request erasure of your personal information, object to the processing of you persona data please contract Orchard Professional Solutions Ltd in writing.

 

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

 

What we will need from you

 

We may require you to provide specific information from you to help us confirm your identify and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure in place to ensure that your personal information is not disclosed to any person who has no right to receive it.

 

Your Right to Withdraw

 

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact Orchard Professional Solutions Ltd. Once we have received notification, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

 

Changes to this Privacy Policy

 

We reserve the right to update this privacy notice at any time and you will be notified of any new updates to this Privacy Policy when any substantial updates have been made. We may also notify you in other ways from time to time about the processing of your personal information.

 

DECLARATION

 

By agreeing to our Privacy Policy, you are also stating that you have read and agree to our Terms and Conditions and Cookies Policy.

 

If you have any questions about this Privacy Notice, please contract Orchard Professional Solutions Ltd.

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