Unitemps provides recruitment services to its clients and, for clarity, operates as a franchise network in the UK with its head office based at the University of Warwick. We need to process your personal data so that we can provide recruitment services to your organisation and, in doing so, we act as a data controller. We will only use your personal data in accordance with the terms of the following privacy notice, and we will comply with current data protection law (namely the UK GDPR and DPA 2018) at all times.

Why do we process your personal data and which legal bases do we rely on?

We collect your personal data and process such personal data for the purposes of providing your organisation with recruitment services and developing and establishing an effective working relationship with you. This includes contacting you about your recruitment needs and relevant candidates, updating our recruitment databases/processes and client records and managing (including marketing) our recruitment service offering.

• We rely on the following legal bases in order to process your personal data for the purpose of providing recruitment services:
• where we have a legitimate interest;
• to comply with a legal obligation that we have;
• to fulfil a contractual obligation that we have with you; or
• to the extent we have your consent.

We may also process your personal data where this is necessary for one of the following purposes recognised in law: preventing crime, safeguarding individuals, protecting national security, responding to emergencies, or sharing personal data to support public tasks. When we rely on this legal basis (also referred to as ‘recognised legitimate interests’), no balancing test is required, however we will ensure the processing is proportionate and documented.

Legitimate interests

This is where we have a legitimate reason to process your personal data provided it is reasonable and does not go against what you would reasonably expect from us. Where we have relied on a legitimate interest to process your personal data, our legitimate interests are as follows:

• providing recruitment services to you;
• contacting you regarding potential candidates (including to obtain feedback/references) and/or our broader recruitment service offering in order to develop and maintain an effective working relationship with you;
• contacting you to seek consent where we need it;
• giving you information about similar products or services to those that you will have used from us recently;
• managing our recruitment databases and related processes/systems and keeping our client records up to date;
• contacting you to obtain feedback on our services;
• and/or retaining records of our dealings and transactions and where applicable, use such records for the purposes of:
  • establishing compliance with contractual obligations with clients;
  • addressing any query or dispute that may arise including establishing, exercising or defending any legal claims;
  • protecting our reputation;
  • maintaining a back-up of our system, solely for the purpose of being able to restore the system to a particular point in the event of a system failure or security breach;
  • financial reporting;
  • determining staff training and system requirements; and/or
  • complying with any applicable laws and regulations.

With which third parties may we share your personal data?

We will share your personal data with the following recipients:

• our candidates (who we may introduce or supply to you);
• other recruitment businesses (e.g. SearchHigher and Uniperms) which also sit within the Warwick Employment Group, to the extent they may have any opportunities that could better align with your recruitment needs;
• other Unitemps franchises within our network;
• any regulatory authority or statutory body pursuant to a request for information or any legal obligation which applies to us;
• auditors who are assessing compliance and processes to ensure adherence to all relevant legislation and good practice guidance; and/or
• the following third parties who need to process data on our behalf:
  • our IT and CRM provider;
  • storage service providers (including cloud storage providers);
  • legal, compliance and other professional advisers; and
  • government, law enforcement agencies and other regulators (e.g the Police, Home Office, HMRC, Employment Agencies Standards Inspectorate (EASI) and DWP).

What personal data do we collect and use?

We may collect the following personal data about you (whether directly or indirectly from other sources):

• Name
• Job title
• Professional contact details, (including telephone number, email address and postal address)
• Feedback you provide on candidates
• References you provide for candidates

How do we obtain your personal data?

You may give your personal details to us directly when we communicate by email, phone or in person, by way of professional networking activities (including via events) we have both attended, or we may obtain your details from another source such as your organisation’s website or other publicly available source such as LinkedIn or a jobs board.

Where we have obtained your personal data from a third party such as a jobs board, it is our policy to advise you of the source when we first communicate with you.

Overseas Transfers

We may transfer your personal data to countries outside the United Kingdom (UK) and the European Economic Area (‘EEA’) for the purposes of providing you with recruitment services. We will only do this if your organisation/the job role are based outside the UK or the EEA and we will ask for your informed, written consent before making such transfers. We will also take steps to ensure adequate protections are in place to ensure the security of your information which may include additional written safeguards. Please note that the EEA comprises the EU member states plus Norway, Iceland and Liechtenstein. For further information on international transfers of personal data please visit the ICO website – A guide to international transfers | ICO.

How long do you keep my personal data?

We will retain your personal data for up to 7 years after the date on which we last provide you with recruitment services. If you no longer want us to provide these services to you then we will cease to process your personal data. Your personal data will be securely destroyed at the expiry of the retention period.

What rights do I have in relation to my personal data?

Please be aware that you have the following data protection rights:

• the right to be informed about the personal data we process about you;
• the right of access to the personal data we process about you;
• the right to rectification of your personal data;
• the right to erasure of your personal data in certain circumstances;
• the right to restrict processing of your personal data;
• the right to data portability in certain circumstances;
• the right to object to the processing of your personal data that was based on a public or legitimate interest;
• the right not to be subjected to automated decision making and profiling; and
• the right to withdraw consent at any time.

Where you have consented to the processing of your personal data, you have the right to withdraw that consent at any time by contacting infocompliance@warwick.ac.uk. Please note that if you withdraw your consent to further processing that does not affect any processing done prior to the withdrawal of that consent, or which is done according to another legal basis.

There may be circumstances where we will still need to process your data for legal or official reasons. Where this is the case, we will tell you and we will restrict the data to only what is necessary for those specific reasons.

If you believe that any of your data that we process is incorrect or incomplete, please contact us using the details above and we will take reasonable steps to check its accuracy and correct it where necessary.

You can contact us by emailing infocompliance@warwick.ac.uk if you want us to restrict the type or amount of data we process for you, access your personal data or exercise any of your other rights listed above.

Data security

We keep your personal data secure at all times using both physical and technical measures. Where appropriate, we also take measures such as anonymisation to ensure data cannot be used to identify you and/or encryption to ensure that the data cannot be accessed without the right security accesses and codes. Where we engage a third party to process personal data, we will do so on the basis of a written contract which conforms to the security requirement of the UK GDPR and DPA 2018. We take measures to enable data to be restored and accessed in a timely manner in the event of a physical or technical incident. We also ensure that we have appropriate processes in place to test the effectiveness of our security measures.

We use all reasonable efforts to safeguard your personal information. However, you should be aware that the use of email/ the Internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal information which is transferred from you or to you via email/the Internet. If you share a device with others, we recommend that you do not select the “remember my details” function when that option is offered.

Links to external websites

Our website may contain links to other external websites. Please be aware that we are not responsible for the privacy practices of such other sites. When you leave our site we encourage you to read the privacy statements of each and every website that collects personally identifiable information. This privacy statement applies solely to information collected by or via our website.

Queries and complaints

If you wish to find out more about this privacy notice or any of the procedures set out in it, please contact infocompliance@warwick.ac.uk or write to:

Data Protection Officer
Legal and Compliance Services
University of Warwick
University House
Coventry
CV4 8UW

You also have the right to lodge a complaint with the Information Commission as follows: https://ico.org.uk/make-a-complaint/.

Changes to this privacy notice

We will update this privacy notice from time to time. We will post any changes on the notice with revision dates. If we make any material changes, we will notify you.