PRIVACY POLICY & GDPR

HOSPO Talent acts as both an employment agency and an employment business, introducing job seekers to hirers for permanent and temporary vacancies respectively.

This document explains how we use the personal data we collect about you when you register with HOSPO Talent as a job seeker.

Following your registration and in order to put you forward for vacancies, it will be necessary to process your personal data in the manner set out below. In some cases, if you do not provide us with the personal data we ask for, we may not be able to provide you with our services.

In certain situations, we may also ask you to supply limited sensitive or special category personal data relating to criminal records or your health (“sensitive personal data”). We will only ask for sensitive personal data when it is needed to comply with a statutory obligation or to ensure that any employment rights are respected.

What information do we collect about you?

Information provided by you

We collect personal data provided by you when you register with HOSPO Talent. That personal data is needed to provide you with the recruitment services we deliver.

That personal data includes (but is not limited to) your name, contact details, work history, employment preferences, references and the usual information contained on a CV. We will also ask for and keep copies of your CV and, where appropriate, proof of your eligibility to work in accordance with our legal obligations. For nationals of certain countries, we are able to perform digital identity checks via an online application hosted by a third-party service provider (who acts as our data processor), OCR Labs. Where we are able to perform these digital checks, we will ask your consent and provide you with more information in the consent request form. If you are directly engaged by a HOSPO Group company, we will also ask you to provide us with the information needed to ensure that you are paid appropriately (e.g., your bank details and National Insurance Number).

We may also ask if you need any reasonable adjustments to be made in connection with the recruitment process or application for a particular role.

Where we are legally required to do so, we may also ask for details of any criminal offences and seek an up-to-date criminal records check.

We will keep details of roles that you obtain through HOSPO Talent and copies of correspondence sent to you and to any hirer in connection with such roles.

Device information

If you use our website or interact with emails that we send you, we also collect personal data from those interactions. We collect personal data such as your IP address and other data about your device, which we need to provide our online content to you.

Third parties

We also obtain personal data about you from third parties, including (but not limited to):

• Clients to whom we provided your CV and who provided feedback to us;

• Former employers and referees who provide references;

• The Disclosing and Barring Service, Disclosure Scotland, Access Northern Ireland, or overseas police forces, if we need to obtain details of criminal convictions;

• Credit reference agencies, where we need to check your financial standing;

• Publicly available sources such as social media sites and LinkedIn, to enhance the information we hold in order to assist you better with finding suitable roles.

Legal grounds for processing your personal data

Under the Data Protection Act 2018, we rely on the following legal grounds to process your personal data:

(a) Our legitimate interests – (including but not limited to):

• Provision of our operations in an efficient manner;

• Provision of our services to you;

• Optimising the performance of our website and user experience;

• Provision of information about our services;

• Responding to requests and enquiries.

(b) Performing a contract – where in order to perform our obligations under a contract with you (or taking of steps to enter into the contract).

(c) Compliance with legal obligation – where we need to process your personal data in order to comply with a legal or regulatory obligation.

(d) Consent – In some circumstances, we will ask you for your consent to process your personal data. When we process your personal data based on your consent, you have the right to withdraw such consent at any time.

What do we do with your personal data?

As a Job Seeker, we will use your personal data to:

• Provide you with our recruitment services,

• Send you information about job opportunities, industry reports and insights, events, promotions and competitions,

• Enable us to monitor equality and diversity,

• Provide you with information with the aim of helping you find a suitable role (e.g., interviewing and salary advice).

As a HOSPO Talent worker, we will also use your personal data to:

• Provide HMRC with your details when we make any payments to you to comply with legislation.
  

Your personal data (including references), and where appropriate sensitive personal data, may be provided to prospective employers, hirers and their appointed agents or processors, who will use it for processing your application, for personnel administration, additional screening checks, and for inspecting our files (for audit purposes) where they are entitled to do so.

HOSPO Talent is passionate about promoting equality, diversity, inclusion and belonging across all workplaces and, as such, we work with our clients to track recruitment processes and seek improvements wherever we can. To do this successfully, we ask you to provide us with consent to process your diversity data (“Diversity Data”). HOSPO Talent will only process the Diversity Data listed in the Consent Form and for the purposes explained in the Consent Form. Since we use consent as the lawful basis for the processing of Diversity Data, you have the right to change your mind at any time and ask us to delete your Diversity Data. You can do so by emailing explaining the wish to withdraw your consent. We will then permanently delete all your Diversity Data from our systems.

Sharing your personal data

We do not share your personal data with third parties, except where it is necessary to do so to provide you with our recruitment services and as set out in this Privacy Notice.

We may also share your personal data with third party service providers who assist us in carrying out our business activities. These third parties act as our data processors and are bound by strict contractual provisions to only process your personal data under our instructions and for the limited purposes we permit them. These third parties include (but are not limited to) our accountants; auditors; external legal advisors; external IT providers; support and hosting service providers; printing, advertising, marketing and market research and analysis service providers, technical engineers, data storage and cloud providers and all other outsourced service providers (such as communication providers) that assist us in the provision of our services.

We may also share your personal data with courts, tribunals, regulators and other governmental and public authorities (such as the police or tax authorities) to: (i) allow us to pursue legal remedies, (ii) to enforce our terms and conditions and protect our operations, (iii) to comply with legal process, (iv) to comply with applicable law, and (v) to respond to requests from public and governmental bodies.

How long we keep your personal data for

We will keep your personal data (in accordance with our data retention and destruction policy) for as long as we need to in order to fulfil the purpose we collected it for. This may be for an ongoing purpose, e.g., we will retain your personal data for the duration of our business relationship with you and beyond, as we often support candidates with job placements over many years and potentially throughout their careers.