Privacy notice 

KHM Recruitment is a recruitment business which provides work-finding services to its clients and work-seekers. KHM Recruitment must process personal data (including sensitive personal data) so that it can provide these services – in doing so, KHM Recruitment acts as a data controller.

 

You may give your personal details to KHM Recruitment directly, such as on an application or registration form or via our website, or we may collect them from another source such as a jobs board. KHM Recruitment must have a legal basis for processing your personal data. For the purposes of providing you with work-finding services and/or information relating to roles relevant to you we will only use your personal data in accordance with the terms of the following statement. At all times we will comply with current data protection laws.

 

Contents
1. Collection and use of personal data

a. Purpose of processing and legal basis

b. Legitimate interest
c. Statutory/contractual requirement
d. Recipients of data

2. Information to be provided when data is not collected directly from the data subject                                              

a. Categories of data

b. Sources of data

3. Overseas transfers

4. Data retention

5. Your rights

6. Cookies

7. Login files

8. Links to external sites

9. Sale of the business

10. Data security

11. Changes to this privacy statement

12. Complaints or queries

 

1.    Collection and use of personal data

a.    Purpose of processing and legal basis

KHM Recruitment will collect your personal data (which may include sensitive personal data) and will process your personal data for the purposes of providing you with work-finding services. This includes for example, contacting you about job opportunities, assessing your suitability for those opportunities, updating our databases, putting you forward for job opportunities, arranging payments to you and developing and managing our services and relationship with you and our clients. 
 

If you have opted-in, we may also send you marketing information and news via email.  You can opt-out from receiving these at any time by clicking “unsubscribe” when you receive these communications from us.

 

In some cases, we may be required to use your data for the purpose of investigating, reporting and detecting crime and to comply with laws that apply to us. We may also use your information during the course of internal audits to demonstrate our compliance with certain industry standards.

 

We must have a legal basis to process your personal data. The legal bases we rely upon to offer our work-finding services to you are:

1) Consent – in specific situations we can collect and process your data with your consent, such as when you opt-in to receive marketing communications and news, via email and other communications means
2) Legitimate interest – we require your data to pursue our legitimate interests in a way that might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests
3) Legal compliance - To comply with a legal obligation that we have
4) Contractual obligations - To fulfil a contractual obligation that we have with you

 

b. Legitimate interest

This is where KHM Recruitment has a legitimate reason to process your data provided it is reasonable and does not go against what you would reasonably expect from us.  Where KHM Recruitment has relied on a legitimate interest to process your personal data our legitimate interests is/are as follows:
1) KHM believe that if you are seeking employment and have posted your CV on a job board, professional networking site or the KHM Website, then you are happy for us to collect and use your personal data to provide a recruitment service to you
2) To function as a recruitment business, KHM need to share your information with our clients, if you have expressed an interest in doing that particular type of work
3) It may be required for the client to check the information that you have supplied to KHM, such as skills tests, references and qualifications
4) KHM believe that it is in your interest for us to help you find employment so will contact you with information about similar services that we have provided previously 
5)
KHM will manage your database and keep work-seeker records up to date
6) For KHM to perform as a business and provide a recruitment service to candidates, we will need to use your data for internal administrative activities, including payroll and invoicing
7)
Depending on the job role we may need to take your photograph to enable us to offer you employment opportunities


7) KHM has lawful obligations, which it is a legitimate interest of ours to meet. We may therefore share your data in connection with crime detection, tax collection or actual or anticipated litigation
8)
KHM need to do all the above to function as a profit-making business and help you acquire a job

 

C. Statutory/contractual requirement

KHM Recruitment has certain legal and contractual requirements to collect personal data (e.g. to comply with the Conduct of Employment Agencies and Employment Businesses Regulations 2003, immigration and tax legislation, and in some circumstances safeguarding requirements.)  Our clients may also require this personal data, and/or we may need your data to enter into a contract with you. If you do not give us personal data, we need to collect we may not be able to continue to provide work-finding services to you.
 

d. Recipient/s of data

KHM Recruitment will process your personal data and/or sensitive personal data with the following recipients:
1)Clients that KHM introduce or supply individuals to
2)Candidates former or prospective employers that KHM obtain or provide references to, educators, examining bodies and employment and recruitment agencies
3)
The Recruitment and Employment Confederation
4)Any Government, tax, audit, or other authorities, when we believe that the law or other regulation requires us to share this data
5)
Third party service providers who perform functions on our behalf (including, professional advisers such as lawyers, auditors and accountants)
6)Third party outsourced IT and document storage providers – Concept IT and Google Drive
7)
Third party payroll service provider - Xero and Lloyds Banking
8)
Marketing technology platforms and suppliers – Mail Chimp
9)
Third party insurance provider - Jelf
10)Third part CRM Provider - Microdec 

 

2. Information to be provided when data collected not from the data subject

Categories of data: KHM Recruitment has collected the following personal data on you:

Personal data:

1)Name, address, mobile no., email

2)Work history

3)Previous work performance
 

Source of the personal data: KHM Recruitment sourced your personal data from:

1)Jobs boards

2)LinkedIn

3)Facebook jobs pages

4)A referee whose details you previously provided to us

5)Cookies

3. Overseas Transfers 

KHM Recruitment may transfer only the information you provide to us to countries outside the European Economic Area (‘EEA’) for the purposes of providing you with work-finding services. We will take steps to ensure adequate protections are in place to ensure the security of your information. The EEA comprises the EU member states plus Norway, Iceland and Liechtenstein.

 

4. Data retention

KHM Recruitment will retain your personal data only for as long as is necessary for the purpose we collect it. Different laws may also require us to keep different data for different periods of time. For example, the Conduct of Employment Agencies and Employment Businesses Regulations 2003, require us to keep work-seeker records for at least one year from (a) the date of their creation or (b) after the date on which we last provide you with work-finding services.

 

We must also keep your payroll records, holiday pay, sick pay and pensions auto-enrolment records for as long as is legally required by HMRC and associated national minimum wage, social security and tax legislation. This is currently 3 to 6 years.

 

Where KHM Recruitment has obtained your consent to process your personal and sensitive personal data, such as health-related information or details of any criminal convictions we will do so in line with our retention policy outlined below. Upon expiry of that period KHM Recruitment will seek further consent from you. Where consent is not granted KHM Recruitment will cease to process your sensitive personal data.

 

We will Delete your personal data from our systems if we have not had any meaningful contact with you (or, where appropriate, the Company you are working for or with) for two years (or for such longer period as we believe in good faith that the law or relevant regulators require us to preserve your data). After this period, it is likely your data will no longer be relevant for the purposes for which it was collected. 

5. Your rights

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

1) The right to be informed about the personal data KHM Recruitment processes on you;

2) The right of access to the personal data KHM Recruitment processes on you;

3) The right to rectification of your personal data;

4) The right to erasure of your personal data in certain circumstances;

5) The right to restrict processing of your personal data;

6) The right to data portability in certain circumstances;

7) The right to object to the processing of your personal data that was based on a public or legitimate interest;

8) The right not to be subjected to automated decision making and profiling; and

9) The right to withdraw consent at any time.

 

Where you have consented to KHM Recruitment processing your personal data and sensitive personal data you have the right to withdraw that consent at any time by emailing admin@khmrecruitment.co.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 KHM Recruitment 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 KHM Recruitment processes 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 also contact us using the above details if you want us to restrict the type or amount of data we process for you, access your personal data or exercise any of the other rights listed above.

 

6. Cookies  

We may obtain data about you from cookies.  These are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. Cookies also enable us to deliver more personalised content.

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org. Please note that in a few cases some of our website features may not function if you remove cookies from your browser.
 

7. Login Files

We use IP addresses to analyse trends, administer the site, track users’ movements, and to gather broad demographic information for aggregate use.  IP addresses are not linked to personally identifiable information. 
 

8. Links to external websites

KHM Recruitment’s website may contains links to other external websites. Please be aware that KHM Recruitment is 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 KHM Recruitment’s website.  
 

9. Sale of Business

If KHM Recruitment is sold or integrated with another business your details may be disclosed to our advisors and any prospective purchasers and their sales advisers will be passed onto the new owners of the business. 
 

10. Data Security

KHM Recruitment takes every precaution to protect our users’ information. With this in mind we will treat your data with the utmost care and take all appropriate steps to protect it. Access to your personal data is password-protected or locked away securely, and sensitive data such as bank details are secured and encrypted to ensure it is protected. We regularly monitor our system for possible vulnerabilities and attacks.

 

Only employees of KHM Recruitment who need the information to perform a specific job (for example, our Accounts Director or Human Resources/Office Administrator) are granted access to your information.

 

KHM Recruitment uses all reasonable efforts to safeguard your personal information. However, you should be aware that the use of the Internet is not entirely secure and for this reason KHM Recruitment cannot guarantee the security or integrity of any personal information which is transferred from you or to you via 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.

If you have any questions about the security at our website, you can send an email to our Human Resources/Office Administrator to admin@khmrecruitment.co.uk.

 

11. Changes to this privacy statement

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