Privacy Policy

 

Company Name

Equal Engineers Ltd / EqualEngineers (‘the Company’)

Company Contact details

EqualEngineers, 71 – 75 Shelton Street, Covent Garden, London, WC2H 9JQ. Data Protection Officer is Mark McBride-Wright and can be reached at info@equalengineers.com.  

Policy Name

Privacy Notice

Topic

Data protection

Date

1st January 2019

Version

1

 

Equal Engineers Ltd (“EqualEngineers”, “We”, “the Company”) (company number 10850716) are committed to protecting and respecting the privacy of our candidates, clients and users of our website. We want to provide a safe and secure user experience. We will ensure that the information you submit to us via our website, email, or written is only used for the purposes set out in this policy.

EqualEngineers is a recruitment platform for diverse talent within the engineering and technology sector for inclusive employers to access, and for diverse engineers to gain insight into prospective employers which are committed to inclusion. As such, we aim to have a high percentage of candidates from traditionally underrepresented groups within engineering. These include (but are not limited to) female engineers; engineers from Black, Asian or Minority Ethnic (BAME) backgrounds; lesbian, gay, bisexual, transgender (LGBT+) engineers; or disabled engineers. We also serve as a platform for engineers from a more traditional background, and who are committed to creating an inclusive engineering profession.

This policy (together with our website Terms and Conditions and any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.  Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. We are registered with the Information Commissioner’s Office for data protection purposes under reference number ZA290580.

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

You may give your personal details to the Company 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. The Company 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 this privacy statement. At all times we will comply with current data protection laws.

 

Collection and use of personal data

Purpose of processing and legal basis

The Company 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/ text. 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 also 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:

  • Your consent
  • 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

 

Legitimate interest

This is where the Company 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 the Company has relied on a legitimate interest to process your personal data our legitimate interests is/are as follows:

  • Managing our database and keeping work-seeker records up to date;
  • Providing work-finding services to you and our clients;
  • Contacting you to seek your consent where we need it;
  • To maintain accurate records of interviews attended and outcomes, and job opportunities accepted between you and our client base
  • Contacting you to make you aware of similar career opportunities and opportunities for referral.

 

Statutory/contractual requirement

The Company 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. 

 

Recipient/s of data

The Company will process your personal data and/or sensitive personal data with the following recipients:

  • Clients (whom we may introduce or supply your details to)
  • Former employers whom we may seek references from 
  • Other recruitment agencies that may be acting as a Master Vendor in the recruitment supply chain
  • Our CRM provider and IT network
  • Our governing body The Recruitment and Employment Confederation (REC) for use in audit circumstances.
  • Government, law enforcement agencies and other regulators e.g. the Police, Home Office, HMRC, Employment Agencies Standards Inspectorate (EASI), Local Authority Designated Officers (LADOs), GLAA.

 

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

Categories of data: The Company has collected the following personal data on you:

Personal data:

  • Name, address, mobile number, landline number, email addresses.
  • National insurance number.
  • Nationality (through right to work check).
  • Acceptable Right to Work documents such as, but not limited to; Passports, Birth and Adoption Certificates, right of abode certification and immigration status documentation.
  • When required; proof of earnings documentation such as payslips or P45 and P60 certification.

Sensitive personal data:

  • EqualEngineers may also ask for sensitive personal information on candidates (as defined by the Act) including gender, ethnicity, sexual orientation, disability status, religion / belief and details of any criminal convictions. This information is held, used and disclosed by us to provide our services to you as a user of our website, a client or a candidate;
  • Health information including whether you have a disability
  • Criminal convictions

Source of the personal data: The Company sourced your personal data/sensitive personal data:

  • From job boards such as Jobsite, Reed, Total Jobs, Monster, Indeed and LinkedIn
  • A former employer or colleague acting as a referrer
  • A referee whose details you previously provided to us
  • Cookies

This information came from a publicly accessible source.

Your data is required on our site for you to apply for jobs through completing our online form to create your candidate profile, and also to subscribe to job alerts. You will be asked upon registration to complete a candidate profile with pre-programmed questions on the EqualEngineers Jobs platform. You can create this profile so as to be able to apply for an advertised job, and also to be available for recruitment consultants to consider you for positions as they become available. You will also be able to upload a CV to accompany your profile for recruiters to search.

We also offer a tailored, bespoke prospective candidate search for our clients. We will use your data to help answer your enquiries, and to match your details with job vacancies and to help us find you a position which is best-suited to your skills, knowledge and experience, and to send your information to clients in order to apply for jobs. Note: sensitive personal data is not shared with clients and is stored securely in the back-end of our platform. If you have a disability and would like to request a reasonable adjustment, you will have to do this at the point of application since this information disclosed when registering for EqualEngineers Jobs is confidential and cannot be shared.

We will also process and retain information obtained when you enter a competition or promotion sponsored by us and when you report a problem with our site, keep records of any correspondence when you contact us. We may also retain information received through your completion of surveys that we request from you and use for research purposes whether to assist us or our clients, although you do not have to respond to them.

 

Overseas Transfers

The Company may transfer 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.

 

Uses made of the information

We use information held about you in the following ways:

  • To ensure that content from our site is presented in the most effective manner for you and for your computer.
  • To create and maintain a database for the purposes of the provision of our recruitment services.
  • To assess your suitability, qualifications and skills for potential, current and or future contract assignments or for any permanent work opportunities with our clients.
  • To provide you with information, products or recruitment (and ancillary) services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes.
  • To carry out our obligations arising from any contract for services entered into between you and us with respect to contract assignments.
  • To allow you to participate in interactive features of our recruitment service, when you choose to do so.
  • To notify you about changes to our recruitment services.

If you are an existing registered work seeker or client, we will endeavour to only contact you by electronic means with information about goods and services similar to those recruitment services previously provided to you. 

 

Data retention

The Company 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.

Where relevant 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 the Company has obtained your consent to process your personal and/or sensitive personal data, we will do so in line with our retention policy [(a copy of which is attached)]. Upon expiry of that period the Company will seek further consent from you. Where consent is not granted the Company will cease to process any personal data and/or sensitive personal data.

 

Your rights

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

  • The right to be informed about the personal data the Company processes on you;
  • The right of access to the personal data the Company processes on 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 Company processing your [personal data and/or sensitive personal data] you have the right to withdraw that consent at any time by contacting Mark McBride-Wright, EqualEngineers, Data Protection Officer, 71 – 75 Shelton Street, Covent Garden, London, WC2H 9JQ or by email at info@equalengineers.com. 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 the Company 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 the Company 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.

 

Cookies

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site.

 

Our use of third party Cookies

We do use Google Analytics software to help us improve the usability of our website, the type of information gathered relates to the amount of time spent on the website and the pages visited. No personal information is held.

 

How to opt out of cookies

Our website requires cookies to be enabled if you wish to register for the user areas of our website.  works better with cookies enabled. Our cookies don't give us or anyone else access to your personal data. We advise you to keep cookies enabled. However, you can choose to reject cookies, but this will diminish the experience of our website and crucial functions will cease to work.

You can use your browser to delete and reject cookies. There are instructions on how to delete cookies and how to control cookies on the 'About Cookies' website.

 

Log 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.

 

Links to external websites

The Company’s website may contains links to other external websites. Please be aware that the Company 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 the Company’s website.

 

Other websites & the internet

Please note that clicking on links and banner advertisements may result in your transferral to another website - where data privacy practices may be different to that of EqualEngineers. We do not have control over the information third-party sites will collect, and therefore visitors should consult the other websites' privacy policies.

Given that the Internet is a global environment, using the Internet to collect and process personal data necessarily involves the transmission of data on an international basis. Therefore, by browsing our website and communicating electronically with us, you acknowledge and agree to our processing of personal data in this way.

Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates.  If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies.  Please check these policies before you submit any personal data to these websites. 

 

Sale of business

If the Company’s business is sold or integrated with another business your details may be disclosed to our advisers and any prospective purchasers and their advisers and will be passed on to the new owners of the business.

 

Data Security

The Company takes every precaution to protect our users’ information. Such as the use of Firewalls, limited access, password, protected software, locked storage cabinets.

Only employees who need the information to perform a specific job (for example, consultants, our accounts clerk and operations teams and marketing team) are granted access to your information.

From time to time, we will have third parties who perform functions on our behalf and who also provide services to us, such as professional advisors, IT consultants carrying out testing and development work on our business technology systems and research who may have access to our database if this is necessary for the work involved. These third parties will comply with similar undertakings of privacy and confidentiality as EqualEngineers.

The Company uses 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 the Company 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.

If you have any questions about the security at our website, you can email info@equalengineers.com.

 

Changes to this privacy statement

This privacy policy may be changed by EqualEngineers at any time. If we change our privacy policy in the future, we will advise you of changes or updates to our privacy policy by a prominent notice on our website. Continued use of this website or our services after such changes will constitute your acceptance of such changes.

If, at any time, you have questions or concerns about our online privacy commitment, please feel free to e-mail us at info@equalengineers.com.

 

Equal Opportunities

EqualEngineers is an equal opportunities employer and a company committed to diversity. This means that all job applicants and members of staff will receive equal treatment and that we will not discriminate on grounds of gender, marital status, race, ethnic origin, colour, nationality, national origin, disability, sexual orientation, religion or age.

As part of our commitment to equal opportunities we may from time to time use information provided by you for the purposes of diversity monitoring. All such information will be used on an anonymised basis.

 

Complaints or queries

If you wish to complain about this privacy notice or any of the procedures set out in it please contact: Mark McBride-Wright, EqualEngineers, Data Protection Officer, 71 – 75 Shelton Street, Covent Garden, London, WC2H 9JQ or by email at info@equalengineers.com.

You also have the right to raise concerns with Information Commissioner’s Office on 0303 123 1113 or at https://ico.org.uk/concerns/, or any other relevant supervisory authority should your personal data be processed outside of the UK, if you believe that your data protection rights have not been adhered to.

 

Annex A

The lawfulness of processing conditions for personal data are:

  • Consent of the individual for one or more specific purposes.
  • Processing is necessary for the performance of a contract with the individual or in order to take steps at the request of the individual to enter into a contract.
  • Processing is necessary for compliance with a legal obligation that the controller is subject to.
  • Processing is necessary to protect the vital interests of the individual or another person.
  • Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller.
  • Processing is necessary for the purposes of legitimate interests pursued by the controller or a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of the individual which require protection of personal data, in particular where the individual is a child.