At Total Care Recruitment, we’re committed to protecting and respecting your privacy.
This policy explains when and why we collect personal information, how we use it, the conditions under which we may disclose it to others and how we keep it secure.
Every effort has been made to make this policy clear and concise. If anything is unclear, please contact the Data Protection Officer (DPO) whose details are outlined below.
Data Protection Officer
Name: Emma Morrissey
The Company acts as the Data Controller and the Data Processor is Influence CRM. The Client refers to businesses we recruit for and the Candidate refers to candidates on our
How do we collect information from you?
On what basis do we process your data?
We process data under Legitimate Interest and in some areas contractual necessity (we might need your bank details or P45 to pay you) or legal obligation (HMRC and the Fair Employment Commission might ask us for details). We only process and use your data in the manner required to successfully assist you in your next career move or in hiring your next member of staff. We will collect information, as outlined below, without which we would be unable to work on your behalf in recruiting activity. We firmly believe that our legitimate interests in processing your data is in line with your own legitimate interests in your search for a new job or a new team member.
What type of information is collected from you?
The personal information we collect might include your name, business name, address, email address, telephone numbers and CV. We may also collect ID which will be stored in
our database at encrypted level and bank details or other financial information for payroll purposes which again will be only visible to the DPO to protect your privacy. Under
How is your information used?
We may use your information to:
- Ascertain suitability for roles we are recruiting
- To carry out obligations arising from any roles we’re recruiting
- Contact you by phone, email or text for updates on your current employment and to ensure our records are accurate
- Ask for your views or comments on the services we provide
- Notify you of changes to our services
- Send you communications which you have requested and that may be of interest such as latest vacancies or news
for such as forwarding your CV or personal details where necessary to our clients
We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We’ll hold your personal information on our systems for as long as is necessary for the relevant activity, or for a period of 24 months.
How is your data stored?
Your data is centrally stored using a Processor. The Processor uses a highly secure, encrypted connection to a cloud-based service to access this data. Information we collect
such as bank details, fair employment, ID etc are only visible to the DPO.
Information will only be held outside of the Controller in the following circumstances:
- Upon the point of an application being made to the Client, the Client becomes responsible for legal processing. The Company will record this information and can be made available to the Candidate upon request. We will always request your consent to share your CV with The Client as a matter of good recruitment practice.
- When the Candidate becomes employed by the Company to provide contractor services, payroll will be held on a third-party payroll management system.
- We have Data Processor Agreements in place with any data processors to protect your privacy.
Who has access to your information?
- We will not sell or rent your information to third parties
- We will not share your information with third parties for marketing purposes
- We may transfer your personal information to a third party (our clients) as part of a successful offer of employment to enable them to arrange the necessary contracts to be drawn up. However, we’ll take these steps with the aim of ensuring that your private rights continue to be protected.
- Total Care Recruitment staff
What are your rights?
This applies to anyone who has personal identifiable data held by Total Care Recruitment.
- You can request where your data is held and how it is being processed by submitting a Subject Access Request to the DPO
- You can request for your information to be forgotten and erased from our records
- You can request a copy of information being held and for any of it to be updated with correct information you supply
- At any stage, you can request to change the level of permission you have given us i.e. if you had initially subscribed to all forms of marketing
but would now only like to be contacted regarding employment opportunities
As standard, any request to the above rights should be fulfilled within 30 days of request.
How is data erased?
When this happens a 5-stage process takes place, outlined below:
- The data is archived from the Processor’s records meaning it cannot be used. Within 30 days all archived data will fully deleted or anonymised where we have a statutory requirement to retain it.
- Hard copies should not exist but where this has happened the hard copies will be shredded
- An internal check of all email accounts will identify any mail logs that need to be deleted
- A hard drive check will identify any local machines that need to have the data deleted
- Confirmation of this will be sent to the source of the request upon completion if applicable
Links to other websites
What we will do if data is breached?
If a breach of data happens this will be promptly communicated to affected parties within 48 hours by email and for any serious breach that could lead to significant impact on the individual a phone call will be made within 24 hours of the Company is made aware of any breach.
Diversity & inclusion
Total Care Recruitment 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 equality monitoring and submission to statutory bodies as required under FEAT (NI) Order 1998 and other legislation. All such information will be used on an anonymised basis.