Privacy Policy

IDPP Consulting Limited (”We”) are committed to protecting and respecting your privacy.

Our Group means our subsidiaries, our ultimate holding company and its subsidiaries, our associated companies as defined in section 1159 of the UK Companies Act 2006 (our Group)

This notice together with our terms of use idpp.com/terms sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.

The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) is a new regulation which replaces the Data Protection Regulation (Directive 95/46/EC) The Regulation aims to harmonise data protection legislation across EU member states, enhancing privacy rights for individuals and providing a strict framework within which commercial organisations can legally operate.

Even though the UK has expressed its intention to leave the EU in March 2019, the GDPR will be applicable in the UK from 25th May 2018. The Government intends for the GDPR to continue in UK law post Brexit and has also introduced a Data Protection Bill to replace the current Data Protection Act in due course.

Your rights under the GDPR are set out in this notice but will only apply once the GDPR becomes law on 25th May 2018.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

For the purposes of data protection legislation in force from time to time the data controller is IDPP Consulting Ltd of Portland House, Bressenden Place, London, SW1E 5RS.

Our Data Protection Officer is Douglas Bray. Please send all data protection queries and/or requests to GDPR@idpp.com

Who we are and what we do

We are a recruitment agency and recruitment business as defined in the Employment Agencies and Employment Businesses Regulations 2003 (our business).  We also provide the following other services.  We collect the personal data of the following types of people to allow us to undertake our business;

 

We collect information about you to carry out our core business and ancillary activities.

Information you give to us or we collect about you.

This is information about you that you give us by filling in forms on our site www.idpp.com (our site) or by corresponding with us by phone, e-mail or otherwise. It includes information you provide when you register to use our site, to enter our database, subscribe to our services or newsletters, attend our events, participate in discussion boards or other social media functions on our site, enter a competition, promotion or survey and when you report a problem with our site.

The information you give us or we collect about you at a minimum will include your name, address, private and corporate e-mail address and phone number, financial information, compliance documentation and references verifying your qualifications and experience and your right to work in the United Kingdom, curriculum vitae and photograph, links to your professional profiles available in the public domain: e.g. LinkedIn, Twitter, business Facebook or corporate websites.

Information we collect about you when you visit our website.

With regard to each of your visits to our site we will automatically collect the following information, to enable us to improve and/or tailor our services and the information we produce:

Information we obtain from other sources.

This is information we obtain about you from other sources such as LinkedIn, corporate websites, job board websites, online CV libraries, your business card, and personal recommendations. In this case we will inform you, by sending you this privacy notice, within a maximum of 30 days of collecting the data of the fact we hold personal data about you, the source the personal data originates from and whether it came from publicly accessible sources, and for what purpose we intend to retain and process your personal data.

We are working closely with third parties including companies within our Group, business partners, sub-contractors in technical, professional, payment and other services, advertising networks, analytics providers, search information providers, background reference agencies and professional advisors. We may receive information about you from them for the purposes of our recruitment services and ancillary support services.

Purposes of the processing and the legal basis for the processing

We use information held about you in the following ways:

Our Legitimate Business Interests

Our legitimate interests in collecting and retaining your personal data is described below:

Consent

Should we want or need to receive consent to lawfully process your data we will request your consent by an online process for the specific activity we require consent for and record your response on our system.  Where consent is the lawful basis for our processing you have the right to withdraw your consent to this particular processing at any time.

Other Uses we will make of your data:

We will use this information:

We do undertake automated profiling and candidate matching. We do use our computer systems to search and identify personal data in accordance with the parameters of a requirement, as set by a person. A person will always be involved in the decision-making process. The purpose of the automated profiling and candidate matching, is to enable our team to review the best candidates for a specific job.

Cookies  

Our website uses cookies to distinguish you from other users of our website. A cookie is a small file which asks permission to be placed on your computer’s hard drive. Please click here to see our cookies policy.

Disclosure of your information inside and outside of the EEA

We will share your personal information with:

Selected third parties including:

We will disclose your personal information to third parties:

The lawful basis for the third-party processing will include:

We will not sell, rent or lease your personal information to any external company with your express permission to do so.

Where we store and process your personal data  

The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (”EEA”). It may be transferred to third parties outside of the EEA for the purpose of our recruitment services. It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. This includes staff engaged in, among other things, our recruitment services and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. IDPP Consulting Limited will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy notice.

We utilise the following systems for storing and processing your information:

The personal information we hold is gathered in Sales CRM and passed to the Commercial CRM when an offer has been made, and feeds into the timesheet Software when the contracts have been issued. This results in a streamlined and focused use of your information.

All information you provide to us is stored on our secure servers or the servers hosted by our third-party suppliers. Any payment transactions will be encrypted using SSL technology. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. It is your sole responsibility to keep this password confidential and not share with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Retention of your data

Each piece of Data we hold carries a different purpose, as a general rule we operate a “current plus 2-year rule” to retaining your data. This means that we will only process your data for the duration of your terms of business plus 2 years. However, you have the right to extend this period should you wish in your user account on our system.

There are exceptions to this rule, such as our legal duty to retain accurate data and only retain personal data for as long as we need it for our legitimate business interests and that you are happy for us to do so.  Accordingly, we have a data retention notice and run data routines to remove data that we no longer have a legitimate business interest in maintaining.

We do the following to try to ensure our data is accurate:

We segregate our data across various platforms depending on the nature and stage of your relationship with us, so that we keep different types of data for different time periods.  The criteria we use to determine whether we should retain your personal data includes:

We may archive part or all of your personal data or retain it on our financial systems only, deleting all or part of it from our Customer Relationship Manager (CRM) systems. We may pseudonymise parts of your data, particularly following a request for suppression or deletion of your data, to ensure that we do not re-enter your personal data on to our database, unless requested to do so.

For your information, Pseudonymised Data is created by taking identifying fields within a database and replacing them with artificial identifiers, or pseudonyms.

Our current retention notice can be accessed via your user account on our Sales CRM.

Your rights  

You have the right to ask us not to process your personal data for marketing purposes. We will provide you with the option to opt-in or out (via access to our system) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes and we will collect express consent from you if legally required prior to using your personal data for marketing purposes.

You can exercise your right to accept or prevent such processing by checking certain boxes on the forms contained in our CRM system.

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.

 

The GDPR provides you with the following rights. To:

Access to information  

The Data Protection Act 1998 and the GDPR give you the right to access information held about you.  We also encourage you to contact us to ensure your data is accurate and complete.

Your right of access can be exercised in accordance with the Act (and the GDPR once it is in force). Prior to 25th May 2018 any access request under the Data Protection Act will be subject to a fee of £10 to meet our costs in providing you with details of the information we hold about you.

 

A subject access request should be submitted to GDPR@idpp.com. No fee will apply once the GDPR comes into force.

Changes to our privacy notice  

Any changes we make to our privacy notice in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy notice.

Contact  

Questions, comments and requests regarding this privacy notice are welcomed and should be addressed to

FAO: Data Protection Officer

IDPP Consulting Limited

Portland House

Bressenden Place

London

SW1E 5RS

 

GDPR@idpp.com