Live 2 Help Recruitment Ltd ("the Company") is a recruitment business which provides work-finding services to its Clients and Candidates. The Company must process personal data (including sensitive personal data) so that it can provide these services, and in doing so the Company is responsible for your personal data. You may give your personal details to the Company directly, such as on an application or registration form or via our websites, 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 notice.
This notice will be updated as required.
1. Definitions
- Candidate(s) means any individual who registers with the Company for the purposes of obtaining permanent or fixed term employment or temporary work.
- Client(s) means any organisation, and any individual or employee of that organisation, that the Company provides recruitment services to.
- Data Protection Legislation means all applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
- Personal data means any information relating to an individual who can be identified, such as by a name, an identification number, location data, an online identifier or one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that person.
- Process / processing means any operation performed on personal data, such as collection, recording, organisation, structuring, storage (including archiving), adaptation or alteration, retrieval, consultation, use, disclosure, dissemination, alignment or combination, restriction, erasure or destruction.
- Sensitive personal data means personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs or trade union membership, and the processing of genetic data, biometric data, data concerning health, an individual's sex life or sexual orientation, and an individual's criminal convictions. In this notice, "personal data" includes sensitive personal data except where we need to refer to sensitive personal data specifically.
- Supervisory authority means an independent public authority responsible for monitoring the application of data protection. In the UK this is the Information Commissioner's Office (ICO).
- Supplier(s) means any organisation, and any individual or employee of that organisation, that provides services to the Company.
2. Collection and use of personal data
i) Categories of personal data that may be collected
The categories of personal data the Company may collect depend on the type of contact you have with us.
Candidates: name; date of birth; marital status; emergency contact or next of kin; home address; email address; telephone number; CV and work history; education or training; employment history; referee details; photographic ID; nationality; right to work status; record of criminal convictions; sensitive personal data such as sex or gender, ethnicity, physical or mental disabilities, religious beliefs and sexual orientation, which may be collected for equality and diversity monitoring; details of your current salary and bank account; and any additional information that you, your referees or our Clients provide about you.
Clients: contact details for you and individuals or employees of your organisation, such as name, work address, email address and telephone number; and details of previous and current job requirements.
Suppliers: contact details for you and individuals or employees of your organisation, such as name, work address, email address and telephone number; and bank account details.
If you use our websites, we may also collect other data, such as the dates and times you used them (see section 6). These lists are not exhaustive.
ii) How we use your personal data
Candidates: the Company will process your personal data to provide you with work-finding services. This includes providing you with job recommendations and submitting your application to potential employers. The Company may also use your personal data for marketing purposes, for equality and diversity monitoring, or as required by law, regulatory bodies or for tax or audit purposes.
Clients: the Company will process your personal data to provide you with recruitment services under our agreed terms. The Company may also use your personal data for marketing purposes or as required by law, regulatory bodies or for tax or audit purposes.
Suppliers: the Company will process your personal data so that our agreed terms of contract can be carried out efficiently and effectively, and as required by law, regulatory bodies or for tax or audit purposes.
iii) Our legal basis for processing your personal data
The legal basis we rely on will generally be legitimate interests.
Candidates: if you have applied for a position or submitted your CV to the Company, we need to process your personal data to provide you with work-finding services. This may include carrying out reference checks needed for you to gain employment. If you obtain employment, we may need to process your personal data for payroll and other administration. We may also provide job recommendations tailored to your requirements. We regard all of this as being in our legitimate interests in running a recruitment business and providing appropriate recruitment services.
Clients: the Company will store your and your employees' personal data to provide you with suitable Candidates for job positions, together with records of role requirements, meetings, emails and conversations, so that we can continue to provide relevant recruitment services. We consider this to be in our legitimate interests.
Suppliers: the Company will process the personal data of your employees and store your bank account details so that you can provide your services and be paid for them. We consider this to be in our legitimate interests as one of your customers.
Consent: the Company may need your consent for certain processing activities. Consent must be freely given, specific, informed and unambiguous, and you will be given a specific opt-in. You may withdraw your consent at any time (see section 5).
iv) Third parties we may share your personal data with
The Company may share your personal data with our third party service providers where required, such as IT and software providers, professional and business advisers, lawyers, auditors and accountants, and as required by law, regulatory bodies or for tax or audit purposes.
Candidates: we may also share your personal data with potential employers or third party recruitment services to assist your search for employment, and with reference agencies where a specific form of reference is required.
Clients: we may share your personal data with our Candidates or intermediary organisations (such as MSP or RPO providers) where appropriate.
Suppliers: we may share your personal data with third party service providers or as required by law.
These lists are not exhaustive and may be updated as required.
3. Online tools and payments
Our careers site offers tools such as the Hiring Toolkit, the Career Toolkit and paid expert services. When you use them, we process the information you enter (for example your CV, answers or company details) to provide the tool or service. Some tools use artificial intelligence services provided by third party processors to generate suggestions; the information you submit is sent to those processors only to produce your result. Payments for paid services are handled by Stripe, our payment provider. We do not see or store your full card or bank details.
4. Transfers outside the UK
Some of our service providers may process personal data outside the UK. Where this happens, we take steps to make sure adequate protections are in place, as required by Data Protection Legislation.
5. Data retention
The Company will retain your personal data only for as long as is necessary. Different laws require us to keep different data for different periods of time.
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) the date on which we last provided you with work-finding services. We must also keep payroll, holiday pay, sick pay and pensions auto-enrolment records for as long as is legally required by HMRC and associated legislation.
If you are a Candidate or Client and the Company has had no meaningful contact with you for a period of 3 years, your personal data will be deleted unless we are required to keep it by law, for a regulatory body or for tax or audit purposes.
6. Your rights
Under Data Protection Legislation, you have the following rights:
- Right to be informed: we must tell you how your personal data will be stored and used, as set out in this notice.
- Right of access: you can ask for copies of the personal data we hold about you.
- Right to rectification: if any personal data we hold is inaccurate, you can have it corrected. We may also tell relevant third parties about the change.
- Right to erasure: you can ask for your personal data to be permanently erased from our records.
- Right to restrict processing: where erasure is not possible or desirable, you can ask us to stop processing your data and keep it for reference only.
- Right to data portability: where data is processed by automated means, we will provide it in a format that is easy to move to another system.
- Right to object: you can object to processing based on legitimate interests or for research purposes, giving your reason. If you object to direct marketing, we will stop immediately.
- Right not to be subject to automated decision making: you have the right not to be subject to decisions based solely on automated processing that have a legal or similarly significant effect on you, except where the decision is necessary for a contract between you and the Company, is authorised by law, or you have given explicit consent.
- Right to withdraw consent: where we rely on your consent, you can withdraw it at any time.
To use any of these rights, please contact office@live2helprecruitment.co.uk.
7. Use of our websites
Cookies: our websites use cookies and similar browser storage to make them work, to remember your progress in our online tools and to understand how they are used. No personal data is stored in these cookies. Most browsers let you refuse cookies, although some features may not work as a result.
Data collected: this may include your IP address, the dates and times you access our websites and the pages or roles you look at.
How we use it: we use this information for statistical analysis to review, develop and improve our websites. We take all reasonable steps to keep the information we hold secure, although no transmission over the internet can be guaranteed to be completely secure.
8. Complaints or queries
If you wish to complain about this notice or any of the procedures set out in it, please contact office@live2helprecruitment.co.uk. You also have the right to raise concerns with the Information Commissioner's Office on 0303 123 1113 or at ico.org.uk, or with any other relevant supervisory authority, if you believe your data protection rights have not been respected.