Privacy Policy

 

The Company is a recruitment business which provides work-finding services to its clients and work-seekers. The Company must process personal data (including sensitive personal data) so that it 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.

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. Automated decision making
  7. Cookies
  8. Login files
  9. Links to external sites
  10. Sale of the business
  11. Data security
  12. Changes to this privacy statement
  13. Complaints or queries

 

1. Collection and use of personal data

a. 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 including information and invitations to our Recruitment events through the Data Science Festival. 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

 

b. 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;
  • Giving you information about similar products or services that you have used from us recently including but not limited to Recruitment events that The Idols Group Ltd organise

 

c. 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.

 

d. 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 you to)
  • Former employers whom we may seek references from
  • Payroll service providers who manage payroll on our behalf or other payment intermediaries whom we may introduce you to
  • Other recruitment agencies in the supply chain
  • Our insurers
  • The Recruitment and Employment Confederation and any other third parties who carry out audits to ensure that we run our business correctly
  • Our legal advisors
  • IT and CRM providers
  • Other subsidiary companies of The Idols Group Ltd.

 

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

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

Personal data:

  • Name, address, mobile no., email
  • National insurance no.
  • Nationality (through right to work check)
  • Work history including previous employers

Sensitive personal data:

  • Health information including whether you have a disability
  • Criminal conviction(s)

 

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

  • From CV library, CWJobs and Reed jobs boards, LinkedIn
  • A former employer of the candidate
  • A referee whose details you previously provided to The Idols Group
  • Software providers who we use to support our services including: ETZ, Bullhorn, Cloudcall, Cube19, Hubspot, Mailchimp
  • Cookies listed in section 7
  • Opting into hearing about jobs from our partners when signing up for a Data Science Festival event

This information came from a publicly accessible source.

 

3. Overseas Transfers

The Company will not 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. The EEA comprises the EU member states plus Norway, Iceland and Liechtenstein.

 

4. 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.

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 sensitive personal data we will do so in line with our retention policy which is available upon request. Upon expiry of that period the Company will seek further consent from you. Where consent is not granted the Company will cease to process your personal data and sensitive personal data.

 

5. 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 sensitive personal data you have the right to withdraw that consent at any time by contacting Charlotte Heggie, charlotte.heggie@dataidols.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.

 

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.

The table below explains the cookies we use and why.

Cookie Name

Purpose

More information

Most web browsers allow some control of most cookies through the browser settings.

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.

 

7. 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.

 

8. 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.

 

9. 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.

 

10. Data Security

The Company takes every precaution to protect our users’ information including firewalls, encryption, limited access and use of passwords.

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

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 Charlotte Heggie at charlotte.heggie@dataidols.com

 

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.

 

12. Complaints or queries

If you wish to complain about this privacy notice or any of the procedures set out in it please contact: Charlotte Heggie, 01908 465 570 or email charlotte.heggie@dataidols.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.

 

This is the general privacy policy for The Idols Group LTD and for a range of products and services we provide through this website and the websites of our individual products and additional applications (“our sites”).

At The Idols Group LTD we collect different types of information about our users for four main reasons:
-To provide personalised services unique to individual users.
-To help us to monitor and improve the services we offer.
-To keep customers up-to-date about the products and services they have registered for or subscribed to.
-To fulfil contracted services

Some of our services may have their own specific privacy policy because the services we provide in that instance are different. So please do check when you sign up or register just to be sure you know what is happening to your information.

1. About us
2. Registration as a subscriber or a delegate
3. Other information about your data
4. Updating your personal information
5. Who we share data with
6. Google Analytics
7. About our advertising
8. Legal information and how to contact us
9. Changes to this privacy policy
10.Video and Pictures at our events

1. About us
The protection of your privacy and personal information is important to us. We make sure that not only do we have appropriate security measures in place, but that any other organisation we work with to provide a service also meets the same standard as us.

We will respect your privacy. You should receive marketing emails only from us and other organisations we have carefully chosen. We will make sure that the boxes you need to tick if you are happy to receive marketing are presented clearly and at an appropriate time.

We will make it clear at the point when we request your information, what we are collecting it for and how we are going to use it.

We will collect and use your personal information only if we have your permission or we have sensible business reasons for doing so, such as collecting enough information to manage your subscriptions or process your event registration.

We will minimise the amount of information we collect from you to what we need to deliver the product and services you have requested.

We will be clear in our dealings with you as to what information about you we will collect and how we will use it.

We will use personal information only for the purposes for which it was originally collected and we will make sure we delete it securely.

Our websites are accessible via the internet. Please remember that if you post any comments or links on any of our sites that they can be read and accessed by anyone and everyone.

What information do we collect about you and how do we use it?
We collect information on you:
-When you register for an event (including live streamed events), an awards programme or competition
-When you contact us for information
-When you work with us in a commercial capacity, either as a sponsor or partner
-When you sign up for a newsletter
-When you subscribe to a paper or digital magazine
-When you download an app
-When you use the website
-Through cookies
-If you choose to reveal information in postings
-If you complete your details on research questionnaires, and when you enter sales promotions and competitions.

Certain services that we provide may involve us collecting extra information (your location or preferred language, for example), so that we can tailor the information we give you better.

What legal bases do we use for processing your data?
We use different legal bases depending upon the purpose for collecting your data in the first instance.
For all data collected to sign up for a product and service such as a newsletter, an event or a magazine subscription we process the data using Legitimate Interest, i.e. you are able to access an extensive range of information in exchange for supplying your information, and we have a relationship where the balance of benefit is in your favour.

You always have a choice in the management of your data in this manner and can opt out of processing under this basis at any time.

Where you provide data in the course of the purchase of a product we process your data under Contract, i.e. your data is necessary for the fulfilment of the service.

Any additional contact, i.e. telling you about another product or service closely related to the product or service you have bought is managed under legitimate interest.

Any secondary processing of your data, i.e. sharing with third parties, sending you messages on behalf of third parties, transfer to third countries, is managed under Consent.

Under the terms of current data protection legislation, we will always make it as easy as possible for you to opt out of unwanted processing, providing it does not restrict our ability to provide you with the service you have requested.

Profiling
From time to time we may use some elements of the data you supply to target the messages we send you. For example, we may use your location to send you information about an event which is happening in the same country, or we may use your company type to send you a relevant news story.

None of this information is collated by wholly automated means and the rights and freedoms of the data subject are safeguarded by suitable measures.

How long do you hold on to my data?
Because we collect data for a wide range of purposes, we do not have a singularly defined retention period. For each individual product and service we define a carefully assessed time frame within which we retain your data.
After this, data is managed to ensure that it is either erased from our system, minimised and retained for legal reasons or pseudonymised and retained on a global suppression list to ensure that you do not receive unwanted messaging from us.

2. Registering as a subscriber or delegate
The minimum information we need from you to register you as either a subscriber or a delegate is your name, job title, company name and address, landline telephone number and email address. We will ask you more questions for different services, including marketing emails. Unless we say otherwise, you must answer all the registration questions.
We may also ask some other, voluntary questions during registration (for example, general demographic questions about your business) so we can gain a clearer understanding of who you are. This enables us to assess whether you qualify for a free subscription or registration, need to be invited to an event as a VIP or to deliver specific products to you. We may also use these details to create anonymised audience information for our sponsors and partners to facilitate their advertising or commercial decision-making processes.
We will process data collected for the purpose of facilitating your registration or subscription on the basis of Legitimate Interests to deliver the service for which you have registered or subscribed. We will also, on this basis, contact you occasionally about other relevant The Idols Group products events, and services which we think will interest you. You always have a choice and can opt out of processing on this basis at any time by contacting our Database Manager, the by email at info@createcommunities.com or telephone on 01908 465570.

3. Other uses of your data
We will also send you emails from trusted partners we think may interest you. At any time you can decide not to receive these emails and will be able to ‘unsubscribe’. We will only share your data with our sponsors, exhibitors and commercial partners.

4. Updating your personal information
Under current data privacy legislation, you have the right to rectify, erase or restrict the processing of your data without undue delay. You may also request access to the data we hold on you.
To do this or to update your personal information at any time please contact our Database Manager, the by email at info@createcommunities.com or telephone on 01908 465570.

5. Who we share data with
-We will not share your personal information with others for marketing purposes unless you have given us your permission. If we have your permission, we will share your information only with other organisations we have chosen carefully.
-We may make other organisations’ services available, through our sites, although we are not necessarily operating these sites. We process any information which we collect when you access a service provided by another organisation under this privacy policy. Information these other organisations collect is governed by their own privacy policies.
-We can access and release personal information to keep to relevant laws and government requests, to operate our systems properly and to protect both us and our users.
-Any other organisations who access your information in the course of providing services on our behalf will be governed by strict contractual restrictions to make sure that they protect your information and keep to data-protection and privacy laws which apply. We may also independently audit these service providers to make sure that they meet our standards. We may use service providers to help us run these sites (or services available on the sites), some of whom may be based outside the EEA or countries deemed adequate by the EDPB.

6. Google Analytics
We use Google Analytics on our sites for anonymous reporting of site usage and for advertising on the site. If you would like to opt-out of Google Analytics monitoring your behaviour on our sites please use this link https://tools.google.com/dlpage/gaoptout

7. About our advertising
We may share anonymised behavioural data with advertising partners, including commercial organisations that fund content labelled ‘Supported by’, ‘Paid content/Paid for by’ or ‘Sponsor content/from our sponsors’. This may mean that when you are on other websites, you will be shown advertising based on your behaviour on The Idols Group owned websites. We may also show you advertising on our site based on your behaviour on other sites.
If you want to opt out of receiving online behavioural advertising, this does not mean that you will no longer receive advertising when you are using our sites. It just means that the advertising you see will not be customised for you.
Sometimes we also use Google AdWords Remarketing and Similar Audiences, LinkedIn Matched Audiences and Facebook Lookalike Audiences services to advertise on third party websites (including Google, LinkedIn and Facebook advertising networks) to previous visitors to our site or users with similar interests. It could mean that we advertise to previous visitors who haven’t completed a task on our site, for example using the contact form to make an enquiry, or users with interests like our previous visitors.
This could be in the form of an advertisement on the Google search results page, on a site in the Google Display Network, or on Facebook and/or LinkedIn advertising networks. Third-party vendors, including Google, LinkedIn and Facebook, use cookies to serve ads based on someone’s past visits to the website. Of course, any data collected will be used in accordance with our own privacy policy and third parties advertising networks’ privacy policy.
If you wish to opt out from Google Remarketing or Similar Audiences you can do so by visiting Google’s Ads Settings here: support.google.com/ads/answer/2662922?hl=en-GB
If you want to opt out of receiving online behavioural advertising, this does not mean that you will no longer receive advertising when you are using our sites. It just means that the advertising you see will not be customised for you. If you would like more information about OBA and how to opt out of it, please visit youronlinechoices.com or optout.networkadvertising.org (if accessing from the US.)
Advertising on mobile devices may require the collection and sharing of the unique device ID with companies who purchase advertising space on the mobile application.

8. Legal information and how to contact us
Under the currently Applicable Laws we have to say who the ‘data controller’ is for The Idols Group LTD products and services provided via our websites, our magazines, events and other products and services. The data controller is the organisation responsible for protecting information and, in our case, is the Head of Marketing.

If you would like access to or a copy of the personal information we hold about you, to request a correction, or have any questions about how we may use it or to make a complaint, please contact the Head of Marketing by email at info@createcommunities.com or telephone on 01908 465570.

Requests will be dealt with by the Data Manager, and will be responded to within a reasonable period, not longer than 30 days.
If you are not satisfied with the way your request was handled, you have the right to lodge a complaint with the supervisory authority – details of which are given below:
Information Commissioner’s Office
https://ico.org.uk/concerns/
Telephone: +44 303 123 1113

9. Changes to the privacy policy
If we make changes to our privacy policy we will show you what they are here. If these changes are significant, we may also choose to email relevant individuals with new details. If we are required by law, we will obtain your consent to make these changes.

10.Video and Pictures at our events
I grant, the Idols Group LTD and The Data Science Festival, full rights to use the images resulting from the photography/video filming, and any reproductions or adaptations of the images for fundraising, publicity or other purposes to help achieve the group’s aims. This might include (but is not limited to), the right to use them in their printed and online publicity, social media, press releases and funding applications.

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