Privacy Policy
This Privacy Notice (“Notice”) describes how Remtec Talent Management Limited (we, us, our or Remtec) may use, process, store and disclose Personal Information that we may collect about individuals. It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.
1. Our responsibility
We act as a controller and we are responsible for the Personal Information we process. This Notice informs you how we protect your Personal Information and informs you about your privacy rights.
We are committed to collecting, using and protecting your personal data in the right way. That’s why we’ve developed this privacy policy, which:
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sets out the types of personal data that we collect
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explains how and why we collect and use your personal data
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explains when and why we will share personal data with other organisations
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explains the rights and choices you have when it comes to your personal data
We have appointed a Data Compliance Manager who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the Data Compliance Manager using the details set out below.
Contact details:
Our full details are: Remtec Talent Management Ltd
Name: Lorna Rutter
Email address: data@remtectalent.com
Postal address: The Officers Mess, Royston Road, Cambridge, CB22 4QH
Telephone number: +44 (0)1223 550860
2. Who this Policy applies to
This Policy applies if you contact us or we contact you about our Services whether as a client, potential client, candidate or supplier.
This website is not intended for children and we do not knowingly collect data relating to children.
3. How we collect personal information
3.1 Submitting personal information through this website
When you use our website, we may ask for certain Personal Information including your name and contact information (email and phone number) in order to support a general enquiry or job application process.
This information is collected via an online form and emailed direct to a central secure Remtec mailbox.
3.2 Our Clients and Suppliers
If you are a Client or supplier of goods and services we will collect and process information about individuals in your organisation to enable us to communicate with them and to provide our services or receive goods and services. Usually we process the individual’s name and business contact data only.
3.3 Registering as a Candidate for work finding services
We will collect your Personal Information directly from you and from other sources including when you apply for a job via a Job Board, directly through our website, from Social Media or if you have uploaded your CV to a job board database. When you ask us to provide you with work finding services we will ask you to register as a Candidate. During our Candidate Registration process we will collect your Personal Information directly from you and your CV.
The categories of Personal Information we may collect include:
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your Identity (your full name);
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contact details including your email, home address and phone numbers;
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your job search criteria, preferences and expectations;
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your qualifications, skills, experience and training;
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current remuneration and other benefits;
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educational history;
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employment history;
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details of employment or educational referees;
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references;
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evidence of your right to work in the UK which may include a photograph, nationality, place of birth, birth certificate, driving licence, etc (in accordance with Home Office requirements);
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details of disabilities (where you provide this and it is relevant);
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other information contained in your CV or that you choose to provide to us;
If you provide us with information about 3rd parties, we will assume that the 3rd party in question has given you permission to do so and to Remtec collecting, processing and transferring their Personal Information to the same extent as yours.
4. How we use your Personal Information
We use, process, store and disclose your Personal Information and other data we collect to provide:
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Business to business services as a client of Remtec
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Business to business services as a supplier of Remtec
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To provide a candidate work finding services.
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To make suggestions and recommendations to you about goods or services that may be of interest to you
For candidates using our job finding services Remtec will process your Personal Information in accordance with the Employment Agencies Act 1973 applicable and we will disclose your Personal Information to our Clients in relation to their job vacancies with your consent in line with the Employment Agencies Act.
Currently we do not use automated decision making technologies to make final or conclusive decisions about you and a member of our staff will always be involved in the provision of working finding services.
5. Recording
Video and phone calls made to and from Remtec may be recorded for training and legitimate interests of the recorder, unless those interests are overridden by the interests of the participants in the call which require protection of personal data.
The main reasons for recording include:
6. Marketing
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.
6.1 Promotional offers from us
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which services and offers may be relevant for you (we call this marketing).
You will receive marketing communications from us if you have requested information from us or purchased services from us or if you provided us with your details when you registered for a promotional material and, in each case, you have not unsubscribed from receiving that marketing.
In the capacity of a candidate; to provide you with work finding services our recruitment consultants will from time to time send you job alert and other relevant job searching information emails matching your job search criteria and preferences.
6.2 Third-party marketing
We will get your express opt-in consent before we share your personal data with any third party company for marketing purposes.
6.3 Opting out
You can ask us to stop sending you marketing messages at any time by clicking on the unsubscribe button on any email communication.
Opting out of receiving marketing messages does not apply:
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personal data provided to us as a result of service we have provided to you.
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Personal Information that you have provided to us in connection with the performance of a contract between us
7. Third-party links
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
8. Changes to the privacy notice and your duty to inform us of changes
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
9. Change of Purpose
We will only use your Personal Information for the purposes for which we collected it (e.g. the provision of work finding services ) unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.
If we need to use your Personal Information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
We may process your Personal Information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
10. External Third Parties
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Service providers acting as processors or joint controllers based in the United Kingdom who provide IT, telecoms and system administration services.
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Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance and accounting services.
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Advertisers and advertising networks that require the data to select and serve relevant adverts to you and others.
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A marketing automation platform secure to Remtec is used to share relevant information with you that we deem to be in your interest.
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HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.
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Analytics and search engine providers that assist us in the improvement and optimisation of the Website.
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Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions
11. Transferring your Personal Information outside of the UK / Europe
The data protection laws outside the UK and Europe may not provide an equivalent level of protection to those in the UK and in these circumstances we will take steps to ensure that your Personal Information is adequately protected, secure, kept confidential and that we have a lawful basis for the transfer. This means we may require the 3rd party recipient to sign the EU Model Contract clauses approved by the European Commission as providing personal data with the same protection that your Personal Information has when it is processed within UK/EEA.
When we transfer your Personal Information to 3rd parties based in the US, we will check if they are a member the EU/US Privacy Shield (as Membership requires the business to provide similar protection to personal data shared between the UK, Europe and the US). If they are not Privacy Shield certified, we will ensure these recipients will only process your Personal Information on our instructions and they will be subject to a duty of confidentiality and required to sign the EU Model Contract.
You can contact us if you require further information on the mechanism we use when transferring your Personal Information out of the UK/EEA.
12. Keeping your Personal Information Secure
We have put in place appropriate security measures to prevent your Personal Information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your Personal Information to those employees, agents, contractors and other third parties who have a business need to do so.
We have put in place procedures to deal with any suspected Personal Information breaches and we will notify you and the applicable supervisory authority of a breach where we are legally required to do so.
13. How long we retain your Personal Information
Remtec will retain your Personal Information for as long as necessary to fulfil the purposes that we collected it for. This means we will keep your Personal Information throughout the period of your relationship with us and whilst we are providing you with work finding services.
13.1 Candidates
If you no longer wish to receive our services we will continue to retain your Personal Information on our Candidate database for a further period of 2 years after our relationship ends, so that we can comply with our regulatory obligations. Prior to the 2 year retention period expiry, we will contact you to establish your current requirements.
13.2 Clients and Suppliers
We are required by law to keep basic information about our Clients and Suppliers (including contracts, evidence of identity, financial and transaction data) for up to 7 years from when our relationship ends, for legal, compliance and tax purposes.
13.3 Other personal information
Where there is no retention period stated in law, we determine the appropriate retention period for Personal Information by considering the amount, nature, and sensitivity of the Personal Information, the potential risk of harm from unauthorised use or disclosure of the data, the purposes for which we process it and whether we can achieve those purposes through other means, and the applicable legal requirements.
13.4 Anonymised data
In some circumstances we may anonymise your Personal Information (so that it can no longer be associated with you and we cannot identify you). We do this for research or statistical purposes in which case we may use this anonymised data indefinitely without further notice to you.
Details of the retention periods for different aspects of your Personal Information are set out in our Record Retention and Destruction Policy which you can request from us by contacting us at: data@remtectalent.com
14.1 You have the right to:
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Make a Data Subject Access Request to access your Personal Information at any time. This enables you to receive a copy of the Personal Information we hold about you and to check that we are lawfully processing it.
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Request correction of the Personal Information that we hold about you. This enables you to have any incomplete or inaccurate Personal Information we hold about you corrected, although we may need to verify the accuracy of the new data you provide to us.
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Request erasure / deletion / removal of your Personal Information. This enables you to ask us to delete or remove your Personal Information where we do not have a valid reason to continue to process it. You also have the right to ask us to delete or remove your Personal Information where you have successfully exercised your right to object to processing, where we may have processed your information unlawfully or where we are required to erase your Personal Information to comply with local law. Please Note: we may not always be able to comply with your request for erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
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Object to processing of your Personal Information where we are relying on a legitimate interest (or those of a 3rd party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your Personal Information for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
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Request restriction of processing of your Personal Information. This enables you to ask us to suspend the processing of your Personal Information in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to process it.
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Data Portability / Request the transfer of your Personal Information to you or directly to another controller. This right only applies to automated information which you initially provided consent for us to use or where we used the Personal Information to perform a contract with you. We will (unless there is an exemption) assist you by securely transferring your Personal Information directly to another controller where technically feasible or by providing you with a copy in a structured commonly used machine readable format.
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Withdraw consent at any time where we are relying on your consent to process your Personal Information. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain services to you. We will advise you if this is the case at the time you withdraw your consent.
We want to ensure we keep your Personal Information accurate and up to date. In addition to your legal rights, you may ask us to make changes or request a copy of your Personal Information informally, by contacting Remtec.
14.2 Additional information, Response Times and Fees
We may need to request specific information from you to help us confirm your identity and ensure your right to access your Personal Information (or to exercise any of your other rights or when you make an informal request). This is a security measure to ensure that Personal Information is not disclosed to any person other than the individual who has the right to receive it. We may also contact you to ask you for further information in relation to your request to help us locate your data and to speed up our response.
We try to respond to all legitimate requests within one month. It may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
You will not have to pay a fee to exercise any of these rights. However, we may charge a reasonable fee if your request is unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
15. Cookies
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.
16. Links to other websites
Our website may include links to 3rd party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these 3rd party websites and are not responsible for their privacy statements.
17. Feedback and Complaints
You have the right to make a complaint at any time to the UK supervisory authority for data protection issues, the Information Commissioner’s Office (ICO), (www.ico.org.uk). We would ask you to provide us with the opportunity to discuss your concerns with you before you contact the ICO so please contact: Lorna Rutter, Data Compliance Manager, Email address: data@remtectalent.com, Postal address: Remtec Talent Management, The Officers Mess, Royston Road, Cambridge, CB22 4QH. Telephone number: +44 (0)1223 550860
18. Changes to this Privacy Notice
If we change this Privacy Notice we will post any updates here for your review. If we change material terms we will provide notice of the revised Privacy Notice for 30 days on our home page at www.remtectalent.com with a link back to this page.
This Privacy Notice was last updated: 25 May 2018.
This policy was last reviewed on the 10 October 2019.
This Privacy Notice was last updated: 2 May 2020.
