Privacy Policy

Ramsey Portia Ltd is registered as a data controller in the United Kingdom for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA 2018). Our website and online services are designed to protect the privacy of all users. We ensure that the data you supply to us is processed fairly and lawfully, and with skill and care. This Privacy Policy governs our processing of all personal data provided to us, in all forms.

Introduction

This Privacy Notice provides you with clear information as to how we process your personal data. We are obliged to use your information in line with all applicable laws. We do so in a manner that is fair by using your information in a way that you would reasonably expect when providing our work-finding services or recruiting personnel for you, and being transparent so that you know how it will be used.

This Privacy Notice sets out the types of personal data that we collect about you, how and why we use it, how long we will keep it for, when, why and who we will share it with, the legal basis for us using your personal data and your rights in relation to us storing and processing your personal data. It also explains how we may contact you and how you can contact us.

Part of the recruitment process will involve sharing your personal data with our clients (independent data controllers) who have potential work opportunities that may be suitable for you. These third parties will have their own privacy policies and will also need to comply with all applicable laws — we encourage you to contact them directly if you have any concerns or questions about your data.

Who we are

Ramsey Portia Ltd (Registered in England Company No. 8468470) is an employment business and agency. We provide both temporary and permanent recruitment services to clients looking to recruit personnel for their business and provide work-finding services to candidates looking for job opportunities. We are registered as a data controller with the Information Commissioner's Office (ICO) in the United Kingdom for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA 2018).

Our registered office address is The White Chapel Building, London, E1 8QS and you can contact us at info@ramseyportia.com if you have any queries relating to data protection.

What does this Policy cover?

We at Ramsey Portia take your personal data seriously. This Policy:

• Sets out the types of personal data that we collect about you
• Explains how and why we collect and use your personal data
• Explains how long we keep your personal data for
• Explains when, why and with who we will share your personal data
• Sets out the legal basis we have for using your personal data
• Explains the effect of refusing to provide the personal data requested
• Explains the different rights and choices you have when it comes to your personal data
• Explains how we may contact you and how you can contact us

What personal data do we collect about you?

We collect the information necessary to be able to find available opportunities and further information needed so our recruiters can assess your eligibility through the different stages of recruitment. This information includes: your name, private and corporate email address, postal address and telephone number; financial information; curriculum vitae; work history; your educational records and training, work performance and right to work; compliance and identity documentation; references and links to your professional profiles available in the public domain e.g. LinkedIn, Twitter, business Facebook or corporate website.

Depending on the nature of a role considered for, and also depending upon the applicable jurisdiction, we may need to collect and process sensitive personal data about you which may include information about your health, details of any disability, details of any offences you have committed or are alleged to have committed and whether you are a member of any professional or trade associations.

Where do we collect personal data about you from?

• Directly from you — information you provide while searching for a new opportunity and/or during the different recruitment stages
• From an agent/third party — acting on your behalf, such as your own limited company or another recruitment business
• Through publicly available sources — including LinkedIn, job boards, online CV libraries and corporate websites
• By reference or word of mouth — recommended by a friend, former employer, former colleague or present employer

How and why do we use your personal data?

We use your personal data so that we can provide our services to you, including to carry out our obligations arising from any contracts we intend to enter into or have entered into between you and us; to provide you with information about job vacancies and to assist you in finding a suitable position; to maintain our business relationship; to provide you with recruitment services; to manage temporary or contract assignments; and to comply with our legal obligations.

How long do we keep your personal data for?

We only retain your information for as long as is necessary for us to use your information as described above or to comply with our legal obligations. When determining the relevant retention periods, we will take into account factors including our contractual obligations, legal obligations, legitimate interests, statute of limitations, potential disputes, and guidelines issued by relevant data protection authorities.

Who do we share your personal data with?

Your personal data may be shared with certain third parties who will be subject to contractual obligations of confidentiality and compliance with relevant laws, including our clients, our employees and group companies, suppliers and contractors, and if required to do so by law or a regulatory authority.

What legal basis do we have for using your information?

For candidates, contractors, referees and clients, our processing is necessary for our legitimate interests as a recruitment business and agency. We carry out a balancing test to ensure that our processing is necessary and that your fundamental rights of privacy are not outweighed by our legitimate interests. We will rely on contract if we are negotiating or have entered into a placement agreement with you. We will rely on legal obligation if we are legally required to hold information on you to fulfil our legal and regulatory obligations.

Do we make automated decisions concerning you?

No, we do not carry out automated profiling as there is human intervention in all our processing of personal data.

Will we transfer your data outside the EEA?

Ramsey Portia Ltd is based in the UK and our back-up systems are stored in the EEA. We do not generally transfer your data out of the EEA. In the event that we do need to make transfers to countries outside the EEA, we will ensure the appropriate safeguards are in place.

Security and storage of your data

Safeguarding personal data and respecting confidentiality of your information is important to Ramsey Portia. All information you provide to us is stored securely and we take necessary steps, including putting in place appropriate technical and organisational measures, to protect your personal data.

What rights do you have in relation to the data we hold on you?

Right	What does this mean?
The right to be informed	You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights.
The right of access	You have the right to obtain access to your information and check that we are using it in accordance with data protection law.
The right to rectification	You are entitled to have your information corrected if it is inaccurate or incomplete.
The right to erasure	Also known as the right to be forgotten — enables you to request the deletion or removal of your information where there is no compelling reason for us to keep using it.
The right to restrict processing	You have rights to block or suppress further use of your information.
The right to data portability	You have rights to obtain and reuse your personal data for your own purposes across different services.
The right to object	You have the right to object to certain types of processing, including processing for direct marketing purposes.
The right to lodge a complaint	You have the right to lodge a complaint about the way we handle or process your personal data with your national data protection regulator.
The right to withdraw consent	If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time.

Lawful basis for processing

Under the UK GDPR we rely on the following lawful bases for processing your personal data:

• Article 6(1)(b) — processing necessary to perform a contract with you, or to take steps at your request before entering into a contract
• Article 6(1)(c) — processing necessary to comply with our legal obligations
• Article 6(1)(f) — processing necessary for our legitimate interests as a recruitment business, where those interests are not overridden by your rights and freedoms

Where we process special category data (such as health information), we rely on Article 9(2)(b) of the UK GDPR, relating to our obligations in employment law, paired with Schedule 1 Part 1 of the Data Protection Act 2018. Where none of the above applies, we will seek your explicit consent.

Data breach notification

In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the Information Commissioner's Office (ICO) within 72 hours of becoming aware of the breach, in accordance with Articles 33–34 of the UK GDPR. Where the breach is likely to result in a high risk to your rights and freedoms, we will also notify you directly without undue delay.

Cookies

Our website uses cookies to improve your browsing experience and to analyse site traffic. Cookies are small text files placed on your device. We use strictly necessary cookies to make our website function, and where applicable, analytics cookies to understand how visitors interact with the site. You can control cookie settings through your browser. Please note that disabling certain cookies may affect the functionality of our website. For more information on cookies, please visit the ICO's guidance on cookies.

Your right to complain

You have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection, if you believe we have not handled your personal data in accordance with the law. You can contact the ICO at:

• Website: ico.org.uk
• Helpline: 0303 123 1113
• Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

We would, however, appreciate the opportunity to address your concerns before you contact the ICO, so please contact us in the first instance using the details below.

Changes to this policy

Ramsey Portia may update this policy from time to time to reflect changes in law or our data practices. We recommend checking this page periodically. Where changes are significant, we will notify you by email where appropriate.

How can you contact us?