Privacy & Cookie Policy

Introduction

This privacy policy provides you with details of how we at Sure Group (“the Company”) and all its subsidiaries protect the privacy of the personal data of our website visitors.

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 data) so that it can provide these services.

Sure Group is the Data Controller and is responsible for your personal data.

This privacy policy will explain what we do with your personal data, whether we are in the process of assisting you with finding a job, continuing a working relationship with our candidates once we have found you a role, providing you with a service, using your data to ask for assistance in relation to one of our candidates or you are just visiting our site.

Your personal details maybe provided to the Company directly to ourselves, via our website, an application or registration form, or alternatively 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 purpose 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 policy.

Whenever you give us personal data, you will be required to give us your consent prior to its collection and use in accordance with this privacy policy.

This privacy policy also relates to our use of any personal information you provide the Company by phone, SMS, email, in letters, and any other correspondence and in person.

Your privacy is important to us and we are committed to protecting and safeguarding the data privacy rights of our visitors, candidates and clients to our website

The Company will comply with current data protection at all times

Contents

  • Who we are and what we do
  • What kind of personal data does the company collect
  • How we obtain your personal data
  • How we use your personal data
  • Data Retention
  • Sharing with third parties
  • Security & Confidentiality
  • Your Legal Rights
  • Marketing Communications
  • Changes to this policy
  • Contact

Who are we and what we do

The Company are a recruitment agencies as defined in the Employment Agencies and Employment Businesses Regulations 2003. We collect the personal data of the following types of people to allow us to undertake our business:

  • Prospective and placed candidates for permanent or temporary roles;
  • Prospective and live client contacts;
  • Supplier contacts to support our services, including agency contacts;
  • Employees, consultants, temporary workers.

What kind of personal data does the company collect?

Depending on the relevant circumstance and subject to legal statue the Company may collect and process a range of information from you. This includes:

  • Your name, address and contact details, including email address, telephone number, date of birth and gender;
  • The terms and conditions of employment;
  • Details of your qualifications, skills and experiences and work history, including start and end dates from previous employers.
  • A copy of any relevant licenses specific to a role i.e. Driving or Forklift licence
  • Education Details
  • Information regarding you previous and expected pay/salary, including benefits such as pensions or insurance cover;
  • Bank account and National Insurance number
  • Information about your marital status, next of kin, dependents and emergency contact details
  • Information regarding your nationality and right to work in the UK including a copy of your passport, ID card and full birth certificate
  • Information about any criminal records
  • Shift Patterns and working hours
  • Periods of leave including holidays, sickness absence, and the reason for the leave
  • Details of disciplinary and grievance procedures in which you have been involved, including any warnings issued to you.
  • Performance appraisals/reviews
  • Information about any medical or health conditions, including whether or not you have any disability for which the Company needs to make reasonable adjustment
  • Details of any trade union membership; and
  • Equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.
  • 48 Hour Working Time Directive
  • PPE Deduction Forms
  • Some roles will require assessments as part of the recruitment process such as numeracy, literacy or skills tests and these will be held on file
  • General correspondences included but not limited to emails, letters and texts
  • Any other information required from a legal compliance perspective

The Company collects this information in a variety of ways. For example, data is collected through application/registration forms, CVs or resumes, obtained from your passport, ID card or other forms of identifications such as driving license: from forms completed by you at the start of or during your registration/employment; from correspondences with you; through interviews, meetings or other assessments.

In some cases, the organisation collects data about your from third parties, such as references supplied by previous employers, information from employment background check providers, information from credit reference agencies and from criminal record checks permitted by law.

How we obtain your personal data

We collect personal data in four primary ways:

A) Information you give us or we may collect from you

The Company needs to know certain information about you in order to provide a tailored service. This will enable us to provide you with the best opportunities, and a position which meets your criteria.

The Company may collect information about you when you fill in forms on a group company website, for 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, attend our events, participate in discussion boards or other social media functions on our site or enter a competition, promotion or survey.

The information you give us or we collect about you may include:

  • information contained in your CV or job application such as your name, address, private and corporate e-mail address and phone number
  • information contained in any documents that you send to any of us for identity verification purposes such as your passport, ID Card, Full Birth Certificates or driving licence
  • financial information, compliance documentation and references verifying your qualifications and experience and your right to work in the United Kingdom
  • links to your professional profiles available in the public domain e.g. LinkedIn, Twitter, Facebook or corporate website
  • Leaving a hard copy of your CV at our offices, or events
  • Information that you provide about yourself when negotiating or entering into a contract with us

B) Information we collect about you when you visit our websites

With regard to each of your visits to our website, we will collect the following information:

  • information that you provide by filling in forms on any of our websites. This includes
  • information provided to us at the time of registering to use any of our websites (where applicable), subscribing to any of our services (where applicable), personalising any of our websites with your preferences or requesting further services;
  • technical information relating to your visits including, but not limited to, traffic data, location data, weblogs, other communication data and the resources that you access;
  • information when you respond to a survey and/or when you report a problem with one any of our websites.

C) Information we obtain from other sources

The Company will receive personal data from other sources. These may include data being received from the following situations

  • LinkedIn, corporate websites, job boards, online CV libraries, your business card and personal recommendations. In this case, we will refer you to this Privacy Notice and obtain your consent within a maximum of 7 days of collecting the data of the fact that we hold personal data about you, the source of the personal data and whether it comes from publicly available sources, and for what purpose we intend to retain and process your personal data.
  • In order for the Company to perform the legitimate activities of its business, we work closely with other third parties including other group companies, our clients, Payroll Bureaus, IT Support, other employment agencies who may be acting on your behalf, your previous employer or organisation that you worked for, credit reference agencies, organisations who process criminal checks (with your prior consent), DVLA and any other pre-engagement or pre-employment screening providers specifically required by our client, We may receive information about you from them for the purposes of our recruitment services, pre-employment or pre-engagement screening services and other ancillary support services.

D) Sensitive Data – Special categories of data

Diversity

If requested to do so by a client, or it is a requirement of our contract with a client, we may ask you for some ethnicity and diversity information to support the client’s equal opportunities monitoring. This could be information about your ethnic background, gender, disability, age, sexual orientation, religion or other similar beliefs, and/or social-economic background. Any information provided will be treated in the strictest of confidence and you consent will be obtain prior to collating.

Criminal convictions

If a client requests us to obtain a criminal convictions check as part of their pre-employment or pre-engagement screening process, we will contact you first to explain the process and obtain your consent before proceeding

How we use your personal data

  • The information we collect will only be used in the connection with the legitimate actives of the Company’s business.
  • The information you provide the Company assess your suitability for work and to provide a work seeking service.
  • Your personal data will be collected and handled by the Company for the following purposes:

    to provide you with work seeking services and information;
  • sharing information with the Company’s clients for work seeking purposes
  • to share your information with our offices and third parties for payroll and administrative purposes
  • shared internally, including members of the Company’s HR, payroll, managers within the business in order for them perform and undertake their duties and roles
  • communicating assignment information
  • to respond to your request or queries when you contact us;
  • with your consent we may also use your contact data for direct marketing to inform you about services/products/events etc that might be of interest to you (we will communicate by email, telephone, mail and/or other communication methods);
  • to help us create, publish, and improve content most relevant to you;
  • to perform analytical research on our prospective client and candidate base, including the content, and the services/products they are interested in;
  • where necessary, to comply with any legal obligation; and
  • we may also process your information to: a) investigate or respond to incidents and complaints;
  • b) comply with obligations and rights and cooperate with investigations carried out by the police, government or regulators.

Data Retention

The Company will only retain your personal data for as long as necessary to fulfil the purpose we collected it for, including for the purpose of satisfying any legal, accounting or reporting requirements.

  • The Below Table shows the Company’s retention period in relation to personal data and documentation held
  • Document Retention Period
  • Legal contracts 6 years for contracts that are not executed by deed and 12 years for contracts that are executed by deed.
  • Audited financial statements, tax returns and assessments and banking records 6 years
  • Records establishing client’s identity for money laundering purposes 5 years
  • Job applications and interview records of unsuccessful candidates 6 months after notifying unsuccessful candidates (or longer, if there is a clearly communicated policy to keep candidates CVs for future reference).
  • Personnel and training records While employment continues and up to six years after employment ceases
  • Written particulars of employment, contracts of employment, and changes to terms and conditions While employment continues and up to six years after employment ceases
  • Working time opt-out forms Two years from the date on which they were entered into
  • Annual leave records Six years or possibly longer if leave can be carried over from year to year
  • Payroll and wage records for unincorporated businesses eg sole traders and partnerships Five years after 31 January following the year of assessment
  • Payroll and wage records for companies Six years from the financial year-end in which payments were made
  • PAYE records Not less than three years after the end of the tax year to which they relate
  • Maternity records Three years after the end of the tax year in which the maternity pay period ends
  • Sickness records required for the purposes of Statutory Sick Pay Three years after the end of the tax year in which payments are made
  • Current bank details of employees No longer than necessary
  • Any reportable accident, death or injury in connection with work For at least three years from the date the report was made
  • Consents for the processing of personal and sensitive data For as long as the data is being processed and up to 6 years afterwards
  • Disclosure and Barring Service (DBS), formerly Criminal Records Bureau (CRB), checks and disclosures of criminal records forms To be deleted following recruitment process unless assessed as relevant to ongoing employment relationship. Once the conviction is spent, should be deleted unless it is an excluded profession
  • Immigration checks Two years after the termination of employment

Sharing with third parties

In order for the Company to perform and fulfil the legitimate activities of the business we may disclose your information to third parties. However, this disclosure will only occur in the following circumstances:

  • Service providers who provide IT and system administration services
  • Payroll Bureaus and Employment intermediary companies
  • Professional advisers including solicitors, accountants, bankers and insurers
  • To government or law enforcement authorities if we determine in our sole discretion that we are under a legal obligation to do so.

Such recipients will only have access to your personal information as required by them to perform their functions and are not permitted to use such personal information for any other purposes. These recipients will be subject to contractual confidentiality obligations;

Security & Confidentiality

The Company takes the security of your data seriously and have put in place security measures to prevent your personal data from being accidently lost, used, altered, disclosed or accessed without authorisation.

The Company allows access to your personal data only to those employees, managers and Directors who have a business need to know such data. The Company will only process your personal data on the clear instruction of keeping your data confidential.

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we are legally required to.

Although we will do our best to protect your personal information, you should be aware that the transmission of information via the Internet is not completely secure and we cannot guarantee the security of your personal information transmitted to the website or any third party; for this reason, any transmission is at your own risk.

We will use strict operational procedures and adequate, technical and organisational security measures to prevent any unauthorised access, change, deletion or transmission of this personal information.

Your legal rights

Under data protection laws you have rights in relation to your personal data that include the right to request access, correction, erasure, restriction, transfer, to object to processing, to portability of data and (where the lawful ground of processing is consent) to withdraw consent.

You can see more about these rights at: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

If you wish to exercise any of the rights set out above, please email us at [email protected]

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive or refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally 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.

If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).

We would be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.

Marketing communications

The Company’s lawful ground of processing your personal data to send you marketing communications is either your consent or our legitimate interests (namely to grow our business).

Under the Privacy and Electronic Communications Regulations, we may send you marketing communications from us if (i) you made a purchase or asked for information from us about our goods or services or (ii) you agreed to receive marketing communications and in each case you have not opted out of receiving such communications since. Under these regulations, if you are a limited company, we may send you marketing emails without your consent. However you can still opt out of receiving marketing emails from us at any time.

Before we share your personal data with any third party for their own marketing purposes we will get your express consent.

You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by emailing us at [email protected] at any time.

Changes to this policy

The terms of this policy may change from time to time. We shall publish any material changes to this policy through appropriate notices either on this website or contacting you using other communication channels.

Contact

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to HR Department at Sure Group Limited, Commerce House, 27-29 Hessle Road, Hull HU3 2AA or by email to [email protected]

Cookie Policy
What’s a cookie?

A “cookie” is a piece of information that is stored on your computer’s hard drive and which records how you move your way around a website so that, when you revisit that website, it can present tailored options based on the information stored about your last visit. Cookies can also be used to analyse traffic and for advertising and marketing purposes.

Cookies are used by nearly all websites and do not harm your system.

If you want to check or change what types of cookies you accept, this can usually be altered within your browser settings. You can block cookies at any time by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.

How do we use cookies?

We use cookies to track your use of our website. This enables us to understand how you use the site and track any patterns with regards how you are using our website. This helps us to develop and improve our website as well as products and / or services in response to what you might need or want.

Cookies are either:

Session cookies:

These are only stored on your computer during your web session and are automatically deleted when you close your browser – they usually store an anonymous session ID allowing you to browse a website without having to log in to each page but they do not collect any personal data from your computer; or

Persistent cookies:

A persistent cookie is stored as a file on your computer and it remains there when you close your web browser. The cookie can be read by the website that created it when you visit that website again. We use persistent cookies for Google Analytics.

Cookies can also be categorised as follows:

Strictly necessary cookies:

These cookies are essential to enable you to use the website effectively, such as when buying a product and / or service, and therefore cannot be turned off. Without these cookies, the services available to you on our website cannot be provided. These cookies do not gather information about you that could be used for marketing or remembering where you have been on the internet.

Performance cookies:

These cookies enable us to monitor and improve the performance of our website. For example, they allow us to count visits, identify traffic sources and see which parts of the site are most popular.

Functionality cookies:

These cookies allow our website to remember choices you make and provide enhanced features. For instance, we may be able to provide you with news or updates relevant to the services you use. They may also be used to provide services you have requested such as viewing a video or commenting on a blog. The information these cookies collect is usually anonymised.