Privacy Policy for Clients

Updated: April 2018
We have recently updated our Privacy Policy to support changes in European data law – GDPR.

FRS Ltd operates as a recruitment agency.
We take data protection very seriously and understand the importance of protecting your privacy and Personal Information. “Personal Information” is information that identifies you as an individual such as your name and email address.

How do we collect information from you?

We collect and use your Personal Information in accordance with this our Privacy Policy.
The majority of the Personal Information you provide to us freely when you engage with us to assist you with a recruitment drive.
Please do not submit such Personal Information to us if you do not wish us to collect it.
However, please be aware, some Personal Information may include information your business or colleagues supply to us voluntarily (for example, your HR department when engaging with us or your Receptionist or PA).

We also collect from:

– our website
– cookies
– third party websites such as job boards
– publicly available information
– other tools and applications
– online content such as LinkedIn

What Personal Information do we collect?

Personal Information we collect about you may include the following:
General identification and contact information: your name, business address, email, IP address, telephone details, gender, physical attributes including photos
Marketing preferences: entering a sales promotion, or responding to a voluntary survey
Statistical information: aggregate statistical information about site visitors and users for internal use and for other lawful purposes. Where we provide such information, we will provide this in an anonymous format and not include any Personal Information.
Publicly available information in relation to professional history: educational background, employment history, skills and experience, professional licenses and affiliations, educational and professional qualifications

What legal basis do we rely on to process your Personal Information?

Consent
On some occasions, we process your data with your consent. You have the right to withdraw consent at any time.
The processing is necessary to fulfil a contract
FRS may process your data when we need to do this to fulfil a contract with you, such as to send you CVs for a specific job advert.
Legitimate Interest
We also process your data when it is in our legitimate interests to do this and when these interests are not overridden by your data protection rights.
Our legitimate interests include:
– ensuring the security and integrity of our services and in ensuring that our Website and Database operate effectively
– supplying services to our candidates
– protecting candidates, employees and other individuals and maintaining their safety, health and welfare
– promoting, marketing and advertising our services
– sending promotional communications which are relevant and tailored to individual clients
– handling contact queries, complaints or disputes
– fulfilling our duties to our candidates, colleagues and clients
The processing is necessary because of a legal obligation that applies
FRS may process your data to comply with our legal and regulatory obligations e.g. preventing, investigating and detecting crime, fraud or anti-social behaviour and prosecuting offenders, including working with law enforcement agencies

Who do we share your Personal Information with?

FRS may make Personal Information available to:
Candidates
In the course of our business to help you search for and employ staff, FRS may make Personal Information available to third parties such as candidates and other business partners.
Our service providers
This includes external third-party service providers, such as accountants, payroll providers, auditors, lawyers and other outside professional advisors; IT systems support and hosting providers, technical engineers, data storage and cloud providers, printing, advertising and similar third-party vendors and outsourced service providers that assist us in carrying out business activities.
Governmental authorities and third parties involved in court action
FRS may share Personal Information with governmental or other public authorities (including, but not limited to, workers’ compensation boards, courts, law enforcement, tax authorities and criminal investigations agencies); and third-party civil legal process participants and their accountants, auditors, lawyers and other advisors and representatives as we believe to be necessary or appropriate to comply with applicable law, including laws outside your country of residence and to comply with legal process and requests from public and government authorities. This can also include enforcing our terms and conditions and protecting our operations, our rights, privacy, safety or property and to allow us to pursue available remedies or limit our damages.
Other third parties
Occasionally, we may share Personal Information with other third parties. We will always do this under contract and in accordance with your instructions.

How we use Personal Information?

We use Personal Information to do some or all of the following:
Communicate with you as part of our business
Send you important information regarding changes to our policies, other terms and conditions and other administrative information
Provide improved quality, training and security and manage other commercial risks
Carry out market research and analysis, including satisfaction and salary surveys
Provide emailed marketing information to you relevant to our mutual business interests and any preferences you may have expressed. Please be aware you can always change these by clicking the �unsubscribe� option on the email
Allow you to participate in prize draws and similar promotions and to administer these activities.
Some of these activities have additional terms and conditions, which could contain additional information about how we use and disclose your Personal Information, so we suggest that you read these carefully
Facilitate social media sharing functionality
Manage our infrastructure and business operations, and comply with internal policies and procedures, including those relating to auditing, finance and accounting, billing and collections, IT systems, data and website hosting, business continuity, and records, document and print management
Resolve complaints, and handle requests for data access or correction
Comply with applicable laws and regulatory obligations (including laws outside your country of residence), such as those relating to anti-money laundering and anti-terrorism, comply with legal process and respond to requests from public and governmental authorities (including those outside your country of residence)
Establish and defend legal rights, protect our operations or those of any of our business partners, our rights, privacy, safety or property, and/or that of you or others and pursue available remedies or limit our damages.
International Transfers of Personal Information
Personal Information which you supply to us is generally stored and kept inside the European Economic Area.

How can you manage or delete Personal Information?

Please note that FRS reserves the right to remove from our database, including any content that we consider to be illegal or offensive.
You can de-activate or delete your profile at any time.
However, if you would like to permanently delete your profile, you can send an email to our Data Protection Officer (DPO) (unsubscribe@frs.co.uk) with the subject line “Permanently delete my information and account”. Please supply your name and business name when doing so.

Security

FRS is committed to keeping your personal data safe and secure from unauthorised access to or unauthorised alterations, disclosure or destruction of information that we hold.
Our security measures include: –
– a strong IT infrastructure, firewalls and monitoring software
– encryption of some services and data
– review our information collection, storage and processing practices, including physical security measures
– restrict access to personal access to personal information to employees, contractors and agents who need to know that information in order to process it for us and who are subject to contractual confidentiality and processing obligations
– internal policies setting out our data security approach and training for employees and partners

Additional Services

Notifications
FRS may send you relevant notifications such as text messages and emails.
You can opt out from receiving such messages by making a request to Data Protection Officer (DPO) (unsubscribe@frs.co.uk) with the subject line “Please unsubscribe me from text messaging” or “Please unsubscribe me from email marketing”. Please supply your name and business name when doing so.

Marketing and Advertising

Your Rights
You have the following rights:
– the right to ask what personal data that we hold about you at any time
– the right to ask us to update and correct any out-of-date or incorrect personal data that we hold about you free of charge
– the right to opt out of any marketing communications that we may send you
If you wish to exercise any of the above rights, please contact our Data Protection Officer (DPO) (unsubscribe@frs.co.uk), supplying your name and business name when doing so.

Who to contact about your Personal Information

The Data Controller responsible for your information is FRS.
If you have any questions about this policy or our use of your Personal Information you can email: unsubscribe@frs.co.uk or write to the Data Protection Officer, FRS Ltd, 30 Queensbridge, Old Bedford Road, Northampton, NN4 7BF.

Changes to Privacy Policy

We review this Privacy Policy regularly and reserve the right to make changes at any time to take account of changes in our business and legal requirements. We will place updates on our website.