Privacy Policy

Introduction

  • This Privacy Policy explains what we do with your personal data, whether we are in the process of helping you find a job, continuing our relationship with you once we have found you a role, providing you with a service, receiving a service from you, using your data to ask for your assistance in relation to one of our Candidates, or you are visiting our website.
  • It describes how we collect, use and process your personal data, and how, in doing so, we comply with our legal obligations to you. Your privacy is important to us, and we are committed to protecting and safeguarding your data privacy rights.
  • This Privacy Policy applies to the personal data of our Website Users, Candidates, Clients, Suppliers and other people whom we may contactin order to find out more about our Candidates.
  • It is important to point out that we may amend this Privacy Policy from time to time. Please just visit this page if you want to stay up to date, as we will post any changes here.
  • If you are dissatisfied with any aspect of our Privacy Policy, you may have legal rights and, where relevant, we have described these as well.

What kind of personal data do we collect?

CANDIDATE DATA: In order to provide the best possible employment opportunities that are tailored to you, we need to process certain information about you. We only ask for details that will genuinely help us to help you, such as your name, contact details, education details, employment history, immigration status etc. (and of course you may choose to share other relevant information with us). Where appropriate and in accordance with local laws and requirements, we may also collect information related to your health, diversity information or details of any criminal convictions.

If you would like a more detailed description of the personal data that we collect about you, please refer to Appendix 1.

CLIENT DATA:If you are an Allerton Park client, we need to collect and use information about you, or individuals at your organisation, in the course of providing you services such as finding candidates who are the right fit for you or your organisation or notifying you of content published by Allerton Park which is likely to be relevant and useful to you.

If you would like a more detailed description of the personal data that we collect in this way, please refer to Appendix 2.

SUPPLIER DATA:We need a small amount of information from our Suppliers to ensure that things run smoothly. We need contact details of relevant individuals at your organisation so that we can communicate with you. We also need other information such as your bank details so that we can pay for the services you provide (if this is part of the contractual arrangements between us).

If you would like a more detailed description of the personal data that we collect about you, please refer to Appendix 3.

WEBSITE USERS: We collect a limited amount of data from our Website Userswhich we use to help us to improve your experience when using our website and to help us manage the services we provide. This includes information such as how you use our website, the frequency with which you access our website, and the times that our website is most popular.

A number of elements of the personal data we collect from you are required to enable us to fulfil our contractual duties to you or to others. Where appropriate, some, for example Candidates’ social security number and, religious affiliation, are required by statute or other laws. Other items may simply be needed to ensure that our relationship can run smoothly.

Depending on the type of personal data in question and the grounds on which we may be processing it, should you decline to provide us with such data, we may not be able to fulfil our contractual requirements or, in extreme cases, may not be able to continue with our relationship.

How do we collect your personal data?

CANDIDATE DATA: There are two main ways in which we collect your personal data:

  1. Directly from you; and
  2. From third parties.

If you want to know more about how we collect your personal data, please refer to Appendix 4.

To the extent that you access our website or read or click through from an email from us, we may also collect certain data automatically or through you providing it to us.

CLIENT DATA:There are two main ways in which we collect your personal data:

  1. Directly from you; and
  2. From third parties (e.g. our Candidates) and other limited sources (e.g. online media).

If you would like to know more about how we collect your personal data, please refer to Appendix 5.

To the extent that you access our website or read or click through from an email from us, we may also collect certain data automatically or through you providing it to us.

SUPPLIER DATA:We collect your personal data during the course of our work with you.

To the extent that you access our website or read or click through from an email from us, we may also collect certain data automatically or through you providing it to us.

WEBSITE USERS: We collect your data automatically via cookies when you visit our website, in line with cookie settings in your browser. We will also collect data from you when you contact us via the website.

How do we use your personal data?

CANDIDATE DATA:The main reason for using your personal details is to help you find employment or other work roles that might be suitable for you. The more information we have about you, your skillset and your ambitions, the more bespoke we can make our service. Where appropriate and in accordance with local laws and requirements, we may also use your personal data for things like marketing, profiling and diversity monitoring. Where appropriate, we will seek your consent to undertake some of these activities.

For more details on how we use your personal data, please refer to Appendix 6.

CLIENT DATA:The main reason for using information about Clients is to ensure that the contractual arrangements between us can properly be implemented so that the relationship can run smoothly. This may involveidentifying Candidates who we think will be the right fit for you or your organisation. The more information we have, the more bespoke we can make our service.

For more details on how we use your personal data, please refer to Appendix 7.

SUPPLIER DATA:The main reasons for using your personal data are to ensure that the contractual arrangements between us can properly be implemented so that the relationship can run smoothly, and to comply with legal requirements.

For more details on how we use your personal data, please refer to Appendix 8.

WEBSITE USERS:We use your data to help us to improve your experience of using our website

Please note that communications to and from Allerton Park staff including emails may be reviewed as part of internal or external investigations or litigation.

Who do we share your personal data with?

CANDIDATE DATA:We may share your personal data with various parties, in various ways and for various reasons. Primarily we will share your information with prospective employers to increase your chances of securing the job you want.

If you would like to see a list of who we may share your personal data with, please refer to Appendix 9.

CLIENT DATA:We will share your dataprimarily to ensure that we provide you with a suitable pool of Candidates.

If you would like to see a list of who we may share your personal data with, please refer to Appendix 9.

SUPPLIER DATA:Unless you specify otherwise, we may share your information with any of our group companies and associated third parties such as our service providers and organisations to whom we provide services.

If you would like to see a list of who we may share your personal data with, please refer to Appendix 9.

WEBSITE USERS: Unless you specify otherwise, we may share your information with providers of web analytics services, marketing automation platforms and social media services to make sure any advertising you receive is targeted to you.

How do we safeguard your personal data?

We care about protecting your information. That’s why we put in place appropriate measures that are designed to prevent unauthorised access to, and misuse of, your personal data. We havein place a range of appropriate technical and organisational measures. These include measures to deal with any suspected data breach.

If you suspect any misuse or loss of or unauthorised access to your personal information please let us know immediately.

How long do we keep your personal data for?

If we have not had meaningful contact with you (or, where appropriate, the company you are working for or with) for a period of two years, we will deleteyour personal data from our systems unless we believe in good faith that the law or other regulation requires us to preserve it (for example, because of our obligations to tax authorities or in connection with any anticipated litigation). After this period, it is likely your data will no longer be relevant for the purposes for which it was collected.

When we refer to “meaningful contact”, we mean, for example, communication between us (either verbal or written), or where you are actively engaging with us in some other way. If you are a Candidatewe will consider there to be meaningful contact with you if you submit your updated CV to us. We will also consider it meaningful contact if you communicate with us about potential roles, either by verbal or written communication or respond in any way to any of our marketing communications. Your receipt, opening or reading of an email or other digital message from us will not count as meaningful contact – this will only occur in cases where you click-through or reply directly.

How can you access, amend or take back the personal data that you have given to us?

Even if we already hold your personal data, you still have various rights in relation to it. To get in touch about these, please contact us. We will seek to deal with your request without undue delay, and in any event in accordance with the requirements of any applicable laws. Please note that we may keep a record of your communications to help us resolve any issues which you raise.

Right to object:If we are using your data because we deem it necessary for our legitimate interests to do so, and you do not agree, you have the right to object. We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases). Generally, we will only disagree with you if certain limited conditions apply.

Right to withdraw consent:Where we have obtained your consent to process your personal data for certain activities (for example, for profiling your suitability for certain roles), or consent to market to you, you may withdraw your consent at any time.

Data Subject Access Requests (DSAR):Just so it’s clear, you have the right to ask us to confirm what information we hold about you at any time, and you may ask us to modify, update or delete such information. At this point we may comply with your request or, additionally, do one of the following:

– we may ask you to verify your identity, or ask for more information about your request; and

– where we are legally permitted to do so, we may decline your request, but we will explain why if we do so.

Right to erasure:In certain situations (for example, where we have processed your data unlawfully), you have the right to request us to “erase” your personal data. We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases) and will only disagree with you if certain limited conditions apply. If we do agree to your request, we will delete your data.

Right of data portability:If you wish, you have the right to transfer your data from us to another data controller. We will help with this – either by directly transferring your data for you, or by providing you with a copy in a commonly used machine-readable format.

Right to lodge a complaint with a supervisory authority:You also have the right to lodge a complaint with your local supervisory authority.

If your interests or requirements change, you can contact us to let us know that you wish to unsubscribe from part or all of our marketing content (for example job role emails or Allerton Park newsletters).

Who is responsible for processing your personal data on the Allerton Park website?

Allerton Park controls the processing of personal data on its website(s).

What are cookies and how do we use them?

A “cookie” is a bite-sized piece of data that is stored on your computer’s hard drive. They are used by nearly all websites and do not harm your system. We use them to track your activity to help ensure you get the smoothest possible experience when visiting our website. We can use the information from cookies to ensure we present you with options tailored to your preferences on your next visit. We can also use cookies to analyse traffic and for advertising purposes.

If you want to check or change what types of cookies you accept, this can usually be altered within your browser settings.

How to reject cookies

If you don’t want to receive cookies that are not strictly necessary to perform basic features of our site, you may choose to opt-out by changing your browser settings.

Most web browsers will accept cookies but if you would rather we didn’t collect data in this way you can choose to accept all or some, or reject cookies in your browser’s privacy settings. However, rejecting all cookies means that you may not be able to take full advantage of all our website’s features. Each browser is different, so check the “Help” menu of your browser to learn how to change your cookie preferences.

For more information generally on cookies, including how to disable them, please refer to aboutcookies.org. You will also find details on how to delete cookies from your computer.

Appendix 1

CANDIDATE DATA: Depending on the relevant circumstances and applicable local laws and requirements, we may collect some or all of the information listed below to enable us to offer you employment opportunities which are tailored to your circumstances and your interests. In some jurisdictions, we are restricted from processing some of the data outlined below. In such cases, we will not process the data in those jurisdictions:

– Name;

– Age/date of birth;

– Birth number;

– Sex/gender;

– Photograph;

– Marital status;

– Contact details;

– Education details;

– Employment history;

– Emergency contacts and details of any dependants;

– Referee details;

– Immigration status (whether you need a work permit);

– Nationality/citizenship/place of birth;

– A copy of your driving licence and/or passport/identity card;

– Social security number (or equivalent in your country) and any other tax-related information;

– Diversity information including racial or ethnic origin, religious or other similar beliefs, and physical or mental health, including disability-related information;

– Details of any criminal convictions if this is required for a role that you are interested in applying for;

– Details about your current remuneration, pensions and benefits arrangements;

– Information on your interests and needs regarding future employment, both collected directly and inferred, for example from jobs viewed or articles read on our website;

– Extra information that you choose to tell us;

– Extra information that your referees chooses to tell us about you;

– Extra information that our Clients may tell us about you, or that we find from other third party sources such as job sites;

– IP address;

– The dates, times and frequency with which you access our services; and

– CCTV footage if you attend our premises.

Please note that the above list of categories of personal data we may collect is not exhaustive.

Appendix 2

CLIENT DATA: The data we collect about Clients is actually very limited. We generally only need to have your contact details or the details of individual contacts at your organisation (such as their names, telephone numbers and email addresses) to enable us to ensure that our relationship runs smoothly. We also hold information relating to your online engagement with Candidate profiles and other material published by Allerton Park, which we use to ensure that our marketing communications to you are relevant and timely. We may also hold extra information that someone in your organisation has chosen to tell us. If we need any additional personal data for any reason, we will let you know.

Appendix 3

SUPPLIER DATA: We don’t collect much data about Suppliers – we simply need to make sure that our relationship runs smoothly. We’ll collect the details for our contacts within your organisation, such as names, telephone numbers and email addresses. We’ll also collect bank details, so that we can pay you. We may also hold extra information that someone in your organisation has chosen to tell us.

Appendix 4

There are numerous ways you can share your information with us. It all depends on what suits you.

These may include:

  • Entering your details on the Allerton Park website or via an application form, as part of the registration process;
  • Leaving a hard copy CV at an Allerton Park recruitment event, job fair or office;
  • Emailing your CV to an Allerton Park consultant or being interviewed by them;
  • Applying for jobs through a job aggregator, which then redirects you to the Allerton Park website;
  • Entering your personal details into an Allerton Park microsite; or
  • Entering a competition through a social media channel such as Facebook or Twitter.

Personal data we receive from other sources

We also receive personal data about Candidates from other sources. Depending on the relevant circumstances and applicable local laws and requirements, these may include personal data received in the following situations:

  • Your referees may disclose personal information about you;
  • Our Clientsmay share personal information about you with us;
  • We may obtain information about you from searching for potential Candidatefrom third party sources, such as LinkedIn and other job sites;
  • If you ‘like’ our page on Facebook or ‘follow’ us on Twitter we will receive your personal information from those sites;
  • If you were referred to us through another source, they may share personal information about you with us.

Personal data we collect automatically

To the extent that you access our website or read or click on an email from us, where appropriate and in accordance with any local laws and requirements, we may also collect your data automatically or through you providing it to us.

Appendix 5

CLIENT DATA: We collect Client personal data in three ways:

  1. Personal data that we receive directly from you;
  2. Personal data that we receive from other sources; and
  3. Personal data that we collect automatically.

Personal data that we receive directly from you

We both share the same goal – to make sure that you have the best staff for your organisation. We will receive data directly from you in two ways:

Where you contact us proactively, usually by phone or email; and/or

Where we contact you, either by phone or email, or through our consultants’ business development activities more generally.

Personal data we receive from other sources

Where appropriate and in accordance with any local laws and requirements, we may seek more information about you or your colleagues from other sources generally by way of due diligence or other market intelligence including:

  • From third party market research and by analysing online and offline media (which we may do ourselves, or employ other organisations to do for us);
  • From delegate lists at relevant events; and
  • From other limited sources and third parties (for example from our Candidatesto the extent that they provide us with your details to act as a referee for them).

Personal data we collect via our website

To the extent that you access our website or read or click on an email from us, where appropriate and in accordance with any local laws and requirements, we may also collect your data automatically or through you providing it to us.

Appendix 6

CANDIDATE DATA: We generally use Candidate data in four ways:

  • Recruitment Activities;
  • Marketing Activities;
  • Equal Opportunities Monitoring;
  • To help us to establish, exercise or defend legal claims.

In appropriate circumstances in the future, we may also use Candidate data for Profiling.

Here are some more details about each:

Recruitment Activities

Obviously, our main area of work is recruitment – connecting the right Candidates with the right jobs. We’ve listed below various ways in which we may use and process your personal data for this purpose, where appropriate and in accordance with any local laws and requirements. Please note that this list is not exhaustive.

  • Collecting your data from you and other sources, such as LinkedIn;
  • Storing your details (and updating them when necessary) on our database, so that we can contact you in relation to recruitment;
  • Providing you with our recruitment services and to facilitate the recruitment process;
  • Assessing data about you against vacancies which we think may be suitable for you;
  • Sending your information to Clients, in order to apply for jobs or to assess your eligibility for jobs;
  • Enabling you to submit your CV, apply online for jobs or to subscribe to alerts about jobs we think may be of interest to you;
  • Allowing you to participate in specialist online training;
  • Allowing you to participate in the interactive features of our services, when you choose to do so;
  • Carrying out our obligations arising from any contracts entered into between us;
  • Carrying out our obligations arising from any contracts entered into between Allerton Park and third parties in relation to your recruitment;
  • Facilitating our invoicing processes;
  • Carrying out customer satisfaction surveys;
  • Verifying details you have provided, using third party resources (such as psychometric evaluations or skills tests), or to request information (such as references, qualifications and potentially any criminal convictions, to the extent that this is appropriate and in accordance with local laws);
  • Complying with our legal obligations in connection with the detection of crime or the collection of taxes or duties;
  • Processing your data to enable us to send you targeted, relevant marketing materials or other communications which we think are likely to be of interest to you.

Marketing Activities

We may periodically send you information that we think you may find interesting, or to ask for your help with connecting other Candidates with jobs. In particular, we may wish to use your data for the purposes listed below, where appropriate and in accordance with any local laws and requirements. Please note that this list is not exhaustive. To:

  • Enable us to develop and market other products and services;
  • Market our full range of recruitment services to you;
  • Send you details of reports, promotions, offers, networking and client events, and general information about the industry sectors which we think might be of interest to you;
  • Display promotional excerpts from your details on Allerton Park’s’ website(s) as a success story (only where we have obtained your express consent to do so); and
  • Provide you with information about certain discounts and offers that you are eligible for by virtue of your relationship with Allerton Park.

We need your consent for some aspects of these activities which are not covered by our legitimate interests (in particular, the collection of data via cookies, and the delivery of direct marketing to you through digital channels) and, depending on the situation, we’ll ask for this via an opt-in or soft-opt-in (which we explain further below).

Soft opt-in consent is a specific type of consent which applies where you have previously engaged with us (for example by submitting a job application or CV, or registering a vacancy to be filled), and we are marketing other recruitment-related services. Under ‘soft opt-in’ consent, we will take your consent as given unless or until you opt out. For most people, this is beneficial as it allows us to suggest other jobs to you alongside the specific one you applied for, significantly increasing the likelihood of us finding you a new position. For other types of e-marketing, we are required to obtain your explicit consent.

If you are not happy about our approach to marketing, you have the right to withdraw your consent at any time. Nobody’s perfect, even though we try to be. We want to let you know that even if you have opted out from our marketing communications, it is possible that your details may be recaptured through public sources in an unconnected marketing campaign. We will try to make sure this doesn’t happen, but if it does, we’re sorry. We’d just ask that in those circumstances you opt out again.

Equal opportunities monitoring and other sensitive personal data

We are committed to ensuring that our recruitment processes are aligned with our approach to equal opportunities. Some of the data we may (in appropriate circumstances and in accordance with local law and requirements) collect about you comes under the umbrella of “diversity information”. This could be information about your ethnic background, gender, disability, age, sexual orientation, religion or other similar beliefs, and/or social-economic background. Where appropriate and in accordance with local laws and requirements, we’ll use this information on an anonymised basis to monitor our compliance with our equal opportunities policy. We may also disclose this (suitably anonymised where relevant) data to Clients where this is contractually required or the Client specifically requests such information to enable them to comply with their own employment processes.

This information is what is called ‘sensitive’ personal information and slightly stricter data protection rules apply to it. We therefore need to obtain your explicit consent before we can use it. We’ll ask for your consent by offering you an opt-in. This means that you have to explicitly and clearly tell us that you agree to us collecting and using this information.

We may collect other sensitive personal data about you, such as health-related information, religious affiliation, or details of any criminal convictions if this is appropriate in accordance with local laws and is required for a role that you are interested in applying for. We will never do this without your explicit consent.

If you are not happy about this, you have the right to withdraw your consent at any time in writing or by email

To help us to establish, exercise or defend legal claims

In more unusual circumstances, we may use your personal data to help us to establish, exercise or defend legal claims.

Profiling

Although at present all our recruitment activities involve human-decision making during the process, we may in the future use fully automated technologies such as expert systems or machine learning to complete a Candidate selection process from end-to-end, where appropriate and in accordance with any local laws and requirements.

Where appropriate, we will seek your consent to carry out some or all of these activities. If you do not provide consent to profiling, your application will continue to be reviewed manually for opportunities you apply for, but your profile will not be automatically considered for alternative roles. This is likely to decrease the likelihood of us successfully finding you a new job.

You have the right to withdraw that consent at any time

Appendix 7

CLIENT DATA: We use Client information for:

  • Recruitment Activities;
  • Marketing Activities; and
  • To help us to establish, exercise or defend legal claims.

Here are some more details about each:

Recruitment Activities

Obviously, our main area of work is recruitment. We’ve listed below the various ways in which we use your data in order to facilitate this.

  • Storing your details (and updating them when necessary) on our database, so that we can contact you in relation to recruitment activities;
  • Keeping records of our conversations and meetings, so that we can provide targeted services to you;
  • Undertaking customer satisfaction surveys; and
  • Processing your data for the purpose of targeting appropriate marketing campaigns.
  • If you are not happy about this, in certain circumstances you have the right to object and can find out more about how and when to do this

Marketing Activities

Subject to any applicable local laws and requirements, we will not, as a matter of course, seek your consent when sending marketing materials to a corporate postal or email address.

If you are not happy about this, you have the right to opt out of receiving marketing materials from us by informing us in writing or via email.

To help us to establish, exercise or defend legal claims

In more unusual circumstances, we may use your personal data to help us to establish, exercise or defend legal claims.

Appendix 8

SUPPLIER DATA: We realise that you’re probably busy, and don’t want us to be contacting you about all sorts of things. To find the right balance, we will only use your information:

  • To store (and update when necessary) your details on our database, so that we can contact you in relation to our agreements;
  • To offer services to you or to obtain support and services from you;
  • To perform certain legal obligations;
  • To help us to target appropriate marketing campaigns; and
  • In more unusual circumstances, to help us to establish, exercise or defend legal claims.

We will not, as a matter of course, seek your consent when sending marketing messages to a corporate postal or email address.

If you are not happy about this, in certain circumstances you have the right to object

Appendix 9

WHO DO WE SHARE YOUR PERSONAL DATA WITH?

Where appropriate and in accordance with local laws and requirements, we may share your personal data, in various ways and for various reasons, with the following categories of people:

  • Any of our group companies;
  • Tax, audit, or other authorities, when we believe in good faith that the law or other regulation requires us to share this data (for example, because of a request by a tax authority or in connection with any anticipated litigation);
  • Third party service providers who perform functions on our behalf (including external consultants, business associates and professional advisers such as lawyers, auditors and accountants, technical support functions and IT consultants carrying out testing and development work on our business technology systems);
  • Third party outsourced IT and document storage providers where we have an appropriate processing agreement (or similar protections) in place;
  • In the case of Candidates: potential employers to increase your chances of finding employment;
  • In the case of Candidates: third parties who we have retained to provide services such as reference, qualification and criminal convictions checks, to the extent that these checks are appropriate and in accordance with local laws;
  • If Allerton Park merges with or is acquired by another business or company in the future, (or is in meaningful discussions about such a possibility) we may share your personal data with the (prospective) new owners of the business or company.