Privacy Notice

Introduction

This notice explains what personal data (information) we hold about you, how we collect it, and how we use it. We are required to notify you of this information under data protection legislation. Please ensure that you read this notice (sometimes referred to as a ‘privacy notice’) and any other similar notice we may provide to you from time to time when we collect or process personal information about you.

Who collects the information

The table below shows which of our companies is the data controller in respect of your data. We use a variety of trading names so if you are uncertain, please contact talent@randstad.co.uk.

Trading Name

Legal Entity (Data Controller)

Randstad UK Holding Limited

Randstad Care

Randstad Education

Randstad Student Support

Randstad Public Services Limited

Randstad Business Support

Randstad Technologies

Randstad Finance & Accountancy

Digby Morgan

Randstad Business Solutions

Randstad Inhouse Services

Randstad Client Solutions

Randstad FS

Randstad Financial Services

Firth Ross Martin

Randstad Solutions Limited

Randstad CPE

Randstad Rail

Randstad Engineering

Randstad CPE Limited

Information we obtain may be transferred between our group companies primarily for the purposes of your prospective employment processing and reporting both within and outside the EEA. In this notice, references to ‘we’ or ‘us’ mean the Randstad UK Holding Limited and our group companies.

Data protection principles

We will comply with the data protection principles when gathering and using personal information.

About the information we collect and hold

The table set out below summarises the information we collect and hold, how and why we do so, how we use it and with whom it may be shared.

We may also need to share some of the categories of personal information set out with other parties, such as external contractors and our professional advisers. In most cases, information is only shared for the performance of our contract with you or to comply with our legal obligations.

We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.

Where information may be held

Information may be held at our offices and those of our group companies, and third party agencies, service providers, representatives and agents as described above. Information may be transferred internationally to other countries around the world, including countries that do not have data protection laws equivalent to those in the UK, for the reasons described above. We have security measures in place to seek to ensure that there is appropriate security for information we hold.

How long we keep your information

The period for which we keep your information is dependent on whether or not we have placed you in a permanent job with us.

Where we have been unsuccessful in placing you in a permanent job with us, we will retain your data for 3 years from the date we created your record in our database. If we have subsequently employed you, we will retain your information for the whole period of your employment and we will retain certain pay-related and other financial information for 7 years following the termination of employment in order to comply with our legal obligations.

Your rights to correct and access your information to ask for it to be erased

You have the right to:

access your data;
request that we correct data we hold about you; and
ask for it to be erased.

If you would like to exercise these one or more of these rights, please contact our Data Protection Officer (DPO) at privacyofficer@randstad.co.uk.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

How to complain

We hope you won’t have any concerns, but if you do, please raise them in the first instance with your contact in Talent Acquisition by emailing talent@randstad.co.uk.

If your concerns aren’t resolved, you can contact Randstad’s Data Protection Officer by email to privacyofficer@randstad.co.uk.

We hope that our Data Protection Officer can resolve any query or concern you raise about our use of your information. If not, contact the Information Commissioner at ico.org.uk/concerns/ or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.

ABOUT THE INFORMATION WE COLLECT AND HOLD

The information we collect	How we collect the information	Why we collect the information	How we use and may share the information
Your name, contact details (ie address, home and mobile phone numbers, email address) and other personal information such as date of birth*	From you, from people who know you, from databases to which we have a subscription such as job boards or LinkedIn	Legitimate interest: to ascertain your interest in finding work	To contact you to ascertain your interest in particular vacancies
Your work history, skills, experience and educational background*	From you, from databases to which we have a subscription such as job boards or LinkedIn	Legitimate interest: to assess your suitability for vacancies which may interest you	To compare your experience to vacancies we have available
Your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information*	From you and, where necessary, the Home Office	To enter into/perform the contract To comply with our legal obligations Legitimate interest: to maintain records	To carry out right to work checks Information may be shared with the Home Office
A copy of your driving licence^✝	From you	To perform the contract To comply with our legal obligations	To ensure that you have an acceptable driving record
Your racial or ethnic origin, sex and sexual orientation, religious or similar beliefs	From you	To comply with our legal obligations and for reasons of substantial public interest (equality of opportunity or treatment)	To comply with our equal opportunities monitoring obligations and to follow our policies
Criminal records information, including the results of Disclosure and Barring Service (DBS) checks^✝	From you and the DBS	To perform the contract To comply with our legal obligations	To carry out statutory checks Information shared with DBS and other regulatory authorities as required
Details in references about you that we obtain from others	From your referees	To perform the contract To comply with our legal obligations Legitimate interests: to maintain records and to comply with legal, regulatory and corporate governance obligations and good practice	To collect necessary reference information To comply with legal/regulatory obligations

You are required to provide (by law or under the terms of your contract with us) or we are required by law to obtain the categories of information marked * above to us to enable us to verify your right to work and suitability for vacancies, to pay you, and to administer statutory payments such as statutory sick pay (SSP). If you do not provide this information, we may not be able to work with you.
You will be able to work with us but may not be able to work in certain vacancies unless you provide the information marked ^✝ For our Care and Education businesses, the provision of information relating to criminal record checks is mandatory due to the nature of the work undertaken.

Payroll Manager - 4203