Privacy Policy

12th June 2020

Smart Solutions (“we” or “us”) are committed to protecting and respecting your privacy.

In accordance with The General Data Regulations 2018 (“GDPR”) this policy (together with any other documents referred to on it) sets out the basis on which any personal data and sensitive personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand how we deal with your data and how we will treat it.

The data we may collect from you

“Personal data” means data which relates to a living individual who can be identified from this data, or from data and other information which is in the possession of, or is likely to come into the possession of, Smart Solutions (Recruitment) Ltd.

“Sensitive personal data” is defined as personal data consisting of information about your racial or ethnic origin, political opinions, religious beliefs or beliefs of a similar nature, trade union membership, physical or mental health or condition and sexual orientation.

We may collect and process personal data and sensitive personal data from you to assist you in your recruitment needs. This data will include your name, address, e-mail address, telephone number (landline and mobile), Next of Kin details, work and education history. We will collect sensitive personal data such as your ethnic origin only for the purposes required by law. We will gain your consent for the collection and processing of your sensitive personal data and disclosing this information to prospective clients, employers and other relevant third parties.

We may also collect and process data about you when you report a problem with our site, if you contact us so that we may keep a record of that correspondence.

Details of your visits to our site including, but not limited to, traffic data, location data, weblogs and other communication data, may be logged whether this is required for our own purposes or otherwise and the resources that you access.

IP addresses and cookies

We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to collate aggregate information. This is statistical data about our users’ browsing actions and patterns, and does not identify any individual.

For the same reason, we may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our site and to deliver a better and more personalised service. They enable us to estimate our audience size and usage pattern, to store information about your preferences, and so allow us to customise our site according to your individual interests, to speed up your searches and to recognise you when you return to our site.

You may refuse to accept cookies by activating the setting on your browser. However, if you select this setting you may be unable to access certain parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you access our site.

Where we store your personal data

The data that we collect from you will be transferred to, and stored at, a destination within the European Economic Area (“EEA”). We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

All data you provide to us is stored on our secure servers. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Uses made of the information

We use data held about you in the following ways:

To assess and progress your application for a job vacancy and comply with legal requirements
To ensure that content from our site is presented in the most effective manner for you and for your computer
To provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes
To allow you to participate in interactive features of our service, when you choose to do so
To notify you about changes to our service
Disclosure of your information

We may disclose your data to third parties who assist us in processing your information as well as prospective employers or clients for the purpose of recruitment.

Your rights

Under GDPR you have a number of rights as listed below: –

• The right to be informed
• The right of access
• The right to rectification
• The right to erasure
• The right to restrict processing
• The right to data portability
• The right to object
• Rights in relation to automated decision making and profiling

For more information on Indivudual’s rights under GDPR please visit https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

Access to information

GDPR gives you the right to access information held about you. Your right of access can be exercised in accordance with the Regulations. Any access requests should be directed to either the HR Department or your Branch/Account Manager in the first instance.

Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail.

Contact

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to info@smartsr.co.uk.

SMART SOLUTIONS (RECRUITMENT) LIMITED

DATA PROTECTION PRIVACY NOTICE PROCESSING DATA RELATING TO UNSPENT CRIMINAL CONVICTIONS

This privacy notice should be read in conjunction with our general privacy notice which can be found at https://www.smartsolutions.co.uk/privacy/.

We recognise the contribution that ex-offenders can make as employees and welcome applications from them. A person’s criminal record may not prevent them from being employed or offered an assignment (except where the role relates to a regulated activity, in which case certain criminal records may mean you cannot be appointed to certain roles). Suitable applicants will not be refused employment or assignments because of offences which are not relevant to, and do not place them at or make them a risk in, the roles which are available to them.

We request details about your unspent criminal convictions to comply with our legal obligations, to enable us to carry out required statutory checks, and to verify your suitability for a position or assignment. If a position or assignment requires a formal Disclosure and Barring Service check (also known as a DBS check), you will be told that the Company is obtaining one in advance.

We have put in place measures to ensure the security of your personal data (which includes criminal conviction data), details of which are available from our HR Department.

In most situations, we are required to obtain your consent before processing criminal conviction data. After reading this notice, you will be asked if you consent to the Company processing your criminal conviction data. If you give your consent, you will be taken to a section of the registration process where you can input any criminal conviction data about you. If you do not give your consent, you will skip the criminal conviction section and your registration will continue. Please note, refusing to give your consent will not prevent you from being employed or offered an assignment.

We may share your personal information with other parties, including our associated companies and our clients. In giving your consent to the processing of your criminal conviction data, you agree that we can share this data with our associated companies and clients. Please note in some situations we may be required to share this information by law in any event (and in this case your consent is not required).

We will keep the details of your unspent criminal convictions until the rehabilitation period for the conviction(s) has expired, after which it will be securely destroyed in accordance with the applicable laws and regulations and our Information and Retention Policy.

Please keep us informed if your criminal conviction information changes.

You have the right to withdraw your consent for this specific processing at any time. To withdraw your consent, please contact the HR Department. You will remain registered with the Company if you withdraw your consent and you will continue to be considered for any position or assignment as a result of withdrawing your consent.

Your legal rights in relation to the processing of your personal data are set out in our general privacy notice https://www.smartsolutions.co.uk/privacy/. If you want to exercise any of your data subject rights, please contact you Branch/Account Manager or the HR Department in writing.

Our HR Department oversees compliance with this privacy notice and the consent you provide under it. If you have any questions about this notice or how we handle your personal information, please contact the DPO. You have the right to make a complaint at any time to the ICO, the UK supervisory authority for data protection issues.