Privacy Policy

Privacy Policy

At Heat Recruitment, we are committed to protecting the privacy and security of your personal information.  Looking after your information is the cornerstone of trust between us and it underpins the service that our team gives you.  We want to keep you happy!

Our commitment to your privacy

 

No fuss:  You have the right to know how we collect and use your information. For more details, please take a bit of time to read how we do this below.

No frills: We only collect the information we need so that we can let you know about the things that matter to you. We look after it like it’s our own.

No surprises: You are always in control of how you hear from us and what you hear from us about

No spam: We will never sell your information to anybody else.

No worries:  Have a concern? Want to get in touch? No problem, use our contact us button on this page and we’ll get back to you as soon as we can, or drop the data protection team a line at compliance@heatrecruitment.co.uk.

Who are we?

Heat Recruitment and Heat Computing are an award-winning recruitment agency supplying recruitment services registered at One Castlepark, Tower Hill, Bristol, BS2 0JA.  To get in touch with us please email at compliance@heatrecruitment.co.uk or call 0345 375 1747 and ask for the Compliance Team.

Heat Recruitment takes data protection seriously and aims to comply with best industry practice and all local laws.  The application of this policy may be varied in accordance with local legal.


Data protection principles

 

We are committed to complying with data protection laws.  These laws say that the personal information we hold about you must be:

  • used lawfully, fairly and in a transparent way
  • collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes
  • relevant to the purposes we have told you about and limited only to those purposes
  • accurate and kept up to date
  • kept only as long as necessary for the purposes we have told you about, and
  • kept securely

What kind of personal information will we hold for those seeking a new career opportunity?

As a recruitment agency we gather information about you that will enable us to find and inform you of the best employment opportunities and to assess your suitability throughout the recruitment process.

We collect personal information including:

  • first name, surname, email address, telephone number, address, career information including job title, company name and displayed on your CV or LinkedIn profile, social media or data that can be found in the public domain, references, banking details, passport, visas where required. This is not an exhaustive list.

What kind of personal information will we hold for those looking for their next employee?

As a designated corporate point of contact for your company, we may enter your name and business email into our database. You may have provided this to us directly, or a member of your HR or procurement departments or even another hiring manager might have pointed us in your direction. We may also obtain these details from other sources in the public domain. While we may send business-to-business email marketing to corporate points of contact, you can ask us to stop sending business marketing emails to your business email address anytime.


So everyone is on the same page, we’ve provided the following summary of potential uses for your data along with the legitimate interests we’d have in communicating with you.

 

1 To register you as a candidate via a job application, registration form or via a Job Board Helping you find a job
2 To share your candidature with potential hiring managers, either in response to a client request or proactively marketing you to our clients Helping you find a job
3 To develop our relationship with you including (a) letting you know of potential job opportunities or job applicants, (b) sharing workplace-related tips and resources, (c) updating changes to our privacy policy, (d) inviting you to leave a review or take a survey. Helping you find a job or an employee whilst honouring our legal obligations and necessity to keep our records updated.
4 To let you enter a prize draw, competition or survey.

 

Helping us better understand and provide solutions to those looking for a job or an employee, whilst maintaining our legitimate interests.
5 To manage our business operations including fraud prevention, credit checking (for companies we work with), troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data and prevention of unlawful or potentially unlawlul activity Helping us run our business including service provision, network security and fraud prevention whilst maintaining our legitimate interests.

 

6 To deliver you a better website experience by understanding the effectiveness of the communications and advertising we provide you. Helping us inform our marketing strategy to deliver you a better service, whilst maintaining our legitimate interests.
7 To use data analytics to improve our website, marketing and customer experiences.

 

Helping us inform our marketing strategy to identify and deliver our customers a better service, whilst maintaining our legitimate interests.

 

You can opt out of our communications at any time by visiting:

For more information on how Google collects and uses your personal data, please take a bit of time to read their privacy policy.

Social media

We love social media and chatting with you there, whether it be on Facebook, Twitter or LinkedIn

Don’t forget, however, that everybody can see everything you do there so if you want us to keep your information private, please don’t put anything on these sites which you or your loved ones would like to keep private, whether now or in the future.

We will always try to respond to you using another medium such as e-mail or phone, where appropriate.

If you use certain social media features from within our website or connect with us on our social media webpages, the privacy policies of those companies will apply. Please read them carefully before you share your information with us and others as these companies may have different standards of protection of information than we do.

Using your personal information

We will only use your personal information when the law allows us to and to contact you we will use either phone, SMS, social networks or email.  We use your personal information to assist you in the world of recruitment, which includes:

Failing to give us your personal information

You are always in control of your information. If you don’t want us to send you details of our services, we will respect your wishes. However, please bear in mind that if you don’t give us certain key personal information we won’t be able to contact you for the reasons set out in the ‘Using your personal information’ section.

Changing why we use your personal information

We won’t do this. We will only use your personal information to send you details of the services which you have told us you are interested in and those of potential interest to you.

Keeping your personal information up to date

It is important that the personal information that we hold about you is accurate and current, so we ask that you please keep us informed if your personal information changes.

We are caring especially when sharing your personal data

Your personal data may be shared with certain third parties who will be subject to contractual obligations of confidentiality and compliance with relevant laws, including

 

1 Hiring managers (our clients) To help you find a job
2 Other recruitment agencies or service providers such as umbrella companies, RPO or PSL providers To help you find a job
3 Suppliers, contractors and agents who perform services for us To provide you services like payroll, professional consultancy, insurance, background checks, communications and events
4 Government or law enforcement authorities If such action is ever necessary to protect, defend or enforce our rights
5 Third parties in the event of a sale, merger, liquidation, receivership or transfer of assets To remain obliged to only use your persona data for the purposes that you have provided it to us
6 Reference checking companies, former employers and/or clients To verify that the information you have provided is accurate

 

Securing and protecting your personal information

Your personal information deserves the greatest protection and security. This is why we have put in place appropriate security measures to prevent it from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.  Our data is as important to us as it is to you, which is why we have strong IT security measures to ensures this is locked down and only the right people see this information.  In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality to us. We cannot guarantee that any third party will be compliant with relevant laws and best industry practice and accept no responsibility or liability for these third parties.  We have put extensive procedures in place to deal with any suspected security breach which involves personal information and we will let the regulator and you know of a suspected breach where we are legally required to do so.

Part of the protection is to only keep your personal information for as long as necessary

We will only keep your personal information for as long as necessary to fulfil the purposes we collected it

Our standard policy is to retain personal information for 15 years, as we aim to be with you for the long-haul as we understand career patterns and how they change

We may also need to keep it for other purposes including for satisfying any legal, accounting, or reporting requirements

Once you no longer wish to hear from us, we will retain and securely destroy your personal information in accordance with our Data Retention Policy and any ongoing Legal Requirements. This states that we will delete your personal information as soon as we can.

How do you exercise your legal rights?

Under certain circumstances, by law you have the right to ask for:

  • access to your personal information (commonly known as a ‘subject access request’). This means you can receive a copy of the personal information we hold about you and check that we are processing it properly, we offer this service for free
  • the erasure of your personal information. This means you can ask us to delete or remove personal information where there is no good reason for us continuing to process it
  • the correction of the personal information that we hold about you. This means you can correct any incomplete or inaccurate information we hold about you
  • the restriction of processing of your personal information. This means you can ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it and
  • the transfer of your personal information to another party.
  • If you want to do any of these things please email compliance@heatrecruitment.co.uk

Exercising your right to be forgotten

You have the right to be forgotten at any time.

To erase your data, please email compliance@heatrecruitment.co.uk

So how do you get in touch with us?

Our Compliance Team oversees compliance with this privacy notice.  If you choose to discuss any matter relating to your personal data and this privacy notice or how we collect and use your personal information, please contact the

Compliance Team

c/o Heat Recruitment Ltd / Heat Computing Ltd

One Castlepark

Tower Hill

Bristol

BS2 0JA

E-mail:   compliance@heatrecruitment.co.uk

Tel:         0345 375 1747

Changes to this privacy notice

This Privacy Policy will be reviewed from time to time and we may need to update this privacy policy to reflect how we are collecting and using your information. Should we do this, we will let you know via either email or Heat Recruitment website or an appropriate form of communication, so that you can review any updates.

Details of any changes will also be recorded in our change log below.

Date                                                    Nature of change

June 2019                                           Updated privacy policy adopted

We are required under data protection laws to let you have the information contained in this privacy policy. If you have any questions about this privacy policy, please drop the data protection team a line at compliance@heatrecruitment.co.uk .