London office

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© 2023 by Ideaboxes team

Liverpool office

IDEABOXES RECRUITMENT PRIVACY NOTICE

INTRODUCTION


IDEABOXES LIMITED, 86-90 Paul Street, London, EC2A 4NE, registered in England and
Wales with the registration no. of 08553506, (“We”, “Us”) are committed to protecting and
respecting your privacy. This Privacy Notice sets out the basis on which the personal data
collected from you, or that you provide to us, will be processed by us in connection with our
recruitment processes. Please read the following carefully to understand our views and
practices regarding your personal data and how we will treat it.


This Recruitment Privacy Notice therefore summarises how we use your personal data,
whether we are in the process of introducing ourselves to you, helping you to 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 explains 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, Ideaboxes,
are committed to protecting and safeguarding data privacy rights of our candidates.
This Recruitment Privacy Notice is subject to change.


This Recruitment Privacy Notice applies to your personal information, which is any
information or combination of information that could reasonably be used to identify you.
Where you apply for a job opening posted by us, these Privacy Notice provisions will apply
to our processing of your personal information.


Where you apply for a job opening via the application function on a job site or similar online
service provider (“Partner”), you should note that the relevant Partner may retain your
personal data and may also collect data from us in respect of the progress of your

application. Any use by the Partner of your data will be in accordance with the Partner’s
Privacy Notice.


We adapt our privacy practices to country data protection laws and cooperate with country
data protection authorities if they believe a privacy problem has occurred.

YOUR PERSONAL INFORMATION

Information we may collect from you

Information that you provide when you apply for a role. This includes information provided
through an online job site, via email, in person at interviews and/or by any other method.
We may collect or process various information that you provide to us, including personal
contact details, and information related to your application, employment or demographic:


 Personal contact details may include information such as names, addresses,
telephone numbers, or e-mail addresses.


 Employment-related information includes your indicated job preferences, work history
and information provided on applications submitted to us online.


 Demographic information includes data such as age, gender, hobby or activity
information, taste or other preference information, etc.

If you contact us, we may keep a record of that correspondence.

Uses Made Of Your Information


Lawful basis for processingWe rely on legitimate interest as the lawful basis on which we collect and use your personal
data. Our legitimate interests are the recruitment of staff for our business.

Where you apply for a job opening through the Indeed Apply, etc. functionality, we rely on
your consent, which is freely given by you during the application process, to disclose your
personal data to Indeed on the basis described below.

Purposes of processing

We use information held about you in the following ways:

-To consider your application in respect of a role for which you have applied.


-To consider your application in respect of other roles.


-To communicate with you in respect of the recruitment process.


-To communicate with you and provide you with information: We may use your information to
communicate with you, to respond to your questions or comments, to provide you with
updates and news and to alert you when job vacancies that fit your profile arise (in the event
that you submit your resume).


-To enhance any information that we receive from you with information obtained from third
party data providers.


-To find appropriate candidates to fill our job openings.


-To help our Partners (such as the job sites through which you may have applied) improve
their services.

Automated decision making/profiling

We may select appropriate candidates for us to consider based on criteria expressly
identified by us, or typical in relation to the role for which you have applied. The process of
finding suitable candidates is automatic, however, any decision as to who we will engage to
fill the job opening will be made by our staff.

Disclosure of your Information

As set out above, we pass your information to our third party service providers, who use it
only in accordance with our instructions and as otherwise required by law.

Where you have applied for a job opening through the Indeed Apply functionality, and where
you have consented to this disclosure, we will disclose to Indeed certain personal data that
we hold, including but not limited to a unique identifier used by Indeed to identify you, and
information about your progress through our hiring process for the applicable job opening, as
well as tangible, intangible, visual, electronic, present, or future information that we hold

about you, such as your name, contact details and other information involving analysis of
data relating to you as an applicant for employment (collectively “Disposition Data”). Indeed’s
Privacy Notice in respect of Indeed’s use of the Disposition Data is available on Indeed’s
website.

Where you have applied to a job opening through another service provider, we may disclose
data similar to the Disposition Data defined above to such service provider. The service
provider shall be the data controller of this data and shall therefore be responsible for
complying with all applicable law in respect of the use of that data following its transfer by
Ideaboxes.

 

HOW WE STORE YOUR PERSONAL DATA

Security

We take appropriate measures to ensure that all personal data is kept secure including
security measures to prevent personal data from being accidentally lost, or used or
accessed in an unauthorised way. We limit access to your personal data 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.

Unfortunately, the transmission of information via the internet is not completely secure.
Although Ideaboxes aims to do the best to protect your personal data, we cannot guarantee
the security of your data transmitted through any online means, therefore any transmission
remains at your own risk.

Where we store your personal data

Where we store your personal data in our own systems.

Personal information collected on our websites and services, or received by Ideaboxes from
you or third parties, may be stored and processed in the United Kingdom or any other
country where we or our service providers maintain facilities. In other words, the data that we
collect from you and process may be transferred to, a destination outside the European
Economic Area (EEA). By submitting your personal data, you agree to this transfer, storing
or processing.

The servers and databases in which information may be stored may be located outside the
country from which you accessed this website and in a country that does not have the same
privacy laws as your country of residence. The personal information you provide us may be
transmitted abroad, but we will collect, process and use personal information only in
accordance with this privacy statement.

In particular, your data may be accessible to Ideaboxes’ staff in the UK. Though Ideaboxes
is a UK-based company, we however may transfer or store your data internationally in
certain circumstances as we also operate on the Dutch market, etc.

If you would like further information please contact Us (see ‘Contact’ below).

How long we keep your personal data

We will hold all the data 24 months.

Your personal information will be deleted on the following occurrence:


Receipt of a written request by you (or another person engaged by the Customer) to us.

YOUR RIGHTS

Under the General Data Protection Regulation you have a number of important rights free of
charge. In summary, those include rights to:

-Access to your personal data and to certain other supplementary information that this
Recruitment Privacy Notice is already designed to address.


-Require Us to correct any mistakes in your information which We hold


-Require the erasure of personal data concerning you in certain situations.


-Receive the personal data concerning you which you have provided to us, in a structured,
commonly used and machine-readable format and have the right to transmit those data to a
third party in certain situations


-Object at any time to processing of personal data concerning you for direct marketing
object to decisions being taken by automated means which produce legal effects concerning
you or similarly significantly affect you


-Object in certain other situations to our continued processing of your personal data


-Otherwise restrict our processing of your personal data in certain circumstances


-Claim compensation for damages caused by our breach of any data protection laws.

For further information on each of those rights, including the circumstances in which they
apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals
rights under the General Data Protection Regulation.

If you would like to exercise any of those rights, please:

-Contact us using our Contact details below.
-Let us have enough information to identify you.
-Let us have proof of your identity and address.
-Let us know the information to which your request relates.

HOW TO COMPLAIN

We hope that we can resolve any query or concern you raise about our use of your
information.

The General Data Protection Regulation also gives you right to lodge a complaint with a
supervisory authority, in particular in the European Union (or European Economic Area)
state where you work, normally live or where any alleged infringement of data protection
laws occurred. The supervisory authority in the UK is the Information Commissioner who
may be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.

Contact 

 

All questions, comments and requests regarding this Recruitment Privacy Notice should be
addressed to hello@ideaboxes.co.uk.

Updated: December 2019