PRIVACY POLICY

Our Privacy Notice helps you understand what information we collect about you at Rubix Recruitment, how we use that information and how you can control information about you that we hold. We also explain the procedures that we have in place to safeguard your privacy.

When we say “we”, “our”, or “us” we are referring to Rubix Recruitment.

GDPR

The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) is a new regulation which replaces the Data Protection Regulation (Directive 95/46/EC). GDPR aims to bring in line data protection legislation across EU member states, reinforcing privacy rights for individuals and providing a strict framework within which businesses and organisations can legally operate. 

Your new rights under GDPR are set out in this notice and are now written in Law across the EU. Please read the following notice carefully so you understand how we view, use and protect your personal data.

For the purposes of data protection legislation set out within GDPR and for compliance purposes, the data controller is Rubix Recruitment Group Limited of Portland House, Bressenden Place, Westminster, London, SW1E 5RS. Please direct all queries to: contact@rubixrecruitment.co.uk

WHO WE ARE AND WHAT WE DO

We are a recruitment agency and recruitment business as defined in the Employment Agencies and Employment Businesses Regulations 2003. 

THE INFORMATION WE COLLECT

We collect the personal data of the following types of people to allow us to undertake our business:

  • Prospective and placed candidates for permanent roles
  • Prospective and active client contacts
  • Employees, consultants, temporary workers
  • Visitors to our website

When we collect or process personal data, we do so on behalf of our customers to carry out our business as a recruitment agency and to market our services.

Information you give to us or we collect about you;

This is information about you that you give to us by creating a profile on our website (www.rubixrecruitment.co.uk) or by corresponding with us by; phone, e-mail, LinkedIn or otherwise.

This information may be provided to us when you register to use our websites, entered into our database when discussing our services with us and when you report a problem with our website.

It includes information you provide when you use our services to search for prospective candidates or for career opportunities with our clients. It may include; your name, address, private and corporate e-mail address and/or phone number, compliance documentation, references verifying your right to work in the United Kingdom and/or your qualifications and experience, curriculum vitae and photograph, links to your professional profiles available in the public domain e.g. LinkedIn, Twitter, Xing, business Facebook or corporate website.

We may also collect and process information about your interactions with us, including details about your contact with us through email, over the phone, by post, SMS, social media messages or in person. This data may include the data, time, method of contact and content of the messages.

Information we collect about you when you visit our website;

Whenever you visit our website, we automatically collect some information about you. This is technical information including the Internet protocol (IP) address used to connect your computer to the Internet and your login information (if applicable).

We also collect information about what you do when you visit the website, including the clickstream to, through and from the site, the date and time of your visit, pages you looked at, services you searched for, how long you viewed aspects of the site, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to leave the page when you have finished browsing and any phone number or email address you use to contact us.

Information we obtain from other sources;

Together with the information we obtain about you when you interact with us or our website, we may also gather information from other sources such as LinkedIn, other social media, corporate websites, job boards, online CV libraries, your business card, personal recommendations, event attendance lists, speaking engagements, credit reporting agencies, and public registries (such as Companies House or the Land Registry).

In this case we will inform you, by sending you this privacy notice, within a maximum of 30 days of collecting the data of the fact we hold personal data about you, the source the personal data originates from and whether it came from publicly accessible sources, and for what purpose we intend to retain and process your personal data.

WHY WE PROCESS YOUR PERSONAL INFORMATION AND OUR LEGAL BASIS

The primary service we offer is the introduction of candidates to our clients for the purpose of permanent engagement.  However, our services extend to supporting individuals with advice and opportunities throughout their careers, as well as helping our clients improve the management of their human capital.  

The information we hold about you is used;

  • To carry out our obligations from any contracts we intend to enter into or have entered into between    you and us and to provide you with the information, products and services that you request from us or we think will be of interest to you.
  • Help us identify you so we know who we are talking to.
  • To provide you with information about other goods and services we offer that are similar to those that you have already been provided with or enquired about;
  • To help prevent or detect fraud or potential loss;
  • To train staff and monitor our services. This may mean we record our conversations or our correspondence with you to make sure we are providing you with a good service and to make sure we adhere to our legal and regulatory obligations. 
  • To invite you to contribute to voluntary surveys or market research.

Our Legal Justifications;

Our legal justification for the processing of personal data is our legitimate business interest, described in greater detail below. However, where we process your personal data for a specific purpose, we may rely on various legal reasons like your consent, a contract or a statutory obligation.

Our Main Recruitment Service;

When providing recruitment services, we will rely on:

  • Contract, if we are negotiating or have entered into a placement agreement with you or your organisation or any other contract to provide services to you or receive services from you or your organisation
  • Legal obligation, if we are legally required to hold information on to you to fulfil our statutory obligations
  • Consent, for particular uses of your data, in some circumstances, and you will be asked for your express consent, if legally required.  Consent may be required as the lawful reason for processing your information, for example, when we seek your permission to introduce you to a client (if you are a candidate).

Our Legitimate Business Interests;

As a recruitment business and recruitment agency we introduce candidates to clients for permanent employment. The exchange of personal data of our candidates and our client contacts is a fundamental and necessary part of this process.

Our ability to match the aspirations of prospective candidates to our clients’ requirements is an essential part of the value we offer and requires us to hold a range of personal and contextual data including historic information together with current resourcing requirements. Without a database of personal data on candidates and clients we would be unable to provide an effective recruitment service.

In order to support our candidates’ career aspirations and our clients’ resourcing needs we are constantly evaluating and improving the information we hold in our database. This process involves adding new candidates and contacts, updating biographical information, verifying the accuracy of the information we have and removing information that is inaccurate or out of date.

Personal data in our database, email systems or archive may be held by third parties through services hosted in the cloud and processed on our behalf. Should this be the case our partners will hold the relevant information security certifications in line with current best practice.

Consent

Should we want or need to rely on consent to lawfully process your data, we will request your consent orally, by email or through an online process. Consent for processing will be obtained for the specific activity mentioned and we will keep a record of your response on our systems. Without providing us with your active consent, when asked, we will be unable to provide services for which the consent was requested to you. In these circumstances you have the right to withdraw your consent to this particular processing at any time.

Other uses we will make of your data:

  • Use of our website;
  • To notify you about changes to our service;
  • To ensure that content from our website is presented in the most effective manner for you and for your computer.

We will use this information;

  • To administer our website and for internal operations including; troubleshooting, data analysis, testing, research, statistical and survey purposes
  • As part of our efforts to keep our site safe and secure
  • To measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you
  • To make suggestions and recommendations to you and other users of our site about services that may interest you or them.


Unless otherwise stated, we will hold data processed through contractual and legitimate interests indefinitely. We do not undertake automated decision making or profiling. We do use our computer systems to search and identify personal data in accordance with parameters set by a person. A person will always be involved in the decision-making process.

COOKIES

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. 

Cookies are pieces of information transferred to your computer’s hard disk from a website. They allow our website to store information about your browsing patterns, making the website more useful to you. Many major sites use cookies: in fact, they are commonly used throughout the Internet to offer personalised services. Most browsers are automatically set to accept cookies. Each time you use our website, the cookie is accessed. This way, we can track the features you use and the pages and content that you view on the website to help personalise your experience. If you choose, the use of a cookie also lets you automatically log-in to the website so that you do not have to re-enter your email and/or password each time you visit.

You don’t have to accept them. Most browsers allow you to refuse cookies by activating the relevant setting (please check the help menu of your browser for more details) however, selecting this setting may mean that you are unable to access certain parts of our site that require a cookie to work properly. We may use the information collected by the cookie to provide us with various statistics without identifying any individual.

Please note that unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site.

Further Detail on Cookies;

Cookies are text files containing small amounts of information which are downloaded to your device when you visit a website. Cookies are then sent back to the originating website on each subsequent visit, or to another website that recognises that cookie. Cookies do lots of different jobs, like letting you navigate between pages efficiently remembering your preferences, and generally improve your web site experience. They can also help to ensure that adverts you see online are more relevant to you and your interests.

We can split cookies into 4 main categories:

Category 1: strictly necessary cookies
Category 2: performance cookies
Category 3: functionality cookies
Category 4: targeting cookies or advertising cookies

Category 1 – Strictly necessary cookies
These cookies are essential in order to enable you to move around the website and use its features, such as accessing secure areas of the website. Without these cookies services you have asked for cannot be provided. Please be aware our site uses this type of cookie

Category 2 – Performance cookies
These cookies collect information about how visitors use a website, for instance which pages visitors go to most often, and if they get error messages from web pages. These cookies don’t collect information that identifies a visitor. All information these cookies collect is aggregated and therefore anonymous. It is only used to improve how a website works. By using our website and online services, you agree that we can place these types of cookies on your device.

Category 3 – Functionality cookies
These cookies allow the website to remember choices you make (such as your user name and password) and provide enhanced, more personal features. These cookies can also be used to remember changes you have made to text size, fonts and other parts of web pages that you can customise. They may also be used to provide services you have asked for such as watching a video or commenting on a blog. The information these cookies collect may be anonymous and they cannot track your browsing activity on other websites.

By using our website and online services, you agree that we can place these types of cookies on your device.

Category 4 – targeting cookies or advertising cookies
These cookies are used to deliver adverts more relevant to you and your interests. They are also used to limit the number of times you see an advertisement as well as help measure the effectiveness of the advertising campaign. They remember that you have visited a website and this information is shared with other organisations such as advertisers. Quite often targeting or advertising cookies will be linked to site functionality provided by the other organisations.

We do have links to other web sites and once you access another site through a link that we have provided it is the responsibility of that site to provide information as to how they use cookies on the respective site.

You can find more information about cookies by visiting www.allaboutcookies.org or www.youronlinechoices.eu. Google also have a brief video which explains the use of cookies.

To make sure the data we hold on you is as accurate as possible we;

  • Check that we have accurate information about you before making any introduction
  • Keep in touch with you so you can let us know of changes to your personal data.
    We segregate our data so that we keep different types of data for different time periods.  The criteria we use to determine whether we should retain your personal data includes: 
  • The nature of the personal data
  • Its perceived accuracy
  • Our legal obligations
  • Whether an interview or placement has been arranged
  • Our recruitment expertise and knowledge of the industry by country, sector and job role.

The GDPR provides you the right to;

  • Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
  • Object to the processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground.
  • Request the restriction of processing of your personal information. This enables you to 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.
  • Request the transfer of your personal information to another party in certain formats, if practicable.
  • Make a complaint to a supervisory body which in the United Kingdom is the Information Commissioner’s Office. The ICO can be contacted through this link: https://ico.org.uk/concerns/

Access to information

The Data Protection Act 1998 and the GDPR give you the right to access information held about you. A subject access request should be submitted by email to contact@rubixrecuitment.co.uk or by post to: 

The Data Controller
Rubix Recruitment
Portland House
Bressenden Place

London
SW1E 5RS

We also encourage you to contact us to ensure your data is accurate and complete.

Changes to our privacy notice  

Any changes we make to our privacy notice in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy notice.

Contact
Questions, comments and requests regarding this privacy notice are welcomed and should be addressed by email to contact@rubixrecruitment.co.uk or by post to:

The Data Controller
Rubix Recruitment
Portland House
Bressenden Place

London
SW1E 5RS

Portland House, Bressenden Place, Westminster, London, SW1E 5RS