A4 Plus Privacy Statement
This is privacy notice of A4 Plus Limited. Last updated 19th August 2020. Our Document Reference: 1007592b.
We respect your privacy and are determined to protect your personal data. The purpose of this privacy notice is to inform you as to how we look after your personal data when you visit our website. We’ll also tell you about your privacy rights and how the data protection law protects you.
1. What is the purpose of this privacy notice?
This privacy notice aims to give you information on what personal data A4 Plus Limited collects from you, such as information that can identify you as a living individual (name, address, contact details, bank details, details of your qualifications, skills, experience and employment history, information about current remuneration and benefit entitlement, details of any declared disabilities, information about your entitlement to work in the UK etc.) and how we process it, collect it and how we use it in order for you to access and use our services.
This website is not intended for children and we do not knowingly collect data relating to children.
You must read this privacy notice together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.
A4 Plus Limited is the controller and responsible for your personal data (collectively referred to as “A4 Plus Limited, “we”, “us” or “our” in this privacy notice). Our contact details are Arthur Business Park, Thorby Avenue, March, Cambridgeshire, PE15 0AZ; email@example.com; 01354 691820.
Third-party links outside of our control
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements.
When you leave our website, we encourage you to read the privacy notice of every website you visit.
2. The Personal Data we collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. You can find out more about personal data from the Information Commissioners Office.
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:
- General registration details– when you register with A4 Plus Limited we require personal data such as your name, address, email, telephone number etc. in order to be able to provide work seeking and possibly design/bureau services to you.
- Work history– so that we can assess your suitability as a candidate for the vacancies we are working on with our clients, we’ll need to receive information regarding your employment to date, such as your CV, relevant qualifications, education and courses undertaken, your reference details and other data that you may decide to provide us with.
- Pre-employment vetting– We operate to a code of conduct from the REC (Recruitment & Employment Confederation) which requires us to verify certain personal data such as the right to work in the location of a respective role being discussed and photo-identification.
If you fail to provide personal data
Where we need to collect your personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
During the recruitment process, you are under no obligation to provide data to the Company. However, if you do not provide the information, the Company may not be able to process your application properly or at all.
3. How we collect your Personal Data
We use different methods to collect data from and about you including through:
- Directly. You may give us your identity, contact and financial data by filling in forms/contracts or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
- Apply for our products or services;
- Apply for vacancies advertised under our name through a job board or social media;
- Request marketing to be sent to you.
- Via Third Parties. The Company will also collect personal data about you from third parties, such as references supplied by former employers. The Company will seek information from third parties only once a job offer has been made to you and will inform you that it is doing so.
4. How we use your Personal Data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Performance of Contract. This means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
- Processing an application on your behalf. This means when you apply for a vacancy being managed by A4 Plus Limited and would involve us passing information you have provided to relevant Clients for positions being advertised
- Legitimate Interest. This means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
- Comply with a legal or regulatory obligation. This means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
Purposes for which we will use your Personal Data
We have set out below, in a table format, a description of all the ways we plan to use your personal data, with the legal bases we rely on to do so.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us on 01354 691820 if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
|Purpose/Activity||Type of data||Lawful basis for processing including basis of legitimate interest|
|To register you as a new customer||(a) Identity||Performance of a contract with you|
|To register you as a new candidate||(a) Identity||To process an application submitted by you;|
|(b) Contact||To actively seek suitable positions as requested by you|
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Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us on 01354 691820.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
5. Who we share your Personal Data with
All third parties we use respect the security of your personal data in the same manner that we do and we only allow them to use your personal data for specified purposes that we instruct them for. Example third parties (without limitation) include; IT support, cloud platforms, legal/professional advisers, auditors and payroll partners, law-enforcement.
6. Data Security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
7. Data Retention
We only hold your personal data for as long as we need it. Generally, if a period of two years has passed since the last meaningful contact we will remove your personal data unless this contravenes any legal obligations such as payroll tax purposes.
If you are registered as a Candidate and your application for employment is unsuccessful, the Company will hold your data on file for 3 months after the end of the relevant recruitment process. If you agree to allow the Company to keep your personal data on file, the Company will hold this on file for a further 1 year for consideration for future employment opportunities. At the end of that period, your data is deleted or destroyed.
8. Your Legal Rights
Unless subject to an exemption under the data protection laws and/or legal obligations, you have the following rights with respect to your personal data:
- The right to request a copy of the personal data which we hold about you;
- The right to request that we correct any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary to retain such data;
- The right to withdraw your consent to the processing at any time, where consent was the lawful basis for processing your data;
- The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), where applicable (i.e. where our processing is based on consent or is necessary for the performance of our contract with you or where we process your data by automated means);
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to object to our processing of personal data, where applicable i.e. where processing is based on our legitimate interests (or in performance of a task in the public interest/exercise of official authority); direct marketing or processing for the purposes of scientific/historical research and statistics).
If you wish to exercise any of the rights set out above, please contact us on 01354 691820 to request such action.
No fee required – with some exceptions
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable admin fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Please keep us informed if your personal data changes during your relationship with us. It is important that the personal data we hold about you is accurate and current.
10. Queries, Requests or Concerns
To exercise all relevant rights, queries or complaints in relation to this policy or any other data protection matter between you and us, please in the first instance contact our data representative, Steve Wild, at firstname.lastname@example.org