Personal Data Privacy Notice
We take your privacy very seriously here at Client Server - we always manage your data responsibly and take great care to keep it safe and secure.
This policy outlines how we manage the personal information we hold about our clients, candidates, suppliers and others. It applies to all organisations in the Client Server group of companies, whose registered address is: Thames Mews, Portsmouth Road, Esher, KT10 9AD.
The principles described in this Privacy Notice are in accordance with the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27th April 2016 on the protection of natural persons with regard to the processing of Personal Data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation, GDPR). The aim of these principles is to provide participants with basic information on the processing of Personal Data, their protection and methods of processing.
Client Server Ltd, our subsidiaries and associated companies, (“Client Server”, “we”, “us”), operating as a leading provider of professional recruitment services, share your concerns about the privacy and protection of personal data relating to you.
Client Server offers recruitment services to help companies recruit personnel and to help individuals gain employment or secure contracts of work. In the course of the supply of these services, we may collect information about you. The processing of this information is for the purpose of delivering our service as a Recruitment Consultancy, primarily in the area of Technology Recruitment.
All data held by Client Server is treated with confidentiality. Disclosure or transfer of your data to any Client company or their employees will only ever be with your express permission.
Lawful Basis for Processing
Legitimate Interest - Personal Data is held and processed on the lawful basis that such action is in the Legitimate Interest of our company in pursuing the business purposes described above and has been considered through the use of a Legitimate Interest Assessment utilising the Balance Test to not be outweighed by risks to the rights, freedoms and interests of the Data Subject.
You have rights to access your personal data, to have it corrected or deleted, to object to processing and to lodge a complaint with the ICO. All of this is explained in the section Your Individual Rights, within this Privacy Notice.
Data Controller and Processor
‘Controller’ - Under the terms of GDPR, Client Server are the ‘Controller’ of the data we hold about you. Therefore we have specific legal obligations to ensure we hold your data securely and use it appropriately.
‘Processor’ - Where we use a 3rd party company to ‘Process’ your data, we have to ensure they do so under a contract with us that ensures they comply with the requirements of GDPR to ensure your data is secure and processed only as directed by us.
All your data held by Client Server is processed by our systems, our employees or our contracted 3rd party processors, under the terms of our Information Security Policy.
*In this policy where we refer to the processing or holding of your data by Client Server, we are including our contracted 3rd party system supply and support companies.
What Information do we initially collect and process?
Client Server will initially collect certain key information about you in a variety of ways. For example; information may be supplied by you (by CV submission or application form), made available by you (online CV database or a professional work-related social media platform such as LinkedIn) or supplied by an acquaintance of yours. This initially collected information will typically include:
- Personal identification data: such as your name(s), surname, email addresses, telephone numbers and other contact information you share with us
- Other information shared voluntarily by you such as your picture, date of birth
- Details of employment history, skills and roles
- Education detail
What further Information do we collect and process?
Where we consider it appropriate, we will contact you to add to, correct and augment the initially collected data, in conjunction with you during discussions, correspondence and interviews.
If we are unable to contact you, or you do not provide us with sufficient further information, we may not be able to provide you with our services.
The purpose of processing this further information is to identify potential career or work opportunities for you; either at the time of processing or in the future. This further information may include:
- Information relating to your right to work in certain countries, including your Nationality, Visas held etc.
- Your career aspirations, reasons for previous role selection and changes
- Details of your education, qualifications, experience and employment history
- The assessment of suitability for certain roles (skills, strengths, fiscal requirements etc.)
- Technical assessment results
- Details of current and past remuneration packages including benefits
- Current or proposed address detail, commute preferences
- Gender (for statistical purposes only)
The Company may collect this information in a variety of ways. Identity detail may be collected from supplied passport or other identity documents, further information may be collected through interviews or other forms of assessment.
We may also collect personal data about you from third parties, such as references supplied by former employers. We will only seek this information from third parties with your explicit knowledge and consent.
Data will be stored in a range of different places, including our website (if you applied via this medium), our CRM system and/or in other IT systems (including email).
What if you do not provide further information and personal data?
You are under no statutory or contractual obligation to provide data to us or a Client company during any recruitment process. However, if you do not provide the information, we or our Client’s company may not be able to process your application properly or at all.
You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information.
Why do we collect your personal information?
In order to manage your application(s), or to offer our services as a Recruitment Consultancy to you, we need to process certain personal information. We only process your personal information as is necessary for the purposes of providing the services of a professional Recruitment Consultancy or as required by law or regulatory requirements, so not all of the purposes set out below will apply to any particular individual or all of the time.
The Company has a legitimate interest in processing additional data during the recruitment process and for keeping records of the process. Processing data from applicants or interested parties allows us to manage the recruitment process, to help assess and confirm an individual’s suitability for particular roles. We may also need to process data to respond to and defend against legal claims.
The Company may process limited sensitive data (now called “special categories of data”), to monitor recruitment statistics. We may also collect information about whether or not applicants are disabled to allow reasonable adjustments to be made for any individuals who have a disability. We process such information to carry out our obligations and exercise specific rights in relation to an individual’s employment.
Who do we share your personal information with?
We will never share your personal data outside of Client Server* without your express permission.
*We have contracts with various 3rd party companies who supply us with IT Systems and the support of same. These systems enable us to operate as a Recruitment Consultancy business; systems such as email, telephone, website, CRM system, CV processing systems and data backup systems. In this policy where we refer to the processing or holding of your data by Client Server, we are including our contracted 3rd party system supply and support companies.
During the course of assisting you with career opportunities, Client Server will, on your behalf, share your details with Client Companies only with your explicit permission. Once this is done, the Client Company will become a data controller of your data and the use, retention and control by that company of your data will be covered by their own privacy and information security policies.
In the course of assisting you with an application for a particular Client company, we may be requested to share some of your personal information (typically your name and email) with external third parties depending on the processes followed by a particular Client company. Some of these third parties companies and Clients may be located outside the European Economic Area (“EEA”). Your information will only be shared if it is necessary or required (for example in order to carry out candidate testing). Again this would only be done, on your behalf, with your express permission and knowledge.
How do we protect your information?
Our IT and Recruitment systems are designed to ensure that unauthorised or unlawful processing, loss, destruction or damage to personal information does not occur. This is done in accordance with our IT Security Policy.
Client Server requires its third party suppliers to guarantee the same level of protection as provided by ourselves. This standard applies whether the parties are located inside or outside the EEA.
Your Individual Rights
As a data subject, you have a number of individual rights:
- Access: obtain a copy of your data on request;
- Rectification: require us to update or change incorrect or incomplete data;
- Erasure: require us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
- Restrict: object to the processing of your data where we are relying on our legitimate interests as the legal ground for processing;
- Object: ask us to stop processing your data for a period if your data is inaccurate or there is a dispute about whether or not your interests override our legitimate grounds for processing data.
If you have any queries about this notice or your personal information generally, including questions about accessing your personal information or correcting it, please contact us via email at: DataPrivacy@client-server.com , call us on 020 7090 2500 or write to us at: Client Server Ltd, Thames Mews, Portsmouth Road, Esher, KT10 9AD
If you believe that the Company has not complied with your data protection rights, you can complain to the Information Commissioner (ICO).
You decide what we do with your data
It’s important to us that you know that you’re in control of your own data. We won’t send you any mass mail marketing communications without your consent and you can unsubscribe or opt in / out or update your preferences for contact by post, email and telephone at any time. All you need to do is just let us know, and we’ll make any amendments for you. If you set up any Job alerts via our website, you can log in to our website and update your preferences yourself or if you prefer, ask us to do this for you.
How long does Client Server keep your data?
As we are a recruitment consultancy helping you with your career, we consider it is not unreasonable for us to hold your data for longer than the industry average time of moving positions, therefore unless otherwise directed by you, we will retain your data for 10 years from our last communication with you or your most recent application.
When we forward your details to a client company on your behalf (with your explicit consent), we will need to keep a record of this for a minimum of 1 year, but during this period, if you so request we will ensure this data is restricted and not used for any other purpose than our contracted agreements and legal responsibilities. At the end of that period, if you so wish, your data will be deleted, anonymised or destroyed.
The company’s recruitment processes are not solely based on automated decision-making.
Privacy: web supplement
This statement outlines some privacy issues specific to this website.
You are not required to provide personal information to view the public pages of our website.
Cookies on Client Server Websites
We are constantly striving to improve functionality on this site through technology changes. This may mean a change to the way in which personal information is collected or used. The impact of any technology changes which may affect your privacy, will be notified in this Supplement at the time of the change.
Links to third party websites