The Company is a recruitment business which provides work-finding services to its clients and work-seekers. The Company must process personal data (including special categories of personal data) so that it can provide these services - in doing so, the Company acts as a data controller.
You may give your personal details to the Company directly, such as on an application or registration form or via our website, or we may collect them from another source. The Company must have a legal basis for processing your personal data. For the purposes of providing you with work-finding services and/or conducting background checks, we will only use your personal data in accordance with this privacy statement. We will comply with current data protection laws at all times.
Contents
- Collection and use of personal data
- Purpose of processing and legal basis
- Legitimate interest
- Statutory/contractual requirement
- Recipients of data
- Information to be provided when data is not collected directly from the data subject
- Overseas transfers
- Data retention
- Your rights
- Cookies
- Login files
- Links to external sites
- Sale of the business
- Data security
- Changes to this privacy statement
- Complaints or queries
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1. Collection and use of personal data
Purpose of processing and legal basis
The Company will collect your personal data (which may include special categories of personal data) and will process your personal data for the purposes of providing you with work-finding services and/or conducting background checks. This includes, for example, contacting you about job opportunities, assessing your suitability for those opportunities, updating our databases, putting you forward for job opportunities, arranging payments to you and developing and managing our services and relationship with you and our clients.
If you have opted-in we may also send you marketing information and news via email. You can opt-out from receiving these at any time by clicking “unsubscribe” when you receive such communications from us.
On some occasions we may be required to use your data for the purpose of investigating, reporting and detecting crime and also to comply with laws that apply to us. We may also use your information during the course of internal audits to demonstrate our compliance with certain industry standards.
We must have a legal basis to process your personal data. The legal bases we rely upon to offer our work-finding services and/or conducting background checks are:
- Your consent
- Where we have a legitimate interest
- To comply with a legal obligation that we have
- To fulfil a contractual obligation that we have with you
Legitimate interest
This is where the Company has a legitimate reason to process your data provided it is reasonable and does not go against what you would reasonably expect from us. Where the Company has relied on a legitimate interest to process your personal data our legitimate interests is/are as follows:
- Managing our database and keeping work-seeker records up to date;
- Providing work-finding services to you and our clients;
- Contacting you to seek your consent where we need it;
- Giving you information about similar products or services to those that you will have used from us recently;
- Conducting background checks on our temporary workers and on behalf of our clients.
Statutory/contractual requirement
The Company has certain legal and contractual requirements to collect personal data (e.g. to comply with the Conduct of Employment Agencies and Employment Businesses Regulations 2003, immigration and tax legislation, and in some circumstances safeguarding requirements).
Our clients may require this personal data, and we may need your data to enter into a contract with you. If you do not give us the personal data we need to collect in order to comply with our statutory and legal requirements, we may not be able to continue to provide work-finding services to you or satisfy the background checks required by our clients.
Recipient/s of data
The Company will process your personal data and/or sensitive personal data with the following recipients:
- Clients (who we may introduce or supply you to)
- Your current/former employer/s, educational institutions who we may seek references from
- Payroll service providers who manage payroll on our behalf or other payment intermediaries who we may introduce you to
- Other recruitment agencies in the supply chain
- Auditors who are assessing the compliance and processes of the business to ensure its adherence to all relevant legislation and good practice guidance
- Suppliers conducting background checks
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2. Information to be provided when data collected not from the data subject
The Company may collect the following personal data on you for work-finding services:
- Name, address, mobile no., email
- Salary expectations
- Work History
- Education History
Source of the personal data: The Company may source your personal data from:
- Job boards, namely, CV Library, Reed, Indeed
- Social Media i.e. LinkedIn
- Cookies listed in section 7
This information came from a publicly accessible source.
The Company may collect the following personal data on you in order to conduct background checks:
- Financial integrity information
- Criminal history
- Civil court records
- Evidence of Right to Work
- Regulatory information
- Public and social media activity
Source of the personal data: The Company may source your personal data from clients and agents acting on behalf The OPRA Group to verify information and conduct backgrounds:
- Clients
- Agents acting on behalf of The OPRA Group Ltd to verify information
- Agents acting on behalf of The OPRA Group Ltd to conduct checks
- Government Agencies
- Regulatory Associations
- Cookies listed in section 7
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3. Overseas Transfers
The Company may transfer the information you provide to us to countries outside the UK and/or the European Economic Area ('EEA') for the purposes of providing you with work-finding services. We will take steps to ensure adequate protections are in place to ensure the security of your information. The EEA comprises the EU member states plus Norway, Iceland and Liechtenstein.
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4. Data retention
The Company will retain your personal data only for as long as is necessary for the purpose we collect it. Different laws may also require us to keep different data for different periods of time. For example, the Conduct of Employment Agencies and Employment Businesses Regulations 2003, require us to keep work-seeker records for at least one year from (a) the date of their creation or (b) after the date on which we last provide you with work-finding services.
For temporary workers, we are required to keep records relating to your right to work in the UK for 2 years after employment or the engagement has ended and working time records including your 48 hour opt out notice annual leave/holiday records 2 years from the time they were created.
Additionally, we must also keep your payroll records, holiday pay, sick pay and pensions auto-enrolment records for as long as is legally required by HMRC and associated national minimum wage, social security and tax legislation. This is currently 3 to 6 years.
Where the Company has obtained your consent to process your personal/special categories of personal data, we will do so in line with our retention policy. Upon expiry of that period the Company will seek further consent from you. Where consent is not granted the Company will cease to process your personal data/sensitive personal data.
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5. Your rights
Please be aware that you have the following data protection rights:
- The right to be informed about the personal data the Company processes on you;
- The right of access to the personal data the Company processes on you;
- The right to rectification of your personal data;
- The right to erasure of your personal data in certain circumstances;
- The right to restrict processing of your personal data;
- The right to data portability in certain circumstances;
- The right to object to the processing of your personal data that was based on a public or legitimate interest;
- The right not to be subjected to automated decision making and profiling; and
- The right to withdraw consent at any time.
Where you have consented to the Company processing your personal data / sensitive personal data you have the right to withdraw that consent at any time by contacting Adele Carnera, Director, at a.carnera@theopragroup.com. Please note that if you withdraw your consent to further processing that does not affect any processing done prior to the withdrawal of that consent, or which is done according to another legal basis.
There may be circumstances where the Company will still need to process your data for legal or official reasons. Where this is the case, we will tell you and we will restrict the data to only what is necessary for those specific reasons.
If you believe that any of your data that the Company processes is incorrect or incomplete, please contact us and we will take reasonable steps to check its accuracy and correct it where necessary.
You can also contact us using the above details if you want us to restrict the type or amount of data we process for you, access your personal data or exercise any of the other rights listed above.
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6. Cookies
We may obtain data about you from cookies. These are small text files that are placed on your computer by websites that you visit. They are widely used to make websites work, or work more efficiently, as well as to provide information to the owners of the site. Cookies also enable us to deliver more personalised content.
The table below explains the cookies we use and why.
CookieCodeCache local Strictly Necessary _dataLayerHistory local Strictly Necessary is_eu session Strictly Necessary stor_ccmsFilterGroupsActive session Strictly Necessary stor_ccmsFilterResult_nl session Strictly Necessary hjViewportId session Strictly Necessary lastExternalReferrerTime local Strictly Necessary GTMConsentModeState local Strictly Necessary lastExternalReferrer local Strictly Necessary hjActiveViewportIds local Strictly Necessary Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, [please refer to our Cookie policy]. [Please note that in a few cases some of our website features may not function if you remove cookies from your browser.]
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7. Login files
We use IP addresses to analyse trends, administer the site, track users' movements, and to gather broad demographic information for aggregate use. IP addresses are not linked to personally identifiable information.
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8. Links to external websites
The Company's website may contain links to other external websites. Please be aware that the Company is not responsible for the privacy practices of such other sites. When you leave our site we encourage you to read the privacy statements of each and every website that collects personally identifiable information. This privacy statement applies solely to information collected by the Company's website.
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9. Sale of business
If the Company's business is sold or integrated with another business your details may be disclosed to our advisers and any prospective purchasers and their advisers and will be passed on to the new owners of the business. Where the sale of the business results in the transfer of your details to a different data controller we will notify you of this.
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10. Data Security
At The OPRA Group, we recognise the paramount importance of safeguarding personal data entrusted to us. As part of our commitment to privacy and data protection, we implement robust security measures to ensure the confidentiality, integrity, and availability of the personal data we process. Below are some of the security measures we employ in our data processing practices:
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1. **Firewalls**: We utilise state-of-the-art firewall systems to monitor and control incoming and outgoing network traffic, thereby protecting our systems from unauthorised access, malicious attacks, and other potential security threats.
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2. **Browser Certification Technology**: Our website and online platforms are secured with industry-standard browser certification technology, such as SSL/TLS certificates, to establish encrypted connections and prevent interception of data transmitted between users and our servers.
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3. **Encryption**: Personal data stored within our systems and databases are encrypted using advanced encryption algorithms. This ensures that even if unauthorised individuals gain access to the data, they would be unable to decipher its contents without the appropriate decryption keys.
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4. **Limited Access**: Access to personal data is strictly limited to authorised personnel who require such access to perform their job duties. Access controls, including role-based permissions and authentication mechanisms, are implemented to prevent unauthorised access or misuse of data.
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5. **Use of Passwords**: Strong password policies are enforced across all systems and applications, requiring employees and users to create and regularly update complex passwords. Additionally, multi-factor authentication may be employed to add an extra layer of security to sensitive accounts and systems.
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6. **Regular Security Audits and Assessments**: We conduct regular security audits, assessments, and vulnerability scans to identify and mitigate potential security risks and vulnerabilities in our systems and processes. Any identified issues are promptly addressed to maintain the integrity of our security measures.
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7. **Employee Training and Awareness**: We provide comprehensive training and awareness programs to our employees to ensure they understand their responsibilities in protecting personal data and are knowledgeable about best practices for information security.
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8. **Compliance with Legal and Regulatory Requirements**: Our data processing practices adhere to relevant legal and regulatory requirements, including but not limited to data protection laws and industry-specific regulations. We regularly review and update our security measures to remain compliant with evolving standards and regulations.
By implementing these security measures, The OPRA Group strives to maintain the highest standards of data protection and security, thereby earning the trust and confidence of our customers, partners, and stakeholders. We are committed to continuously improving our security practices to adapt to emerging threats and technologies.
Only employees who need the information to perform a specific job (for example, consultants, our accounts clerk or a marketing assistant) are granted access to your information.
The Company uses all reasonable efforts to safeguard your personal information. However, you should be aware that the use of email/ the Internet is not entirely secure and for this reason the Company cannot guarantee the security or integrity of any personal information which is transferred from you or to you via email/the Internet.
If you share a device with others, we recommend that you do not select the “remember my details” function when that option is offered.
If you have any questions about the security at our website, you can email webadmin@theopragroup.com
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11. Changes to this privacy statement
We will update this privacy statement from time to time. We will post any changes on the statement with revision dates. If we make any material changes, we will notify you.
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12. Complaints or queries
If you wish to complain about this privacy notice or any of the procedures set out in it, please email Adele Carnera, Director, at a.carnera@theopragroup.com
You also have the right to raise concerns with the Information Commissioner's Office on 0303 123 1113 or at https://ico.org.uk/make-a-complaint/, or any other relevant authority should your personal data be processed outside of the UK and you believe that your data protection rights have not been adhered to.