Privacy policy

1.            Introduction

1.1          Pavilion Recruitment Solutions will collect the personal data that you provide to us for the sole purpose of providing you with specific services and/or information.  This policy will explain how we will collect, use, share and store your personal data.

1.2          This Privacy Policy applies to the personal data of candidates, client’s, suppliers, employees and other contacts of Pavilion Recruitment Solutions.

1.3          This Privacy Policy is a living document and as such may be amended from time to time by Pavilion Recruitment Solutions.

2.            Type of Personal Data Collected

2.1          The personal data that we collect depends on the type of relationship that we hold with you and is broken down below.

2.1.1      Candidates: in order to provide a full service to you, we will require personal data about you. The information that we request from you will only ever be used with your express consent and will be used specifically for the role in which you wish to apply for. This personal data will include details such as your name, telephone number, email address, home address, current salary, education details, and career history and in some cases your date of birth. We may also hold other relevant personal data that you have chosen to share with us.

2.1.2      Clients: we will hold a small amount of personal data such as the individual names, telephone numbers, email addresses and job titles of our contacts within your organisation. In addition we may hold further information that you have chosen to give us, such as your office location and your bank account details within our bank account in order to pay any refunds that may be due from time to time.

2.1.3      Suppliers:  we will hold a small amount of personal data such as the individual names telephone numbers, email addresses and job titles of our contacts within your organisation. In addition we will hold further information that you have chosen to give us, such as your office location and your bank account details within our bank account in order to settle invoices that you have issued to us.

2.1.4      Employees: whilst you are an employee of Pavilion Recruitment Solutions it is essential for us to collect certain personal data about you. We will only ever collect personal data that is specifically required and any data will only ever be used solely for the purposes in which it was intended. This personal data will include details such as your marital status, name, date of birth, telephone number, email address, home address, job title, national insurance number, salary, payslips, P60’s, P11D’s, passport details, tax codes and bank details for payroll. We may also hold other relevant personal data that you have chosen to share with us.

2.1.5      Other: this refers to other data subjects not listed above such as referees or emergency contacts. We may collect some basic information such as the name, telephone number and email address of a referee provided by a candidate in order to receive a reference in relation to a role in which they have applied for, and the same basic information for emergency contacts for employees of Pavilion Recruitment Solutions.

3.            Sources of Personal Data Collection

3.1          The source of the personal data collection depends on the relationship we hold with you and is broken down below.

3.1.1      Candidates: personal data is provided either directly by you (electronically, verbally or personally given to Pavilion Recruitment Solutions), by referees that you have provided and from third party sources.

3.1.2      Clients: personal data is provided directly by you (electronically, verbally or personally given to Pavilion Recruitment Solutions) accessible from your website and by third party sources.

3.1.3      Suppliers: personal data is provided directly by you (electronically, verbally or personally given to Pavilion Recruitment Solutions) and accessible from your website.

3.1.4      Employees: personal data is provided either directly by you (electronically, verbally or personally given to Pavilion Recruitment Solutions) or from referees that you gave when applying for your role at Pavilion Recruitment Solutions.

3.1.5      Other: referees and emergency contacts details are provided by candidates and/or employees.

4.            Use of your Personal Data

4.1          The use of your personal data depends on the relationship we hold with you and is broken down below.

4.1.1      Candidates: the reason for using your personal data is to put you forward for job opportunities with clients in which you have advised us that you wish to apply for. There are various ways in which we will use your persona data in order to facilitate the end to end recruitment process including; collecting your personal data from third party sources, adding your personal details to our database, sending your details to our clients for roles in which you wish to apply for, for invoicing and payment purposes, for verification of the details you have provided (references, qualifications, eligibility to work in the UK) and psychometric tests with third parties where requested by our clients

4.1.2      Clients: the reason for using your personal data is to store your personal details on our CRM database in order to engage with you to fulfil our contractual obligations with you by matching roles you have shared with us to candidates that we feel would be suitable for your organisation.

4.1.3      Suppliers: the reason for using your personal data is to store your personal details on our supplier database in order to engage with you to receive services from you.

4.1.4      Other: the reason we would use the personal data of a referee is to obtain a reference for a candidate that has applied for one of our Client’s roles or for an employee that has applied for a role at pavilion Recruitment Solutions and has put the referees details forward for such purposes. The reason that we would use the personal data of an emergency contact is in the event of an accident or emergency occurring with an employee that requires us to contact their next of kin.

5.            Sharing of your Personal Data

5.1          How we share your personal data depends on the relationship we hold with you and is broken down below.

5.1.1      Candidates: we may share your personal data with past, current and prospective employers, third party agencies and third party suppliers (where appropriate).

 5.1.2     Clients: the only personal data we would ever share is client specific contact details with a candidate when arranging for a candidate to meet a client for an interview for a role in which they have applied for.

5.1.3      Suppliers: we would never share any of your personal data outside of Pavilion Recruitment Solutions.

5.1.4      Employees:  we may share your personal data for reference checking, in circumstances where we need to contact your emergency contact (in both cases using the details you provided), with our payroll software provider for specific pay rolling queries, with our accountants for tax purposes, with our pension provider under the conditions of ‘auto-enrolment’ and with our medical insurer where you have opted into the group pension plan.

5.1.5      Other: the details of a referee or emergency contact are not shared outside of Pavilion Recruitment Solutions.

6              Storage and Retention of Personal Data

6.1          Your personal data is stored accordingly on our relevant systems and databases for the purposes of our relationship with you as detailed above. Our third party database providers have confirmed their compliance with GDPR. We will only ever retain your personal data within our databases if we have a legitimate business reason to do so. The personal data that we store will be reviewed periodically and any data that we don’t have a legitimate purpose for will be deleted.

7.            Access, amend and delete Personal Data

7.1          At any time in which we hold your personal data you may contact us, using the details below, to express your rights in accordance with GDPR.

7.1.1      Right to be informed: we will always inform you of the reason in which we are collecting your personal data and its intended use.

7.1.2      Right to Object: if we are using your personal data there will be a legitimate reason to do so. If you believe that there is not a valid reason for us using your personal data and you wish to opt out then you may do so by contacting us and we will respond accordingly to your request within 30 days.

7.1.3      Right to withdraw consent: we will have obtained your express consent to use your personal data. If you wish to withdraw your consent for the use of your personal data then you may do so at any time.

7.1.4      Right to access: at any time you may ask us to confirm the personal data in which we hold on you. You may also ask for this personal data to be amended or deleted at any time. Where we have shared your personal data will advise any third parties of the amendments you have requested.

7.1.5      Right to erasure: in certain circumstances you have the right to request that we delete the personal data in which we hold on you, such as the personal data is no longer necessary for the purpose in which its use was intended, you have withdrawn your consent to use your personal data, the personal data has been used unlawfully.  We will respond accordingly to your request within 30 days.

7.1.6      Right to restrict processing: you have the right to request that we restrict the processing of your personal data. In the circumstances where this right is exercised we may only store but not process your personal data during this time until the issue is resolved or you give your consent. You may exercise this right if; you have advised us that the personal data we hold is inaccurate, where you have objected to the processing of your personal data or where the processing of your personal data is unlawful. In the event that you have exercised this right and we have shared your personal data with third parties we will notify them that you have requested the right to restrict processing.

7.1.7      Right to data portability: you have the right to transfer your personal data. If you wish for your personal data to be transferred then we will provide this to you in a common transferrable format.

7.1.8      Right to lodge a complaint with a supervisory authority: In the first instance we would like you to contact Pavilion Recruitment Solutions with any concerns that you may have so that we can work with you to rectify these. If you feel that we have been unable to rectify a problem you have the right to file a complaint with your local supervisory authority.

8.            Website and Cookies

8.1          Pavilion Recruitment Solutions uses cookies on our website to help enhance the usability of the site. Cookies are small data files that are saved on your browser to help remember and track where you have been on a particular website. Many sites use a wide variety of cookies depending on the features that they have. We only use session cookies on our website. These are only ever stored on your computer temporarily and are removed when you close your browser. Cookies can be disabled through the settings on your web browser. However doing this may impact your experience and the usability of the website.

9.            Personal Data Breach

9.1          We take the protection of your personal data seriously and regularly review our processes and policies to ensure that we remain compliant.  In the event that we are notified or become aware of a personal data breach then we shall without undue delay (but ideally within 72 hours) after becoming aware of such breach notify the personal data breach to the supervisory authority in accordance with Article 31 of GDPR. Within this notification we shall provide details of; the nature of the breach as we understand it, Pavilion Recruitment Solutions Data Officer details, the likely consequences of the breach as we understand them and the measures that the Data Officer has taken to address and mitigate the breach.  In accordance with Article 32 of GDPR the data subject shall be notified of such breach if the risk in considered high. 

10.          Contact us

10.1        The Data Officer at Pavilion Recruitment Solutions is Matt Gunn.  To contact us with any questions relating to our Privacy Policy, to suggest updates to our Privacy Policy and to exercise your GDPR rights you can contact Matt using one of the following methods;

  • Write to us at; Pavilion Recruitment Solutions, Commercial House, 52 Perrymount Road, Haywards Heath, West Sussex, RH16 3DT
  • Call us on; 01444 416 406
  • Email us at; matt.gunn@pavilionrecruitment.com

11.          Meanings

‘’candidate’’ means any individual engaged with Pavilion Recruitment Solutions for the purposes of finding them employment whether this be full time, part time, temporary, permanent, or fixed term.

‘’client’’ means any organisation engaged with Pavilion Recruitment Solutions for the purposes of matching candidates to roles for which they have appointed us to fill.

‘’data subject’’ means a living individual who can be identified from their personal data.

 ‘’GDPR’’ means General Data Protection Regulation which is a regulation in EU law on data protection and privacy of all individuals in the European Union. GDPR comes into effect on 25th May 2018.

 ‘’personal data’’ means the data that can be used directly or indirectly to identify a data subject.

‘’personal data breach’ is defined in the GDPR as “a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, transmitted, stored or otherwise processed”.