EU and UK Privacy Policy

This policy explains how we might come to receive your personal data (if not directly from you), how we use it, how and where we store it and what rights you have to deletion of your personal data from our records. It applies across the EU and UK. If you are a customer in any other jurisdiction, please see the Privacy Policy on www.hiregenics.com for information on your privacy right.

When we talk about “we” we mean “HireGenics”. When we talk about “you” we mean any customer of HireGenics whose personal data we may control or process.

If you are a HireGenics employee, the relevant Privacy Policy can be found on the Intranet.

We may amend this policy from time to time. The most up to date version will always be displayed here, on our website.

What kind of customer am I?

How we collect and use your data will differ depending on how we are interacting with you. Please read the definitions below to identify what type of customer you are to us, or if you already know, please go straight to that type of customer in the sections below. If you fall into more than one category (e.g. you have been a Contractor but are now searching for work again and are therefore a Candidate), please read both categories, as different rules will apply to each of those status’.

Candidate – someone who is looking for a temporary or permanent position.

Contractor – A Candidate who HireGenics has successfully placed in a temporary contract with one of our end Clients.

Perm Hire – A Candidate who HireGenics has successfully introduced to a Client and who the Client has hired as a permanent employee.

Supplier – Any company who supplies goods or services to HireGenics, other than Intermediaries.

Intermediaries – Any company that sits between a Supplier and the Contractor in the contractual chain. This group will include umbrella companies, management companies and personal services companies (companies which a Contractor has incorporated and through which the Contractor provides services).

Clients – Companies to which HireGenics provides Contractors or Perm Hires, either directly or indirectly.

Referees – Any person whose data is provided to us by a Candidate, Contractor, Perm Hire or employee in order for HireGenics to verify their work history or personal characteristics.

Emergency Contacts – Any person whose data is provided to us by a Candidate, Contractor or employee, for HireGenics to use in an emergency if that Candidate, Contractor or employee suffers a personal injury, is killed, is arrested or any other emergency situation, which HireGenics, acting reasonably, considers it should notify to an Emergency Contact.

Glossary of other important terms

Consent – Where, after we have told you why and how we will use data we are requesting, you, understanding what we have asked for, freely give us your consent (and where necessary then provide additional data to us). We will record that you have given us consent. Consent is revocable. Please see either your specific customer section, or the “Contact us” section to notify us if you are withdrawing your consent.

Legitimate Interests – Under the GDPR, we have a legitimate interest to process and retain your data to meet our needs as a business (i.e. in order to operate in the recruitment sector), except where your right to protect your personal data overrides our right. Most of the information we receive and retain about you falls within this definition. You can tell the parts that don’t within this document where we have specifically said you need to give your consent.

HireGenics – All HireGenics entities trading in the UK and EU including but not limited to Volt Consulting Group Ltd, Volt Europe (Deutschland) GmbH, Volt Europe (Belgium) Srl, Volt eur.

Candidates

What information do we collect?

We operate in the recruitment sector. We want to help you fulfil your potential by finding the best possible role for you. In order to do this we need to collect, process and retain certain information about you, so that we can identify you and match you to job roles we are seeking to fill. We will use this information to market appropriate roles to you.

This information will typically include your name, gender, contact details, age, educational history, work history, proof of your identity and eligibility to work in whichever jurisdictions you have indicated you are willing to work.

How do we collect it?

You may submit your information to us directly (e.g. via our website) or we may receive it indirectly via a social or professional media platform or job board either in response to a specific job advert or through our searching to find suitable Candidates for roles.

How do we use your data?

We store it, so that we can contact you in relation to suitable roles;

Provide you with job finding services;

Match your data with a job spec to establish if you are a good match for any open job roles;

Send your data to clients, with your consent, to allow them to consider you for any open job roles;

Retention of your data

We retain Candidate personal data, with a view to helping you find temporary or permanent work. We will only contact you with this aim in mind. We do not sell your data to third parties. We only share your personal data with third parties, to the extent necessary to fulfil our business objective of finding you work.

If you are a Candidate, your personal data may reach us via a number of different methods:

You have sent us your CV via our website;

You have sent your CV to a Supplier with a view to applying for a job that our Client is advertising;

You have provided your CV to one of our staff directly, either in hard copy or electronically;

You have applied for a job listed in a job advert via our website www.hiregenics.co.uk;

You have applied for a job listed by HireGenics on a third party website;

You have placed your CV on a job board or social/professional media platform and we have found it there while searching for suitable Candidates to send to our Clients.

From our Client if they have sourced your services directly and are referring you to us to act as their contracting and billing/payment agent.

Once HireGenics is in receipt of your information, we may use your personal data for the purposes outlined above. We will retain this data for 24 months from the last meaningful contact between yourself and HireGenics.

Deletion request

If we process the data because we believe it necessary to do so for our legitimate interests and you feel that this is incorrect or if you no longer want us to search for work for you, you may contact us directly at any time and we will respond to your request within 7 days.

Data request

Our response shall detail a general overview of all of the data we hold for you at that point in time and further instructions to provide proof of your identity in order for the information to be accessed. Should we not receive a response to our request within 21 days, we will send a follow-up email, and if no further response is received, we shall assume that your request has been adequately addressed. Please send your request to If your information originally reached us via a job board, Supplier or social media platform, please remember that you will need to notify that company as well as HireGenics that you no longer want them to store your data, if that is your desire.

Contractors

What information do we collect?

You cannot become a Contractor without having first been a Candidate, so any information we collected about you as a Candidate will transfer with you when you become a Contractor. Additionally at this point, we will also ask for your social security number and your unique taxation reference number (if any) and we may take emergency contact details. In some countries we may need to ask your marital status for taxation purposes. We may also need to receive copies of any qualifications that are relevant to the role such as driving license and professional qualifications. And for some roles we may need you to provide details of any criminal convictions, health, financial information (if we need to carry out financial background checks) and diversity information.

How do we use your data?

We store and where necessary update your data;

To comply with any contractual terms agreed between us;

To comply with any contractual terms that have been agreed between HireGenics and a third party, in relation to your placement as a Contractor, including any Supplier or Client;

To comply with any reporting obligations we have to any Governmental authority;

To comply with any legislation and our legal obligations, including defending or making any legal claims;

Checking the accuracy of any data you have provided to us;

Any reference provided to us by your referee;

To ask you to provide feedback on your experience of HireGenics and/or our Client;

Providing your data to a third party responsible for background checking, with your consent;

Market recruitment information to you;

Make payments to you or your chosen Intermediary;

Provide you with industry specific information, special offers, networking and promotional materials, with your consent.

Retention of your data

Once you have become a Contractor, we have either a statutory right or a legitimate interest to retain any contractual documents, documents required to be kept under contract, or any information necessary for us to comply with any legislation, or our legal obligations, including defending or making any legal claims for the duration of your contract with us and for 7 years after your final contract with us ends.

After completion of your final contract, we will retain any information we need to market roles to you for 24 months from the last meaningful contact between yourself and HireGenics.

At any time, you may contact us directly if you no longer want us to search for work for you and we will update your preferences within 7 days of receipt of your request. Please send your request to dataprotection@hiregenics.com.

Perm Hire

What information do we collect?

You cannot be hired for a permanent role with our Client, without having first been a Candidate, so any information we collected about you as a Candidate will transfer with you when you become a Perm Hire. Additionally at this point, we may have a need to receive copies of any qualifications that are relevant to the role such as driving license and professional qualifications. And for some roles we may need you to provide details of any criminal convictions, health, financial information (if we need to carry out financial background checks) and diversity information.

How do we use your data?

We store and where necessary update your data;

To comply with any contractual terms that have been agreed between HireGenics and a third party, including any Supplier, in relation to your placement as an employee of our Client;

To comply with any legislation and our legal obligations, including defending or making any legal claims;

Checking the accuracy of any data you have provided to us;

To ask you to provide feedback on your experience of HireGenics and/or our Client;

Providing your data to a third party responsible for background checking, with your consent;

Market recruitment information to you;

Provide you with industry specific information, special offers, networking and promotional materials, with your consent.

Retention of your data

Once you have commenced employment with our Client, we have either a statutory right or a legitimate interest to retain any documents required to be kept under the terms of our contract with the Client, or any information necessary for us to comply with any legislation, or our legal obligations, including defending or making any legal claims for the duration of your contract with us and for 6 years after your employment with the Client commences.

After you start employment with our Client, we will retain any information we need to market roles to you for 24 months from the last meaningful contact between yourself and HireGenics.

Clients – use of your data and your rights

What information do we collect?

If you are a current or prospective Client we will need to collect, process and retain limited personal information about individuals in your organisation in order to source the best Candidates for you, either directly or indirectly.

This information will typically be limited to names and professional contact details of those of your staff who we need to have dealings with be they hiring managers, finance teams, contract or legal teams, procurement teams, or senior management.

How do we collect the information?

Typically this information will be provided directly to us, by you, but may be provided by colleagues, or sourced from publicly available sources.

How do we use your data?

We store and where necessary update your data;

To enable us to provide Candidate data to you, directly or indirectly;

To ask you to provide feedback on your experience of HireGenics and/or our Contractor/Perm Hire;

To provide you with MSP or RPO services;

We may record meeting minutes with your personal data to improve our service to you;

To comply with any contractual terms agreed between us;

To comply with any reporting obligations we have to any Governmental authority;

To comply with any legislation and our legal obligations, including defending or making any legal claims.

Suppliers – use of your data and your rights

What information do we collect?

If you are a current or prospective Supplier we will need to collect, process and retain limited personal information about individuals in your organisation in order to receive from or provide services to you, including as part of an MSP relationship.

How do we collect the information?

Typically this information will be provided directly by the individual, but may be provided by colleagues, or sourced from publicly available sources.

How do we use your data?

We store and where necessary update your data;

To enable us to receive Candidate data from you, directly or indirectly;

To ask you to provide feedback on your experience of HireGenics and/or our Contractor/Perm Hire and/or our Client;

To provide you with MSP or RPO services;

We may record meeting minutes with your personal data to improve our service to you;

To comply with any contractual terms agreed between us;

To comply with any contractual terms that have been agreed between HireGenics and a third party, in relation to your status as a Supplier;

To comply with any reporting obligations we have to any Governmental authority;

To comply with any legislation and our legal obligations, including defending or making any legal claims.

Intermediaries – use of your data and your rights

Contractors select and appoint their own Intermediaries (subject to HireGenics compliance requirements) so in general, you will determine what personal data you share with the Intermediary because you will share that information with them directly, subject to their privacy terms.

All personal data provided to HireGenics directly by you, will be treated in line with the “Contractors – use of your data and your rights” section.

Referees

If your information is provided to us by a Candidate, Contractor, Perm Hire or employee, we may contact you to ascertain the work history or personal characteristics of that individual. Being a referee is a responsible duty. Many of our clients will not consider a Candidate unless references have been taken on them so you providing a reference could make a real difference to someone securing a temporary or permanent job.

How do we use your data?

We will store your data and any information we receive in a reference;

We may share your reference with our Clients;

To comply with any legislation or our legal obligations, including defending or making any legal claims.

Emergency Contacts

If your information is provided to us by a Candidate, Contractor or employee, we may use it in an emergency if that Candidate, Contractor or employee suffers a personal injury, is killed, is arrested or any other emergency situation, which HireGenics, acting reasonably, considers it should notify to an Emergency Contact. We may share your details with our Client, in particular in circumstances where the Contractor or employee works remotely from an office.

Safeguarding your data

Via technical and process measures, we will take all reasonable steps to prevent the loss, unauthorised access or misuse of your data. If you suspect any loss, unauthorised access or misuse of your data by or via HireGenics, please contact us immediately.

Use of data internationally

Rarely, it may be necessary to share your information internationally:

For technical reasons, because of cloud based technologies;

To customers who are based outside of your country of origin;To other HireGenics entities who are based outside of your country of origin.

Where this is necessary, we will ensure that your information is:

Only shared within the EEA;

If shared with the US, is done so under Privacy Shield Framework;

Shared with non EEA countries which have received a finding of adequacy by the European Commission with respect to their data protection legislation;

Necessary for the performance of the contract between ourselves;

Shared subject to standard contractual clauses as adopted by the European Commission from time to time; or

Is with your consent.

Contact us

If at any point during our working relationship you need to contact us about your data privacy, either to ask questions, withdraw consent, request deletions, provide updates to your data, or to make a complaint, you can contact us via:

dataprotection@hiregenics.com

Data Protection Department, Volt House, 3 Chapel Road, Redhill, Surrey, RH1 1QD