Privacy policy
This Privacy Policy is for businesses and recruitment candidates who engage with us and use the services of RP Connections Ltd.
We will only use personal data that we collect in line with applicable UK laws, including the UK General Data Protection Regulation (GDPR), the Data Protection Act (DPA) 2018 and the UK Privacy and Electronic Communications Regs (PECR) in respect of any marketing to you. We are committed to protecting your privacy and handling your information in the right way.
Your trust matters to us because we want flourish alongside like-minded, purpose-led organisations in striving to make the world a better place. Therefore, we only ask for, or collect your personal information, to help us run and improve our services and to deliver services that you contract us for, or engage with us in seeking that perfect, value-led role.
We make sure your personal information is always secure and protected.
We are fair, clear and honest about how we use the personal information we hold about you. If you ever feel unsure about how we use your personal data, please always ask us to explain.
Who we are
RP Connections Ltd is a limited company registered in England and Wales (registration number 15663304). We are registered with the Information Commissioners Office (registration number ZB738519). The person with responsibility for data protection at RP Connections Ltd is our Director, Rebecca Pooley. Rebecca can be contacted at: rebecca.pooley@rpconnections.org.uk
We want to explain and make sure you understand:
What personal information we collect about you
How we may use it lawfully
The purpose(s) that we use it for
Who we may share it with
How long we will keep it for
Your rights in respect of us getting this right and how you can contact us if you feel we haven’t done so.
What personal data do we collect about you as an individual?
Much of the information (personal data) we collect about you is that which you give to us directly as part of:
Contracting and engaging our services.
Responding to recruitment and job adverts
In some instances, if you are an organisation offering a vacancy, we may collect your business contact details through 3rd party platforms such as LinkedIn to make contact you in order to offer our services to you.
Personal data is information that is capable of identifying you, directly or indirectly, as an individual – on its own or in combination with other information. Dependent on how you have contacted or engaged with us we may collect some or all of the following information about you:
As a business with role vacancies:
Your name
Contact details (email, phone)
Your role with respect to the vacancy
Records of your communications with us
Financial transaction records
Your marketing preferences
As a candidate for a role:
Your name
Contact details (email, phone, address)
Your CV and work-related experience
Records of your communication with us
Your marketing preferences
More sensitive personal information
When you apply for a role through our services, we may sometimes have to make what are known as ‘reasonable adjustments’ to facilitate the interview process. In these instances, you may need to share appropriate health information so that we can put such adjustments into place for you.
How do we use the data we collect about you?
We may use your personal data for a number of purposes captured here and include the following:
To recruit suitable and appropriate candidates to advertised roles including:
o initial assessments of suitability to the role
o interview bookings and set-up
o notifications of interview outcomes to candidates
To provide advice and guidance on recruitment processes including fair hiring practices
To keep a record of payments to us, and our communications with you
To respond to an enquiry from you
To send you electronic marketing that we believe you would have an interest in (you may opt out at any time)
To comply with applicable law and regulations including the safeguarding of yourself or other individuals
Do we transfer your personal information outside of the UK or EEA?
Some of our suppliers are based outside of the UK (please see the dedicated section on our suppliers). Where our suppliers are outside of the EEA (e.g. Zoho) we have assessed the legal basis that allows for us to transfer your information to each supplier. We make sure that the transfer is lawful under the UK GDPR and DPA 2018 and that appropriate safeguards are both legally and technically to allow such transfers to take place.
How we can legally use your information
We’re allowed to process your information (data) for one or more of these lawful reasons:
As a vacancy holder, we have a contract with you to deliver requested recruitment services (GPDR Art 6(1)(b))
As a candidate, we rely on the same lawful basis in its context of the process being steps at the request of the data subject (that’s you) prior to a contract being in force (GDPR Art 6 (1)(f))
If we need to make any reasonable adjustments to support the recruitment process we rely on the legal obligation upon us (GDPR Art 6(1)(c ))
If we need to hold health (special category) data to do this, we rely on the employment law clause (GDPR Art 9(2)(b))
We may also rely on Legitimate Interest in respect of any marketing activities that we do undertake.
Who do we partner or share information with?
Third party partners and suppliers
RP Connections partner with a limited number of suppliers to deliver services and give flexibility on payment options. Our partners and how we use them are listed below:
Partner - Quickbooks (Intuit)
Purpose - Provider of book-keeping, accountancy and invoicing services
Location - Quickbooks (Intuit) are a global provider of online accountancy and booking-keeping services for businesses. Data is predominantly processed in the USA. o Intuit are signatories to the EU-US Data Privacy Framework and under the UK Data Protection (Adequacy) (USA) Reg 2003 (known as the UK-US ‘data bridge’) are deemed to meet the required standards to maintain the privacy of citizens when data is transferred to and processed by them on behalf of UK based organisations. Their privacy notice is here
Partner - Zoho
Purpose - As a provider of CRM services
Locations - As a provider of CRM services: · Zoho processes our customer data in various data centres around the world to ensure reliability and performance. · For businesses in the UK, Zoho typically processes data in data centres located within the European Economic Area (EEA) to comply with GDPR regulations. This means our customer data is likely to be processed in data centers within Europe. · Their privacy notice is here
Purpose - As a provider of advertising on jobsites.
Location - Zoho additionally provide an advertising service to 18 jobsites when roles are posted to their platform. These sites are: Adzuna · Appcast · BeBee · Dr.Job · Expertini.com · Flexjobs · Indeed · JobisJob · Jobrapido · Jooble · Jora · Monster · Talent.com · PostJobFree · Recruit.net · TipTopJob · Trovbit · WhatJobs? These sites act as independent data controllers and may be located outside of the UK and EEA. Where you apply for any role though sites outside of these areas, there may not be the same level of data protection law in those territories. Any data you may share is shared by you on a voluntary basis.
Marketing
Social media - You may come across our services naturally on some social media channels. We are active on both Instagram (META), and LinkedIn. We do not use paid advertising services through these channels, but you may contact us for a callback via the platform messaging facilities.
We currently engage in very limited electronic marketing where you have either requested it or where you have previously contracted (or contacted us about engaging) our services to fulfil your recruitment needs.
You many unsubscribe at any time using the link at the bottom of marketing emails from us, or simply email rebecca.pooley@rpconnections.org.uk and we’ll action your request for you.
How long do we keep your information for?
As a candidate for advertised roles
Where you apply for a role and RP Connections provide the recruitment services, we typically keep your information under the following circumstances:
If you apply for a role, but do not continue past the initial suitability assessment, we will delete your information within five years of this stage of the recruitment activity
If you are successful in your application, we will also keep your information for five years after you onboard to your new role
If you are unsuccessful following the interview stage, but we believe that we may have other roles that are suited to your skills and experience, we may keep your information on record for up to five years. You may of course, ask us to remove your details at any time in these circumstances.
As a Vacancy owner or business - Where you have explored engaging our services, or gone on to do so, we will keep your information for seven years after the conclusion of the contracted services.
If you voluntarily share your CV with outside of an advertised vacancy - Quite often a job-seeker may voluntarily share their CV with us outside of any advertised vacancy. In these circumstances we will retain the CV for five years and then check-in with you to see if you still want us to hold your details.
Financial Records - Financial transaction records are created and maintained by our payment processor, Quickbooks (Intuit). Audit best practice requires a minimum retention period of seven years.
Your rights regarding your personal information
You have a number of rights under UK data protection law. These are listed below, along with our contact details, should you wish to make a request.
Informed: You have the right to be informed about how we handle your personal data. This privacy statement is one of the ways we do this.
Access: You have the right to ask for a copy of the personal data we hold about you and the purposes for which we are using it. ‘Personal data’ is any information which can directly, or indirectly, identify you.
Rectification: You have the right to ask us to change any details that we hold which are incorrect, inaccurate or need updating.
Erasure (known as the ‘right to be forgotten’):
o You have the right to ask us to delete your personal details under certain circumstances. We will assess any deletion request on a case-by-case basis.
o If you receive email marketing from us, you can unsubscribe at any time, but this will retain details in Mailchimp to ensure that we no longer send you marketing that you no longer want to receive
o in other circumstances there may be reasons why we need to keep information about you e.g. for financial audit or legal (safeguarding) purposes.
Object: You have the absolute right to object to receiving direct marketing from us. You also have the right to raise an objection about how we are handling your personal information.
Restriction: You have the right to ask us to restrict or suppress your personal information. This would mean we’d store it but not use it.
Portability: You have the right to obtain and reuse your personal data for your own purposes across different services. Due to the nature of our organisation, we do not believe this right is likely to apply.
You also have the right to make a complaint if you believe we have not handled your information appropriately. We would prefer that you contact us in the first instance so we can discuss your concerns and put things right, but you also have the right to escalate your concerns at any time to the UK Regulator (The Information Commissioner’s Office) by contacting them here
If you want to exercise any of these rights, please email: rebecca.pooley@rpconnections.org.uk
Cookies
We use very few cookies on our website. We do not track your engagement or use your engagement for advertising purposes or share your website visit and browsing habits with social media platforms. You may still manage your cookie preferences through the icon on the website and change your preferences at any time.
Our promise to you
We will only use your information for the purposes for which it was obtained. We will not, under any circumstances, share or sell your personal data with any third party for their own marketing purposes.
How we keep your data safe
We ensure there are appropriate technical and organisational controls in place to protect your personal details both within our organisation and with the suppliers we use to process your information.