If you do not accept that we process your data in the manner detailed in this Policy, please do not submit any personal data to us or please contact us to have your data removed.
The Controller of your Data
The Firm is registered as a data controller in the Republic of Ireland for the purposes of the General Data Protection Regulation GDPR (EU) 2016/679 of the European Parliament on the protection of natural persons with regard to the processing of Personal Data and on the free movement of such data. The Firm will deal with the office of the Data Protection Commissioner in Ireland as the Lead Supervisory Authority for regulating all data protection matters. At The Firm, we promise that all the data you send to us is processed fairly and lawfully, and with due skill and care. We will also commit to you that the data you submit is solely used in accordance with the purposes as set out in this policy.
Collection and Use of your Personal Information
The Firm collects and uses your personal information to perform recruitment functions/services you have requested. Personal Data will generally consist of your name, contact details and other information contained in your CV.
The Personal Data that we collect and process will vary depending on whether you are a Candidate or a Client. Each of these is outlined below.
The Personal Data will be collected, stored, processed, used and disclosed by The Firm to:
- Evaluate data about you against vacancies which we may have that we determine may be suitable for you. In line with the nature of recruitment services, we will keep your data on our database with your consent.
- Send your information to our clients to put you forward as a candidate for vacancies or to assess your eligibility for vacancies that we may have with your permission. When your information is sent to a client, we will automatically notify you by email when this has been done, to which client it has been shared and for what specific purpose so that you know where else your data has been submitted and stored.
- Permit you to submit your CV to apply online for jobs.
- Communicate with you about relevant job opportunities, provide career guidance and support, and request your feedback on your candidate experience.
- Where we have a bona fide requirement by law to disclose it to third parties in relation to the detection of crime, the collection of taxes or duties, in order to comply with any applicable law and court orders.
- Third-parties where we or our client have engaged them to deliver services that have been requested. These may include references, qualifications, criminal reference checking services and/or psychometric evaluation or skill tests. These will be advised to you as part of the process and you have the option to decline.
To enable The Firm to provide recruitment services to your employer, we will process and store client contacts details, which would include name, address, work contact details, job title. Once added to our contact database, you will at all times have the ability to be deleted and/or to opt out from electronic communication.
Who Can Access your Data?
The information that you have provided to us may be made available to personnel working in The Firm. Your personal data is wholly stored and processed within the European Economic Area.
Existing Data Information with The Firm
We will use our best endeavours to guarantee that all Personal Data that you have submitted to us is maintained and up to date. However, it is your responsibility to inform us of any changes to your Personal Data to ensure that it is up to date.
Where we currently hold personal information about you, you may at any time request that we modify, update, erase or provide a copy of this information to you. If you wish you data to be removed from our database please email us on firstname.lastname@example.org to request all such deletions and these will be actioned within five working days. We may only refuse your request where we are legally obliged to do so. Where your request has been refused we will provide you with reasons for this refusal. We will then hold such data for only as long as it is necessarily required by law.
Security of your Personal Information
We are committed to the protection of Personal Information submitted to us. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online. We use a variety of security technologies and procedures to help protect your personal information from unauthorised access, use, or disclosure. While The Firm takes all due care in ensuring the privacy and integrity of the information that you provide, we recognise that no data transmission over the Internet can be guaranteed to be 100% secure. The possibility exists that this information could be unlawfully observed by a third party while in transit over the Internet. Mamica Ltd T/A The Firm accepts no liability should this occur.
The Firm G.D.P.R. Policy
17th May 2018
GDPR stands for General Data Protection Regulation. It's a set of rules that are consistent across all EU member states regarding Data Protection. It came into effect on May 25th 2018. It is an EU regulation, which means that it will be binding on all EU countries. Any company that uses personal data from any EU citizens is affected and must comply
The Firm's designate Data Protection Officer is Kieran Moore and we have carried out an audit on how we capture and processes and store personal data from candidates and clients.
The Firm (Data Controllers) accept candidate's (Data Subjects) personal data contained in their CV by email and we store these CVs onto our system database as MS word documents and they are protected by licensed Microsoft 365 cloud-based storage. Candidates freely give us their personal data solely for the purposes of recruitment only. Any data on background checks are stored and protected on our cloud based MS365 and are gathered after clear and intelligible consent is given by our candidates.
Any data that we have on clients contact details (email addresses, phone numbers etc.) is similarly protected through our licensed MS365 cloud-based database. Client freely give us their data solely for the purposes of contacting them while recruiting candidates to vacancies within their organisations.
All paper copies of candidate CVs and signed registration forms given to us are kept safely locked in our Dublin offices. Any candidate that have been inactive for more than six years will have their paper CV shredded and the electronic copies are deleted from our system. Should any candidate or client wish to withdraw consent to The Firm holding personal data, simply email email@example.com and ask that all forms of person date be deleted and they will be within five working days.
The Firm policy is to be both clear and transparent on how and where and for how long any personal data is stored or processed on both candidates and clients.