The People Bureau Limited T/A Personnel Placements is committed to protecting the rights of individuals to privacy with regard to the processing of personal data.
It is necessary for The People Bureau Limited T/A Personnel Placements to process personal data in the normal and proper conduct of business operations.
Such processing will be conducted fairly and lawfully in accordance with General Data Protection Regulations 2018 (GDPR).
General Use of Personal Data
The People Bureau Limited T/A Personnel Placements holds data on prospective, current and former candidates; prospective, current and former staff; and businesses interested in our services.
This data is held securely in electronic and/or as a paper record
The processing of this data is subject to the rules laid down under The GDPR.
Personal data will only be used for the proper purposes of the employment business and employment agency.
The protection of your personal data will be governed by the provisions of The GDPR.
Access to and processing of your data will be restricted to those personnel to whom it is necessary for proper purposes
The People Bureau Limited T/A Personnel Placements will not sell your personal data to third parties for marketing purposes. Your personal data will only be transferred to third parties where there is a proper purpose related to business matters and with your knowledge and prior consent. For example, if you work for us as a temporary worker your data will be shared with our Pensions Provider NOW Pensions in order for us to make pensions contributions.
How Does The GDPR Require us to Process and Store Personal Data
GDPR requires that personal data shall be:
a) processed lawfully, fairly and in a transparent manner in relation to individuals;
b) collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes;
c) adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
d) accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
e) kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
f) processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.
and requires that:
The controller be responsible for, and be able to demonstrate, compliance with the principles.
The People Bureau Limited T/A Personnel Placements is registered as a Data Controller under GDPR and will adhere to the principles and the guidelines set out by the Information Commissioner’s Office (ICO)
Data Retention Periods
The People Bureau Limited T/A Personnel Placements uses secure and confidential means of destroying data after the relevant data retention period.
Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
The People Bureau Limited T/A Personnel Placements will regularly review the length of time we keep personal data and consider the purpose or purposes in deciding whether (and for how long) to retain it.
We will securely delete information that is no longer needed for this purpose or these purposes; and
update, archive or securely delete information if it goes out of date.
Our data retention periods are as follows:
If you register with The People Bureau Limited T/A Personnel Placements for either temporary or permanent employment, we will retain the data you provide us and consent to us holding and processing until we are requested by you to permanently delete it or, if we have had no contact with you for over 12 months since your date of registration.
If, after registering with Personnel Placements, you are employed as a Temporary Worker, and therefore provide us with data in order to pay you, deduct tax, National Insurance and Auto Enrolment Pension Contributions to comply with our legal obligations to HMRC, we will retain this data for 6 years after you complete your final temporary assignment. Your registration data that is stored on our CRM database and copies of your CV will be deleted after 2 years if we have no further contact with you following your temporary assignment.
If we find suitable permanent work for you by introducing you to one of our clients by mean of your CV we will retain the data we hold for 2 years following your first day of employment.
We are able to collect your data by way of online job boards if you have uploaded a copy of your CV and given consent to the job board to share this data with third parties. If we make a copy of this data by downloading your CV from the online job board and storing it on our database we will advise you that we have done so and ask for your consent to hold it. If we cannot get your consent to store that data within one month of downloading it we will permanently delete any data we hold.
The GDPR provides the following rights for individuals:
the right to be informed
the right of access
the right to rectification
the right to erasure
the right to restrict processing
the right to data portability
the right to object
rights in relation to automated decision making and profiling
You have the right to be informed about the collection and use of your personal data.
We must provide you with information including: our purposes for processing your personal data, our retention periods for that personal data, and who it will be shared with. We call this ‘privacy information’ and we must provide privacy information to you at the time we collect your personal data from you.
We will regularly review, and where necessary, update our privacy information and bring any new uses of your personal data to your attention before we start processing it.
You are entitled to obtain confirmation that your data is being processed; have a copy of the personal data and any other supplementary information we hold about you. This right is the ‘right to subject access’ under the GDPR. You also have the right “to be forgotten” and your personal data erased if it is no longer necessary for the purpose which we originally collected or processed it for or for example you want to withdraw your consent for us to hold the data.
The People Bureau Limited T/A Personnel Placements must provide a copy of the information to you free of charge. However, we can charge a ‘reasonable fee’ when a request is manifestly unfounded or excessive, particularly if it is repetitive.
We may also charge a reasonable fee to comply with requests for further copies of the same information. The fee must be based on the administrative cost of providing the information.
Information will be provided without delay and at the latest within one month of receipt or your request.
We may extend the period of compliance by a further two months where requests are complex or numerous and if this is the case will inform you within one month of the receipt of your request and explain why the extension is necessary.
Where requests are manifestly unfounded or excessive, in particular because they are repetitive, we can refuse to respond. If we refuse to respond to a request, we will explain why, informing you of your right to complain to the supervisory authority and to a judicial remedy without undue delay and at the latest within one month.
How will we provide the information?
To ensure we are releasing information to the right person we will need to verify the identity of the person making the request, using ‘reasonable means’. If the request is made electronically, we will provide the information in electronic format.