Bodhi Resourcing understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all those that we deal with and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
Whether we are in the process of helping you find a job, continuing our relationship with you once we have found you a position, providing you with a service, using your data to ask for your assistance in relation to one of our candidates, using a service that you provide to us, or employing you this Privacy Statement will explain:
- What personal data we will collect
- How we will collect, use, and process personal data
- The lawful basis for processing personal data
- How we comply with our legal obligations
- Who we will share your personal data with
- How we safeguard your data
- How long we keep your data
- Your rights under the law relating to your personal data
This Privacy Statement applies to the personal data of our Candidates, Clients, Suppliers, Employees, and other people we may contact to find our more about our Candidates.
Any questions relating to our Data Processing activities should be sent by email to GDPR@bodhiresourcing.com, in writing to Bodhi Resourcing Limited, St Nicholas House, 31-34 High Street, Bristol, BS1 2AW. Alternatively, you can call Zane O’Driscoll, Director on 0117 3155265.
What personal data we will collect?
Candidate data – so that we can provide you with the best possible employment opportunities, it is necessary for us to process certain information about you. We will only gather information that is essential to achieve this, which will include some or all the information listed below.
- Age/date of birth
- Birth number
- Marital status
- Contact details
- Education details and employment history
- Emergency contact details
- Referee details
- Immigration status, including whether you need a work permit/visa
- Nationality, citizenship, and/or your place of birth
- A copy of your driving licence and/or passport/identity card
- Financial information (where we need to carry out financial background checks)
- National Insurance or equivalent in your country, and any other tax-related information
- Diversity information including racial or ethnic origin, religious or other similar beliefs, and physical or mental health, including disability-related information
- Details of any criminal convictions if this is required for a role that you are interested in applying for
- Details about your current remuneration, pensions and benefits arrangements
- Information on your interests and needs regarding future employment
- Additional information that you choose to provide to us
- Additional information that your referees chooses to tell us about you
- Additional information that our Clients may tell us about you, or that we find from other third-party sources such as job sites
- CCTV footage if you attend our premises
- Testimonials and comments about the service that we have provided to you
Client and prospective client data – the data that gather about clients and prospective clients is very limited. We will generally only gather your contact details or the details of individual contacts within your organisation such as:
- Telephone number
- Email address
- Job title
This data is gathered to enable us to ensure that our relationship runs smoothly. We may also hold additional information that someone within your organisation has chosen to tell us. If we need any additional personal data for any reason, we will let you know.
Job applicants (for internal Bodhi Resourcing roles), current and former employees of Bodhi Resourcing
All the information you provide during the recruitment process will only be used for progressing your application, or to fulfil legal or regulatory requirements if necessary. We will only gather information that is essential to achieve this, which will include some or all the information listed below:
- Proof of your identity – you will be asked to attend our office with original documents, we will take copies
- Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies
- We will contact your referees, using the details you provide in your application, directly to obtain references
If we make a final job offer, we will also ask you for the following:
- Bank details – to process salary payments
- Emergency contact details – so we know who to contact in case you have an emergency at work
How we will collect, use, and process personal data
Privacy laws require that we must always have a lawful basis for processing personal data. This may because the data is necessary to perform the contract between us, or to take specific steps before entering into a contract, or because it is in our legitimate business interests to use personal data. This may involve identifying candidates who we think will be the right fit for the client or prospective client.
Candidate data will be collected either directly from the candidate or from other sources. A candidate can share their personal data with us in a variety of different ways, such as providing us with a hard copy CV or emailing it to one of our consultants; candidates can also provide us with details through our website. We may also receive personal candidate data from a referee; from a client or potential client; or from searching for potential candidate from third party sources such as LinkedIn and similar job sites.
Client or potential client data will be collected either directly from the client or potential client or from other sources. We both share the same goal, which is to make sure that you have the best employees for your organisation. We will receive data directly from you in two ways:
- Where you contact us proactively, usually by phone, email or by visiting our website; and/or
- Where we contact you, either by phone or email, or through our consultants’ business development activities more generally
Where appropriate we may seek more information about you or your colleagues from other sources generally by way of due diligence or other market intelligence including:
- From third party market research and by analysing online and offline media, which we may do ourselves, or through third parties;
- From delegate lists at relevant events; and
- From other limited sources and third parties (for example from our candidates to the extent that they provide us with your details to act as a referee for them)
We will also hold client and prospective client data for recruitment and marketing activities. As our main area of work is recruitment through providing clients and prospective client with candidates we will use your data as follows to help us achieve this:
- Storing your details and updating them when necessary on our database, so that we can contact you in relation to recruitment activities
- Keeping records of our conversations and meetings, so that we can provide targeted services to you
- Processing your data for targeting appropriate marketing campaigns.
As already stated, we may process client and prospective client data for these purposes if we deem this to be necessary for our legitimate interests. Article 6(1)(f) of the GDPR provides that we can process your data where it “is necessary for the purposes of the legitimate interests pursued by us, except where such interests are overridden by the interests or fundamental rights or freedoms of you which require protection of personal data.”
We do not believe that any of our activities prejudice individuals in any way. We genuinely believe that they help us to offer employers with you a tailored, efficient service, which is beneficial to both employers and candidates. However, you do have the right to object to us processing your personal data on this basis. You can do this by contacting us using the contact details provided at the start of this Privacy Statement. We will seek to deal with your request without undue delay, and in any event within one month, subject to any extensions to which we are lawfully entitled. Please note that we may keep a record of your communications to help us resolve any issues which you raise.
For applicants to internal Bodhi Resourcing roles we will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for. We do not collect more information than we need and will not retain it for longer than is necessary. The information we ask for is used to assess your suitability for employment. You do not have to provide what we ask for, but it might affect your application if you do not.
Who we will share your personal data with
Candidate personal data may be shared with various third parties. Mostly we will share your information with prospective employers to increase your chances of securing the role that you want. We may also share your personal data with the following:
- Organisations who hold information related to your reference or application to work with us, such as current or previous employers, education bodies and/or examining bodies and employment/ recruitment agencies
- Third party service providers who perform functions on our behalf (including external consultants, business associates and professional advisers)
- Third party outsourced IT and document storage providers where we have an appropriate processing agreement or similar protections in place
- Third party partners, job boards and job aggregators where we consider this will improve the chances of finding you the right job
For applicants to internal Bodhi Resourcing roles we will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. We will share data with your referees, using the details you provide in your application, directly to obtain references to assess your suitability for employment.
As part of our GDPR compliance obligations, we are duty bound to check when personal data may be shared with third parties to ensure that they apply the same or greater controls in terms of data protection.
The use of non-disclosure agreements form part of our third-party data sharing controls. We may disclose your personal information to third parties:
- If we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets; or
- If we or substantially all our assets are acquired by a third party, in which case personal data held by it about our customers will be one of the transferred assets; or
- If we are under a duty to disclose or share your personal data to comply with any legal obligation or in order to enforce or apply other agreements; or
- To protect the rights, property or safety of Bodhi Resourcing, our customers or others.
How we safeguard your data
The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
As part of our own due diligence we have identified that personal data held for and by Bodhi Resourcing resides in the EU. Bodhi Resourcing will continue to monitor this for Bodhi Resourcing considering any 3rd party provider changes in the future. Should a requirement for data to be transferred outside of the EU in future, Bodhi Resourcing will implement controls and safeguards to ensure that equal to or greater data protection measures are enforced, and records retained to evidence this.
How long we keep your data
Bodhi Resourcing operate a clear Retention policy and associated Retention Schedule to ensure personal data is kept only for so long as is necessary for the purpose for which such information is used.
If any of your personal data changes, or if you have any questions about how we use data which relates to you, please contact us by email at GDPR@bodhiresourcing.com. We normally update your personal data within seven working days of any new or updated personal data being provided to us, to ensure that the personal data we hold about you is as accurate and up to date as possible.
Your rights under the law relating to your personal data
You have the following rights in relation to your personal data, which we will always work to uphold:
- The right to be informed about our collection and use of your personal data
- The right to access the personal data we hold about you
- The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us
- The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have
- The right to restrict, i.e. prevent the processing of your personal data
- The right to object to us using your personal data for a particular purpose or purposes
- The right to data portability. This means that you can ask us for a copy of the personal data that we hold
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a ‘Subject Access Request’.
All subject access requests should be made in writing and sent to the email or postal addresses provided in this Privacy Statement. To make this as easy as possible for you, a Subject Access Request form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
Any changes we may make to our Privacy Statement in the future will be posted to our website.
If you’d rather we delete your details and not let you know about future roles please use our contact us form to tell us you’d like to be removed from our database.