Privacy Policy

Our Privacy Policy in Full

1. Who is responsible for your data
2. Personal data we collect about you
3. How and why we use your personal data
4. Requesting access to your data
5. Security of your personal data
6. Cookies
7. Sharing your personal data
8. Updates to our privacy policy
9. Contact Information 
10. Making a complaint

Bespoke Resourcing Solutions Limited (BRS Ltd) is committed to protecting your safety and privacy and takes its responsibilities regarding the security of candidate and client information very seriously. This privacy policy explains what personal data we collect about you, how and why we use it, who we disclose it to, and how we protect your privacy.

1. Who is responsible for your data

Our Privacy Policy applies to the personal data that Bespoke Resourcing Solutions Ltd collects and uses. References in this Privacy Policy to “BRS”, “we”, “us” or “our” means Bespoke Resourcing Solutions Ltd, a company registered in Scotland with registration number SC 544061 and registered office, Office 9 Forrester Lodge, Inglewood, Alloa, Clackmannanshire FK10 2HU. We control the ways your personal data are collected and the purposes for which your personal data are used by BRS and the “data controller” for the purposes of the UK Data Protection Act 1998, the General Data Protection Regulation 2018 and other applicable European data protection legislation. Our current Data Protection Officer is Laurie Harrison.

2. Personal data we collect about you and how we use it

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When using the term “personal data” in our Privacy Policy, we mean information that relates to you and allows us to identify you, either directly or in combination with other information that we may hold. Your personal data may include, for example:
• Your name
• Contact details
• Emergency contact details
• A copy of your CV
• Other information relating to your recruitment needs or application such as your qualifications, salary and benefits or positions you have previously applied for.

We may be required to process additional information for candidates contracted through BRS under a contract for services with the contractor’s limited company, self-employed contractor or Umbrella Company, this may include:

• Company number
• Bank details
• NI number
• Tax details
• References
• Details of criminal convictions
• Credit check
• Proof of address
• VAT registration
• Applicable insurances
• Information relating to any previous position held as a Director, Secretary or association to a company
• UTR number

All data that you will provide to us is strictly for the purpose of your job search and the recruitment process. We may hold your CV and data relating to job searches for up to 6 years. This is to ensure that candidates who have requested our recruitment services don’t need to continually re-apply to us. In order for us to provide the best possible service we’d request candidates to update their data with us as when there is a material change.

We collect some personal data from you, for example when you use our website, use our services or contact us in anyway. We may also receive your personal data from third party providers (for example if you sign up to job sites, online CV directories and social media sites).

For more information, please see section 7 below.

If you fail to provide certain information when requested, we may not be able to represent you as a recruitment agency (for permanent positions) or as a recruitment business (for contracts positions), or we may be prevented from complying with our legal obligations such as to ensure the health and safety of our workers.

Sensitive personal data

In the course of providing services to you, we may collect information that could reveal your racial or ethnic origin, physical or mental health, religious beliefs or alleged commission or conviction of criminal offences or any investigations. Such information is considered “sensitive personal data” under the UK Data Protection Act 1998, the General Data Protection Regulation 2018 and other data protection laws. We only collect this information where you have provided it, it is necessary for the purposes outlined in this Privacy Policy or you have deliberately made it public.

For example, we may collect this information if your new employer has requested it as part of the on boarding process (location dependent), to ensure you are eligible to work in the UK, in order to meet legal obligations, or when it is needed to assess working capacity on health grounds, subject to appropriate confidentiality safeguards. 

If you provide any sensitive personal data, we will collect and use it in order to provide our recruitment services and in accordance with this Privacy Policy.

3. How and why we use your personal data

We use your personal data for the following purposes:

• To communicate with you. To inform you about our vacancies, if you opt in to marketing communications, events we are hosting and events we are attending that you may be interested in.
• We will only send you marketing communications when you call or email us with enquiries, or you apply to one of our job adverts from another site and you express a wish to receive such communications. You can also request us to send you marketing communications by emailing; laurie@brs-ltd.com .
• Please note that we do not share your contact details or other personal data gathered for the purposes of recruitment, with other companies for their marketing purposes.
• If having elected to receive marketing communications from us and you decide you no longer wish to do so, you can simply tell us by emailing: laurie@brs-ltd.com with the header “Unsubscribe”.
• To comply with our legal obligations, for example, we will retain your records for a period of up to 7 years for HMRC purposes.

We need certain personal information primarily to allow us to perform our contract with you and to enable us to comply with legal obligations. The situations in which we will process your personal information are listed below:

• Providing our recruitment services
• To maintain business relationships with clients and candidates
• To submit your CV to third parties
• Checking you are legally entitled to work in the UK
• Assessing qualifications for a particular job
• To determine your suitability for a particular job
• Send you marketing communications and information relating to our services which we think may be of interest to you (only if you have opted in)
• To ensure your own safety and security

If you are engaged as an employee or contractor through BRS, we may also need additional information for the following reasons:

• Administering the contract, we have entered into with you
• Paying you, deducting tax and National Insurance contributions if appropriate
• Dealing with legal disputes involving you, or other employees, workers and contractors
• To prevent fraud

Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.

4. Requesting access to your personal data

You have a right to request access to the personal data that we hold about you. This could include any documents we have collected from you in the recruitment process.

If you would like to request a copy of your personal data, or if you have questions in relation to your personal data, please contact us at: laurie@brs-ltd.com with the following information:

• your full name;
• a description of the data that you are requesting
• all email addresses (past and present) used

From the date that we receive the request we have – under the relevant legislation – one month to process your request. Whilst we will endeavour to process your request in advance of this deadline, we cannot guarantee that this will be the case. Please note that:

• The clearer and more specific your request, the easier it will be to respond within the timeframe permitted. Conversely, any requests which are vague may not produce all or indeed any of the information you are looking for.
• We may in very exceptional circumstances need to charge you for providing information requested to cover our costs, but we will notify you of this in advance.

5. Security of your personal data

We are committed to taking appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing and against accidental loss, destruction or damage to personal data. When you provide your personal data through our website or our representatives this information is transmitted across the internet securely using high-grade encryption.

As described in this Privacy Policy, we will in some instances need to disclose your personal data to third parties and other entities within the group, with your consent, for the purpose of our recruitment process. Where BRS discloses your personal data to a third party, we require that third parties have appropriate technical and organisational measures in place to protect your personal data. Where appropriate we will inform you about the specific third parties with whom this information will be shared before doing so.

We may share your personal information with third parties where required by law including relevant tax authorities e.g. HMRC, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.

The information that you provide to us will be held in our systems, which are located on our premises or those of appointed third parties. We may also allow access to your information by other third parties who act for us for the purposes described in this Privacy Policy. Your personal data may be accessed by and processed outside the European Economic Area (the European Economic Area being the European Union and Iceland, Liechtenstein and Norway, also referred to as the “EEA”) – including by staff operating outside the EEA who work for our clients in recruitment services (this includes staff engaged in, among other things, the processing of your application for employment). Where your personal data are transferred outside of the EEA, we require that appropriate safeguards are in place and they comply with this policy.

BRS uses third parties for its email delivery service, IT infrastructure maintenance and data hosting facilities and we use Bond Adapt as our database. We will retain your personal data for only as long as is necessary in order to fulfil our purposes set out in this Privacy Policy or in order to comply with the law.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so

6. Cookies or other tracking technologies

In order to improve our services, to provide you with more relevant content and to analyse how visitors use our website, we may use technologies, such as cookies. Please be aware that in most cases we will not be able to identify you from the information we collect using these technologies.

BRS may set and access Cookies on your computer. Cookies may be placed on your computer when you visit certain parts of the Website. BRS use these to identify and track visitors, their usage of the Website, their access preferences and for advertising. Currently we do not have the technical ability to get your express permission to opt out of our cookies so we encourage you to use your browser settings if you want to control these.

7. Sharing your personal data

Your personal data may be shared with other parties involved in your recruitment process e.g. your new employer, the end client for a contract of services.

It may also be disclosed to a third party who acquires us, and the new owner or newly controlling party will, under the terms of this Policy, be permitted to use the data for the purposes for which it was supplied by you.

In the event that any data submitted will be transferred in such a manner, you will be contacted in advance and informed of the changes. When contacted you will be given the choice to have your data deleted or withheld from the new owner or controller.

Third parties may share your data with us for example job boards or online directories. If you do not wish to be informed about our job opportunities or forthcoming events you can be removed from the contact list provided by our supplier by emailing laurie@brs-ltd.com to unsubscribe. BRS cannot be responsible for the entry of your data onto these sources but will certainly action any requests not to be contacted by us and will always share with you how we received your information, so you have greater control over your personal data.

8. Updates to our Privacy Policy

We may make changes to this Privacy Policy from time to time, including as part of the European data protection legislation which will start to apply on 25 May 2018 (the “General Data Protection Regulation”). We will update the Privacy Policy and we will publish on our website any new version of this Policy.

9. Contact Information

Questions, comments, requests and complaints regarding this privacy policy are welcomed and should be addressed to laurie@brs-ltd.com, Office Manager, 01259 217130.

10. Making a complaint

If you feel that we have not been able to address your complaint, you can approach the Information Commissioner’s Office via their website or call them on their help line 0303 123 1113.