Privacy Policy

Understand what personal information this website collects and how it will be handled.

At Talent we respect your right to privacy online and understand that you want to keep control of your personal information. That’s why we are committed to protecting any information you share with us.

We will never sell, distribute or intentionally make your personal information public and have implemented appropriate technical and organisational security measures to protect the data you share with us from loss and preserve its security and confidentiality. All your interactions with our website are protected by strong 256-bit encryption and we aim to collect the minimum of personal information needed to provide an effective service.

We believe in being transparent about what data we are collecting and how it will be handled. The information below sets out our privacy policy in detail. In each case we’ll explain why a particular piece of data is being processed and how long it will be retained. We are also committed to providing relevant information and control at the point of collection so that you can make informed decisions about what personal data you choose to share with us.

Our Legal Bases for Processing

We collect and process information about you only where we have legal bases for doing so. This legal bases will depend on the individual services you use and how you use them. Additional information is provided below but in general terms we will only collect and use your information where:

  • It is necessary for us to provide you with a service, including for support or to protect the safety and security of the service itself.
  • It satisfies a legitimate interest which is not overridden by your data protection interests. Such as for research and development.
  • You have given us consent to do so for a specific purpose.
  • We need to process your data to comply with a legal obligation.

In cases where you have consented to our use of your personal information for a specific purpose you have the right to change your mind at any time. Where we are using your information because we have a legitimate interest to do so, you have the right to object to that use, but in some cases this may mean your are no longer able to access our services.

Third Party Data Processors

Like most businesses we rely on a number of third-party providers to support our day-to-day operations, for example in areas such as online file storage and email delivery. We may also hire third parties to operate, maintain or improve our website and other digital services. Some of these service providers will by necessity have access to or be directly involved in processing or storing a subset of the personal information you share with us.

All our third-party data processors have been carefully chosen as service suppliers who also practice responsible data handling. We believe that each has in place appropriate protections to ensure the security of the data we store or process with them and have clear policies for how they treat that data. But if in doubt you should review their individual Privacy Policies.

Amazon Web Services (File storage)
https://aws.amazon.com/compliance/data-privacy-faq/

Google (Website analytics)
https://support.google.com/analytics/answer/6004245?hl=en

HeartInternet (Hosting)
https://www.heartinternet.uk/terms/heart-internet-privacy-statement

MailChimp (Email marketing)
https://mailchimp.com/legal/privacy/

Microsoft (Email services)
https://privacy.microsoft.com/en-GB/privacystatement

The Pixel Parlour (Digital services development & support):
https://www.pixelparlour.co.uk/about/privacy-and-cookies/

Before using or sharing your information with third parties in ways not described here or previously authorised by you, we will provide you with notice and an opportunity to control the further use or disclosure of your personal information.

Transfers outside of the European Economic Area

Under certain circumstances we will transfer your information outside of the European Economic Area. We will only do this with your informed consent, when it is necessary to perform a contract we have with you or where the receiving organisation has adequate safeguards in place – for example certification under the EU-US Privacy Shield framework.

General Browsing

Our website is hosted in the UK in a data centre managed by Heart Internet. When you visit our website or access one of the files stored on our web server information about this request will be automatically stored in our log files to provide usage statistics, enable security features and aid technical troubleshooting. This is on the legal basis of legitimate commercial interests. In these cases your IP address at the time acts as a unique identifier and is stored along with information about your operating system, browser version and the pages/files you access. These logs are retained on the server for up to 30 days, after which they are automatically deleted. Heart Internet will also record a similar set of data for the purposes of data management and security. This data is retained by them for up to 3 months.

Like most businesses we use Google Analytics to help understand how our website is being discovered and interacted with and we use this information to help improve the experience for our visitors and make decisions about future development. Google Analytics presents us with aggregate information about the geographic location, device types and operating systems used by our website visitors, but not in a way that personally identifies you. Additionally Google will record your computer’s IP address and set a number of temporary cookies in your browser to help distinguish you as an individual visitor as you move around our site. In the interests of limiting the amount of data Google collects via our site any user-level data that is associated with Analytics’ cookies are retained for up to 26 months from your last activity on our site, after which it is automatically deleted from Analytics’ servers.

Our website and emails contain a number of links to third party sites. It is important to be aware that these external sites are governed by their own privacy policies and we do not accept any responsibility or liability for these policies. The inclusion of a link to an external source should not be understood to be an endorsement of that website, its owners or their products/services. Always check the individual privacy policies of these external sites before you submit any personal data through them.

Cookies

Cookies are temporary files stored in your web browser by a website to help track usage and enable services that rely on a persistent identity. You can control which cookies you accept and remove them at any time by adjusting your browser settings or using the controls built into this site, but it is important to be aware that some cookies are essential and our website may not function as expected without them.

Essential cookies
These cookies are strictly necessary to provide you with services available through our websites and to use some of its features. But you can still block or delete them by changing your browser preferences.

  • analytics, social-sharing, third-party (Talent Private Staff) – used by our website to remember your cookie preferences. Expire after 6 months.

Functional cookies
These cookies are used to enhance the performance and functionality of our websites. They are non-essential but without them certain functionality may become unavailable.

  • YSC (YouTube) – used to support playback of embedded YouTube videos. Expires at the end of your session.
  • VISITOR_INFO1_LIVE (YouTube) – used to support playback of embedded YouTube videos. Expires after 8 months.
  • PREF (YouTube) – used to support playback of embedded YouTube videos. Expires after 8 months.

Analytics and customisation cookies
These cookies collect information to help us understand how our website is being used or customise it in order to enhance your experience.

  • _ga (Google Analytics) – used to distinguish between users. Expires after 2 years.
  • _gat (Google Analytics) – used to distinguish between users. Expires after 24 hours.
  • _gid – (Google Analytics) – used to throttle the request rate. Expires after 1 minute.
  • _gwcc (Google) – used to track clicks on the phone number displayed on the website. Expires after 3 months.
  • loc, mus, ssc, uid, uvc (AddThis) – set by the service we use to provide social sharing to record usage stats, including the geographic location of sharers. Expire after 13 months.
  • _atuvc (AddThis) – used to update the social sharing counter when you share one of our website pages. Expires after 13 months.
  • _atuvs (AddThis) – used to enable social sharing features. Expires after 30 minutes.

Advertising cookies
These cookies are used to make advertising messages more relevant to you and your interests.

  • None currently set

Email Marketing

We use MailChimp for our email marketing. So when you subscribe to our Job Updates or register as a candidate the email address and name you submit will be held securely by them and the information also made accessible to us. MailChimp’s servers are based in the United States, so your information may be transferred to, stored, or processed in the US. MailChimp participates in and has certified its compliance with the EU- U.S. Privacy Shield Framework, which certifies that is has adequate safeguards in place. As a respected email marketing provider MailChimp won’t share your information with any unauthorised third parties or contact you directly at any time – you can read their full privacy policy here: https://mailchimp.com/legal/privacy/

We use a double opt-in process where a confirmation email will be sent to the email address supplied with a link to click. Only after clicking that link will you be opted-in to receive our emails. At this point MailChimp will also collect your IP address, which along with a timestamp helps provide our evidence of consent should we need to provide this to the regulator.

By default we will retain your data in MailChimp for as long as you choose to stay subscribed or such time as we consider your account to be in-active (ie. you are no longer opening or engaging with our emails).

You can update your details or opt-out of our emails at any time using the ‘Unsubscribe’ or ‘Email Preferences’ links found at the bottom of every email we send via MailChimp. If you unsubscribe MailChimp will retain your email address for the purposes of a suppression list to ensure that no further marketing messages can be sent unless you actively choose to opt-in again.

In addition to the information you supply at sign-up MailChimp will also capture data about your interactions with our emails and website, such as which links you click within an email and which pages you go on to visit on our website. It does this using a combination of tracking pixels and cookies. You can learn more about those in the Cookies section of this privacy policy. We use this information to help improve our product and provide more personalised messaging.

We may also combine the information you provide us at sign-up with data from other sources, such as our website, to help us improve the relevance of the emails we send you. For example if you register as a candidate or go on to become a client we will record that information in your MailChimp subscriber profile to ensure that the content of our emails reflects it.

Registering as a Candidate

When you register your CV online the information provided is sent to our team via email to enable them process your application and start matching relevant job opportunities. A subset of the information (your name, email address and IP address) is also temporarily stored by the website for our legitimate interest in keeping a failsafe and to help us appropriately log submissions of personal data.

  • Your candidate registration will include the following:
  • Name
  • Email Address
  • Date of Birth
  • Languages Spoken
  • Nationality
  • Status of right to work in the UK
  • Current job title
  • Current salary
  • Salary expectation
  • Your CV
  • Written references

Optionally you can also provide:

  • Telephone Number
  • Details of position sought
  • Current notice period
  • Profile photo

Microsoft are our email service provider so any information submitted will be temporarily stored on their servers. Therefore your email and any associated personal data may be transferred outside of the European Economic Area to servers located in the USA. Microsoft’s certification under the EU-US Privacy Shield Framework commits it to maintaining appropriate safeguards for international data transfers. You can learn more here: https://privacy.microsoft.com/en-GB/privacystatement

After your application has been processed your information is transferred to our CRM (candidate relationship management system) and made available to our recruitment team. Our CRM is hosted on-site at our UK office and we have implemented appropriate controls help to prevent unauthorised access.

The information you submit is processed only for the purpose of performing our contract with you and the data only made available to a limited number of team members who are all bound by a strict confidentiality agreement. By default we treat all information provided as confidential and won’t share it beyond the company without your explicit consent.

Applying for a Vacancy

When you apply for one of the open vacancies advertised on our website the information you provide is sent to our team by email. Additionally we record your IP address and a timestamp for the purposes of fulfilling our obligation to log submissions of personal data.

Your job application will include the following, which are necessary for us to appropriately assess your suitability for the role and contact you regarding it:

  • Name
  • Email Address
  • Telephone Number
  • Current Job Title
  • Location of Current Job
  • Whether you are a ‘live-in’ or ‘daily’
  • Current Salary
  • Salary Expectation
  • Reason for leaving current role
  • Covering Statement
  • Your CV
  • Written references

Optionally you can also provide:

  • Current Notice Period

Because your submission can include attachments and open text fields we can’t limit what information you share with us. Therefore we request that you only share information directly relating to your application and that in all cases you have the appropriate consent to disclose the information you share with us.

The information you submit is processed only for the purpose of processing your application and the data only made available to a limited number of team members who are all bound by a strict confidentiality agreement. By default we treat all information provided as confidential and won’t share it beyond the company without your explicit consent.

Microsoft are our email service provider so any emails relating to your application will be stored on their servers. Therefore your email and any associated personal data may be transferred outside of the European Economic Area to servers located in the USA. Microsoft’s certification under the EU-US Privacy Shield Framework commits it to maintaining appropriate safeguards for international data transfers. You can learn more here: https://privacy.microsoft.com/en-GB/privacystatement

Making a Recruitment Enquiry

When you submit one of our online Recruitment Enquiry form the information provided (which includes your name, email address, phone number and the type of staff required) is sent to us by email. Additionally we record your IP address and a timestamp for the purposes of fulfilling our obligation under GDPR to appropriately log submissions of personal data.

The information you submit is processed only for the purpose of responding to your enquiry and the data only made available to a limited number of team members who are all bound by a strict confidentiality agreement. By default we treat all information provided as confidential and won’t share it beyond the company without your explicit consent.

If however you don’t go on to take up our services within 12 months your enquiry along with any accompanying attachments will be permanently deleted. But if you do become a client your contact information will be transferred to our CRM (customer relationship management system), where our default retention period is 7 years. Our CRM is hosted on-site at our UK office and we have implemented appropriate controls help to prevent unauthorised access or loss of data.

Contacting us by Email

When you send us an email, either to one of the addresses displayed on our website or an an individual member of staff, we will collect your email address and any other information you provide within your email.

Microsoft are our email service provider so any emails you send us will be stored on their servers. Therefore your email and any associated personal data may be transferred outside of the European Economic Area to servers located in the USA. Microsoft’s certification under the EU-US Privacy Shield Framework commits it to maintaining appropriate safeguards for international data transfers. You can learn more here: https://privacy.microsoft.com/en-GB/privacystatement

The information you provide will only be processed in relation to the purpose of your correspondence with us. Our standard retention period for email to archive after 2 years and permanently delete after 5 years.

Children Under 16

Our website and services are not for use by children under 16 years and we will not knowingly collect or use the personal data of children. If you are under the age of 16 please do not provide any personal data even if prompted to do so.

A breach is considered any loss, alteration, unauthorised disclosure of, or access to, personal data. We are committed to disclosing any personal data breaches that might adversely affect your rights and freedoms without undue delay so that you can take appropriate action. Any notifiable breaches will also be reported to the UK’s Information Commissioner’s Office within 72 hrs. This includes breaches affecting the third party services identified in this privacy policy, where personal data is being held on our behalf.

Questions & Access Requests

The General Data Protection Regulation (2018) gives you the right to know what person data we hold, to have it updated if it is inaccurate or removed entirely if you no longer consent to our use of it. We will endeavour to respond to any such requests within one month confirming receipt and outlining what follow-up actions will be taken and when.

We also welcome questions about our Privacy Policy and these or any access requests should be directed to our Data Protection Office at: info@talentsoffice.com

Talent Private Staff
Attn. Data Protection Officer
8 Greencoat Place
London
SW1P 1PL

Policy Changes

Any updates we may make to our Privacy Policy in the future will be published on this page and significant changes noted below.

17 May 2018 – Expanded Privacy Policy published in preparation for the new General Data Protection Regulation

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