Privacy Notice – Suppliers & Clients 

Introduction

This privacy notice is to inform you why we ask you for some personal data, what we do with that information and the rights and options you have over how we use your data. If your data is shared with Ontrak Recruitment it is considered a ‘controller’ for the purposes of Data Protection Laws. The “controller” decides how and why your personal data is processed.

Suppliers

If you are a supplier or prospective supplier to Ontrak Recruitment we will store limited amounts of personal information relating to you, including your name, job title, qualifications, employer organisation and contact details. Individuals completing the prospective supplier form will be asked to provide this information for a member of each of their sales and technical teams and it is your responsibility to ensure you have appropriate consents to do so.

We will store this personal information for the purposes of:

  • undertaking an evaluation on prospective suppliers to ascertain if we would enter into a contractual arrangement; and
  • administering and maintaining records of services, advice or goods we have received, and commissioning further services or making further purchases;
  • administering the contract and fulfilling our contractual obligations

The personal information we hold about suppliers and professional advisors may be shared with the following third parties:

  • companies who process personal information on Ontrak Recruitment’s behalf, such as providers of cloud hosting solutions;
  • professional advisors, such as accountants, lawyers or other consultants;

The personal information we hold may be transferred to and stored at a country other than your country of residence, including countries outside of the EEA. Where we transfer information to other parties outside the EEA, we will ensure that these take place in accordance with Data Protection Laws.

In accordance with the Data Protection Laws, our legal basis for storing personal information that you provide to us is that such storage is necessary for our legitimate interests in running our business and to enable us to fulfil our contractual obligations.

We keep your information for no longer than is necessary for the purposes for which the personal information is processed. To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of your personal data, the potential risk of harm from unauthorised use of your data, the purposes for which we process your personal data and whether we can achieve those purposes through other means and the applicable legal requirements.

Clients

If you are a client of Ontrak Recruitment we will store limited amounts of personal information relating to you, including your name, job title, qualifications, employer organisation and contact details.

We will store this personal information for the purposes of:

  • administering the contract and fulfilling our contractual obligations
  • administering and maintaining records of candidates supplied

The personal information we hold about Clients may be shared with:

  • companies who process personal information on Ontrak Recruitment’s behalf, such as providers of cloud hosting solutions;
  • professional advisors, such as accountants, lawyers or other consultants;

Territory

The personal information we hold may be transferred to and stored at a country other than your country of residence, including countries outside of the EEA. Where we transfer information to other parties outside the EEA, we will ensure that these take place in accordance with Data Protection Laws.

Retention

In accordance with the Data Protection Laws, our legal basis for storing personal information that you provide to us is that such storage is necessary for our legitimate interests in running our business and to enable us to fulfil our contractual obligations.

We keep your information for no longer than is necessary for the purposes for which the personal information is processed. To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of your personal data, the potential risk of harm from unauthorised use of your data, the purposes for which we process your personal data and whether we can achieve those purposes

Your rights in relation to your personal data

You have the following rights in connection with the personal data that we hold about you:

  • to be provided with copies of personal information that Ontrak Recruitment hold about you at any time;
  • to ask Ontrak Recruitment to update and correct any out-of-date or incorrect personal information held about you;
  • to opt out of any marketing communications that Ontrak Recruitment (or any third party to whom they have disclosed your personal information with your consent) may send you;
  • To request erasure of your personal information;
  • In certain circumstances, to object to processing;
  • To request the restriction of processing of your information e.g. whilst we check it’s accuracy;
  • To request the transfer of your personal information to another party.

Any requests should be made in writing to kealy@ontrakrecruitment.co.uk. Please note that Ontrak Recruitment will require specific information to help us confirm your identity to ensure that the person making the request is entitled to do so.

You also have the right to contact the Information Commissioner’s Office (www.ico.org.uk) with any issues/queries in relation to data protection.

Accuracy & Security

Ontrak Recruitment will take all reasonable steps to keep your personal information secure and accurate and, where necessary, up to date. If you believe that any of the information that Ontrak Recruitment holds about you is incorrect please notify us at Kimberley@ontrakrecruitment.co.uk

The Website may contain links to other websites operated by third parties. We are not responsible for and accept no liability in relation to these websites or their contents. You should always read the privacy policy of each website you visit carefully.

Contact Us:

If you have any questions about this Privacy Notice or the way we are collecting or processing your personal data then please contact us:

Email: Business Manager Kimberley Bush: Kimberely@ontrakrecruitment.co.uk