INTRODUCTION

This Privacy Policy explains what we do with your personal data, whether we are in the process of introducing ourselves to you, helping you to find a job, continuing our relationship with you once we have found you a role, providing you with a service, receiving a service from you, using your data to ask for your assistance in relation to one of our Candidates, or you are visiting our website.

This Privacy Policy applies to KPI Recruiting Ltd and its operating sectors, KPI Hospitality, KPI Technical, KPI Executive, KPI Commercial, KPI Driving, KPI Industrial. It also applies to KPI Care and KPI Rail & Infrastructure.

It describes how we collect, use and process your personal data, and how, in doing so, we comply with our legal obligations to you. Your privacy is important to us, and we are committed to protecting and safeguarding your data privacy rights.  

This Privacy Policy applies to the personal data of our Website Users, Temporary Workers, Prospective Candidates, Candidates, Clients, Suppliers, and other people whom we will contact to find out more about our Candidates or whom they indicate is an emergency contact.  It also applies to the emergency contacts of our Staff.

For applicable data protection legislation (including but not limited to the General Data Protection Regulation (Regulation (EU) 2016/679) (the "GDPR"), the company responsible for your personal data ("KPI Recruiting" or “KPI” or "us") can be found here.

It is important to point out that we may amend this Privacy Policy from time to time. Please just visit this page if you want to stay up to date, as we will post any changes here.

If you are dissatisfied with any aspect of our Privacy Policy, you may have legal rights and, where relevant, we have described these as well.

HOW TO USE THIS PRIVACY POLICY

This Privacy Policy tells you a few things about how we use your personal data, and perhaps more importantly, what your rights are in relation to this (you have, for example, the right to ask us to delete or confirm what information that we hold about you at any time, withdraw any consents that you have given and/or lodge a complaint with supervisory authority if you are not happy about something we have done).

The Privacy Policy is designed to be easy to read and not too long and therefore is provided in a short form "at a glance" format.

• What kind of personal data do we collect?
• How do we collect your personal data?
• How do we use your personal data?
• Who do we share your personal data with?
• How do we safeguard your personal data?
• How long do we keep your personal data for?
• How can you access, amend or take back the personal data that you have given to us?
• How do we store and transfer your data internationally?
• Who is responsible for processing your personal data when you access the KPI website?
• What are cookies and how do we use them?
• How to reject cookies

This Privacy Policy is divided into different sub-sections for each of the different categories of people who may need to read it (for example, under the "What kind of personal data do we collect?" section, there are "Candidate" and "Website User" sub-sections, as well as sections for the other types of people to whom this Privacy Policy applies). The Privacy Policy contains different information depending on what section you are looking at, so please make sure you are looking at the correct section.

What kind of personal data do we collect?

CANDIDATE DATA: To provide the best possible employment opportunities that are tailored to you, we need to process certain information about you. We only ask for details that we think will genuinely help us to help you, such as your name, age, contact details, education details, employment history, emergency contacts, immigration status, financial information (where we need to carry out financial background checks), and social security number (and of course you may choose to share other relevant information with us). Where appropriate and in accordance with local laws and requirements, we will also collect information related to your health, diversity information or details of any criminal convictions.

To the extent that you access our website or click through any links in an email from us, we will also collect certain data from you. If you would like more information about this, please email marketing@kpir.co.uk.

PROSPECTIVE CANDIDATE DATA: If we think you might be interested in, or might benefit from, our services, we will collect and use such information about you to assess how we might be able to help you out and to get in touch.

To the extent that you access our website or click through any links in an email from us, we will also collect certain data from you. If you would like more information about this, please email marketing@kpir.co.uk.

TEMPORARY WORKER DATA: If we employ or engage you directly as a Temporary Worker, we need to process certain extra information (in addition to the information collected from Candidates) to ensure a smooth Temp Relationship. We only collect important information such as staff numbers or other identifiers, start dates, bank details and details of previous remuneration, pensions and benefit arrangements. Where appropriate and in accordance with local laws and requirements, we may also collect, by inference, information related to trade union membership, and childcare or carer arrangements when you provide us with information about deductions from your salary for trade union membership or childcare vouchers or details about your emergency contact.

To the extent that you access our website or click through any links in an email from us, we will also collect certain data from you. If you would like more information about this, please email marketing@kpir.co.uk.

CLIENT DATA: If you are a KPI Client, we need to collect and use information about you, or individuals at your organisation, in the course of providing you or offering you services such as: (i) finding Candidates who are the right fit for you or your organisation; (ii) providing you with a Managed Service Provider ("MSP") programme (or assisting another organisation to do so); (iii) providing you with Recruitment Process Outsourcing ("RPO") services (or assisting another organisation to do so); (iv) providing services to your employees, such as training courses to teaching staff who work for our Clients, in the education sector and/or (v) notifying you of content published by KPI which is likely to be relevant and useful to you (for example our Global Skills Index).

If you would like a more detailed description of the personal data that we collect in this way, please email marketing@kpir.co.uk.

To the extent that you access our website or click through any links in an email from us, we will also collect certain data from you. If you would like more information about this, please email marketing@kpir.co.uk.

SUPPLIER DATA: We need a small amount of information from our Suppliers to ensure that things run smoothly. We need contact details of relevant individuals at your organisation so that we can communicate with you. We also need other information such as your bank details so that we can pay for the services you provide (if this is part of the contractual arrangements between us).

To the extent that you access our website or click through any links in an email from us, we will also collect certain data from you. If you would like more information about this, please email marketing@kpir.co.uk.

PEOPLE WHOSE DATA WE RECEIVE FROM CANDIDATES AND STAFF, SUCH AS REFEREES, EMERGENCY CONTACTS AND DEPENDANTS: To provide Candidates with suitable employment opportunities, to provide for certain eventualities for them and our Staff and to allow Staff to access certain benefits or employment rights, we need some basic background information. We ask for very basic contact details, so that we can get in touch with you either for a reference or because you’ve been listed as an emergency contact or a dependent for one of our Candidates or Staff members.

WEBSITE USERS: We collect a limited amount of data from our Website Users which we use to help us to improve your experience when using our website or mobile apps and to help us manage the services we provide. This includes information such as how you use our website, the frequency with which you access our website, and the times that our website is most popular.

A few elements of the personal data we collect from you are required to enable us to fulfil our contractual duties to you or to others. Where appropriate, some data, for example Candidates' social security number, are required by statute or other law in some jurisdictions. Other items will simply be needed to ensure that our relationship can run smoothly.

Depending on the type of personal data in question and the grounds on which we are processing it, should you decline to provide us with such data or ask us to stop processing it, we may not be able to fulfil our contractual requirements or, in extreme cases, may not be able to continue with our relationship.

How do we collect your personal data?

CANDIDATE DATA: We collect your personal data either:

• From you; or
• From third parties.

In addition, to the extent that you access our website or read or click on an email from us, we will also collect certain data automatically or through you providing it to us.

PROSPECTIVE CANDIDATE DATA: We collect your personal data from third parties (for example via social media, professional networking, job aggregators and job site providers, and RPO or MSP suppliers where they refer you to us).

To the extent that you access our website or read or click on an email from us, we will also collect certain data automatically or through you providing it to us.

TEMPORARY WORKERS DATA: We collect your personal data either:

• From you; or
• From third parties.

In addition, to the extent that you access our website or read or click on an email from us, we may also collect certain data automatically or through you providing it to us.

CLIENT DATA: We collect your personal data either:

• From you; or
• From third parties (e.g. our Candidates or Temporary Workers) and other limited sources (e.g. online and offline media).

In addition, to the extent that you access our website or read or click on an email from us, we will also collect certain data automatically or through you providing it to us.

SUPPLIER DATA: We collect your personal data during our work with you.

In addition, to the extent that you access our website or read or click on an email from us, we will also collect certain data automatically or through you providing it to us.

PEOPLE WHOSE DATA WE RECEIVE FROM CANDIDATES AND STAFF, SUCH AS REFEREES, EMERGENCY CONTACTS AND DEPENDANTS: We collect your contact details only where a Candidate or a member of our Staff puts you down as their emergency contact or dependent or where a Candidate gives them to us for you to serve as a referee.

WEBSITE USERS AND RECIPIENTS OF EMAILS: We collect your data automatically via cookies when you visit our website, in line with cookie settings in our website’s Cookie Preference Centre or in your browser. If you would like to find out more about cookies, including how we use them and what choices are available to you, please email marketing@kpir.co.uk. We will also collect data from you when you contact us via the website or the mobile apps, for example by using the chat function or when you register for one of our newsletters, webinars, or any further offers. Some of our emails contain a snippet of code, invisible to the naked eye, called a tracking pixel that allows us to understand which of our messages are being opened. If you would prefer that this information was not collected, please disable automatic download of images in your email software or service.

How do we use your personal data?

CANDIDATE DATA: The main reason for using your personal details is to help you find employment or other work roles that might be suitable for you. The more information we have about you, your skillset and your ambitions, the more bespoke we can make our service. Where appropriate and in accordance with local laws and requirements, we will also use your personal data for things like marketing our services to you, profiling and diversity monitoring. Where appropriate, we will seek your consent to undertake some of these activities.

PROSPECTIVE CANDIDATE DATA: We use Prospective Candidate information in order to work out whether you might be interested in, or might benefit from, our services, and if so, to assess whether and how we may be able to help you out. If we think we can help you, we will use your information to get in touch with you about our services.

TEMPORARY WORKER DATA: If we employ or engage you directly as a Temporary Worker, the main reason for using your personal details is to ensure the smooth running of our Temp Relationship and to comply with our contractual and other duties to each other, and to our clients, as part of our Temp Relationship and our duties to third parties such as tax authorities and government agencies.

CLIENT DATA: The main reason for using information about Clients is to enable us to introduce ourselves to you and to ensure that the contractual arrangements between us can properly be implemented so that the relationship can run smoothly. This will involve: (i) identifying Candidates who we think will be the right fit for you or your organisation; (ii) providing you with an MSP programme (or assisting another organisation to do so); (iii) providing you with RPO services (or assisting another organisation to do so); and/or (iv) providing services to your employees, such as training courses to teaching staff who work for our Clients in the education sector. The more information we have, the more bespoke we can make our service.

SUPPLIER DATA: The main reasons for using your personal data are to ensure that the contractual arrangements between us can properly be implemented so that the relationship can run smoothly, and to comply with legal requirements.

PEOPLE WHOSE DATA WE RECEIVE FROM CANDIDATES AND STAFF, SUCH AS REFEREES, EMERGENCY CONTACTS AND DEPENDANTS: We use referees’ personal data to help our Candidates to find employment which is suited to them. If we can verify their details and qualifications, we can make sure that they are well matched with prospective employers. Where a referee is being asked to give a reference based on their professional experience of a Candidate, and where we think that they may be interested in becoming a client of ours, we may also use their details to reach out to get in touch in that alternative capacity, where appropriate and in accordance with any local laws and requirements. We use the personal details of a candidate or Staff member's emergency contacts in the case of an accident or emergency affecting that Candidate or member of Staff.  We use the personal data of the dependants or other beneficiaries of Staff to allow that Staff member to access certain benefits or employment rights.

WEBSITE USERS: We use your data to help us to improve your experience of using our website or our mobile apps, for example by analysing your recent job search criteria to help us to present jobs to you that we think you'll be interested in. In addition, we use your data to provide you with the service you registered for or the services you participated in, for example sending you a newsletter or taking part in an online survey. If you are also a candidate or client of KPI, we will use data from your use of our websites to enhance other aspects of our communications with, or service to, you.

If you would like to find out more about cookies, including how we use them and what choices are available to you, please email marketing@kpir.co.uk.

Please note that communications to and from KPI' Staff including emails will be reviewed as part of internal or external investigations or litigation where necessary.

Who do we share your personal data with?

CANDIDATE DATA: We will share your personal data with various parties, in various ways and for various reasons. Primarily we will share your information with prospective employers to increase your chances of securing the job you want. Unless you specify otherwise, we will also share your information with any of our group companies and associated third parties such as our service providers and selected job aggregators where we feel this will help us to provide you with the best possible service and maximise your chances of getting what you want.

If you would like to see a more detailed list of who we will share your personal data with, in appropriate circumstances, please email marketing@kpir.co.uk.

PROSPECTIVE CANDIDATE DATA: Where we have identified you as a prospective candidate we may share your information with any of our group companies and associated third parties such as our service providers in order to get in touch with you about our services.

TEMPORARY WORKER DATA: If we employ or engage you directly as a Temporary Worker, we may share your personal data with a few additional parties to ensure the smooth running of our Temp Relationship. For example, we may share your personal data with appropriate colleagues within KPI, with a client and, if appropriate, medical professionals such as your GP or an occupational health specialist (for instance, for the purpose of any work adjustment assessments if applicable).

CLIENT DATA: We will share your data: (i) primarily to ensure that we provide you with a suitable pool of Candidates; (ii) to provide you with an MSP programme (or assist another organisation to do so);  (iii) to provide you with RPO services (or assist another organisation to do so); and/or (iv) to provide services to your employees, such as induction or onboarding employees who work for our clients in the education sector. Unless you specify otherwise, we will share your information with any of our group companies and associated third parties such as our service providers to help us meet these aims.

SUPPLIER DATA: Unless you specify otherwise, we will share your information with any of our group companies and associated third parties such as our service providers and organisations to whom we provide services.

PEOPLE WHOSE DATA WE RECEIVE FROM CANDIDATES AND STAFF, SUCH AS REFEREES, EMERGENCY CONTACTS AND DEPENDANTS: Unless you specify otherwise, we will share your information with any of our group companies and associated third parties such as our service providers and organisations to whom we provide services.

WEBSITE USERS: Unless you specify otherwise, we will share your information with providers of web analytics services, marketing automation platforms and social media services to make sure any advertising you receive from us is targeted to you.

How do we safeguard your personal data?

We care about protecting your information. That's why we put in place appropriate measures that are designed to prevent unauthorised access to, and misuse of, your personal data.

How long do we keep your personal data for?

If you are a client or a supplier we will retain your personal data in order to provide you with services or to receive services from you, or to provide you with information about our services that we believe you may be interested in. If you have expressly indicated that you would rather we didn't retain your personal data, then we will Delete it from our Systems unless we believe in good faith that the law or other regulation requires us to preserve it (for example, because of our obligations to tax authorities or in connection with any anticipated litigation) or other legal exceptions apply.

If you are a Prospective Candidate or a Candidate, and we have not had meaningful contact with you (or, where appropriate, the company you are working for or with) for a period of two years, we will Delete your personal data from our Systems unless we believe in good faith that the law or other regulation requires us to preserve it (for example, because of our obligations to tax authorities or in connection with any anticipated litigation). As with Clients and Suppliers, if you have expressly indicated as a Prospective Candidate or a Candidate that you're not interested in our services, then we will Delete your personal data from our Systems unless we believe in good faith that the law or other regulation requires us to preserve it (for example, because of our obligations to tax authorities or in connection with any anticipated litigation) or other legal exceptions apply.

If we employ or engage you as a Temporary Worker directly, depending on the applicable local laws and requirements, we will ordinarily process your data throughout the course of your Temp Relationship and will then retain it for a period after we have parted ways (unless we are otherwise required by law), in accordance with the approach we take with Candidates.

If you are a Website User we will retain any data for as long as it is necessary to achieve the purpose it was collected or processed for. If you have expressly indicated that you would rather we didn't retain your personal data, then we will delete it from our systems unless we believe in good faith that the law or other regulation requires us to preserve it (for example, because of our obligations to tax authorities or in connection with any anticipated litigation) or other legal exceptions apply.

How can you access, amend or take back the personal data that you have given to us?

Even if we already hold your personal data, you still have various rights in relation to it. To get in touch about these, please contact us. We will seek to deal with your request without undue delay, and in any event in accordance with the requirements of any applicable laws. Please note that, where necessary, we will keep a record of your communications to help us resolve any issues which you raise.

Right to object: If we are using your data because we deem it necessary for our legitimate interests to do so, and you do not agree, you have the right to object.  We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases). Generally, we will only disagree with you if certain limited conditions apply.

Right to withdraw consent: Where we have obtained your consent to process your personal data for certain activities (for example, in some jurisdictions to use cookies) or consent to market to you, you may withdraw your consent at any time.

Data Subject Access Requests (DSAR): Just so it's clear, you have the right to ask us to confirm what information we hold about you at any time, and you may ask us to modify, update or delete such information. At this point we may comply with your request or, additionally do one of the following:

• ask you to verify your identity, or ask for more information about your request; and
• decline your request where we are legally permitted to do so (but we will explain why if we do so).

Right to erasure: In certain situations (for example, where we have processed your data unlawfully), you have the right to request us to "erase" your personal data. We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases) and will only disagree with you if certain limited conditions apply. If we do agree to your request, we will Delete your data.

Right of data portability: If you wish, you have the right to transfer your data from us to another data controller. We will help with this – either by directly transferring your data for you, or by providing you with a copy in a commonly used machine-readable format.

Right to lodge a complaint with a supervisory authority: You also have the right to lodge a complaint with the Information Commissioners Office (ICO) details for which can be found at the foot of this document.

If your interests or requirements change, you can unsubscribe from part or all of our marketing content (for example job role emails or KPI newsletters) by clicking the unsubscribe link in the email, or by emailing marketing@kpir.co.uk with the subject unsubscribe).

Who is responsible for processing your personal data when you access the KPI website?

KPI controls the processing of personal data when you access its website(s).

What are cookies and how do we use them?

A "cookie" is a bite-sized piece of data that is stored on your computer's hard drive. They are used by nearly all websites and do not harm your system. We use them to track your activity to help ensure you get the smoothest possible experience when visiting our website. We can use the information from cookies to ensure we present you with options tailored to your preferences on your next visit. We can also use cookies to analyse traffic and for advertising purposes.

If you want to check or change what types of cookies you accept, this can usually be altered within your browser settings or you visit our Cookie Preference Centre. We also provide information about this in our Marketing preferences page on the KPI website.

How to manage or reject cookies

When you first visit our website(s) you will be asked to choose what kind of cookies you want to receive, so we ask for your prior consent for some cookies through our Cookies Preference Centre while strictly necessary cookies will be set within our legitimate interests. You may also use your browser’s privacy settings to do this. However, rejecting all cookies through your browser’s privacy settings means that you may not be able to take full advantage of all our website's features. Each browser is different, so check the "Help" menu of your browser to learn how to change your cookie preferences.

You can update your given consent at any time by visiting our Cookie Preference Centre which can be found by clicking on the “Cookie Preferences” link either on the top or bottom of our website. Instead of using our Cookie Preference Centre you may choose to opt-out to cookies which are not strictly necessary to perform basic features of our site by changing your browser settings. If you use our Cookie Preference Centre to update your choice of cookies, please note that this does not result in deletion of already placed cookies on your device. So, if you want to delete such cookies you may delete them in your browser’s privacy settings.

If you choose to delete all cookies through your browser’s privacy settings, this will also delete any placed opt-out cookie on your computer and you may need to actively opt-out again.

For more information generally on cookies, including how to disable them, please refer to aboutcookies.org. You will also find details on how to delete cookies from your computer.

What to do if you have a data protection complaint

You can contact us via the following methods:

• Post: to Data Protection, KPI Recruiting Ltd, 505 Etruria Road, Basford, Stoke-on-Trent, ST4 6JH.
• Email: to marketing@kpir.co.uk
• Phone: 01782 712230

We will respond within 14 days and aim to resolve your complaint within 28 days. If you are not satisfied with the outcome, you can contact the Information Commissioners Office:

• By post: ICO, Wycliffe House, Water Lane, Wilmslow SK9 5AF.
• Online by clicking here
• Email to dpo@ico.org.uk
• By phone: 0303 123 1113