Privacy Statement

Silver Stone Search & Selection ltd is totally committed to the protection of individuals and corporate privacy. The information regarding yourself is deemed to be 'personal data' and therefore we confirm that we will only use this information provided for the specific purpose it was intended and or processed.

What does this Policy cover?

This policy explains what we do with your personal data, whether we are in the process of helping you find a job, continuing our relationship with you once you have found 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.

(a) sets out the types of personal data that we collect about you
(b) explains how and why we collect and use your personal data
(c) explains how long we keep your personal data for
(d) explains when, why and with who we will share your personal data;
(e) sets out the legal basis we have for using your personal data;
(f) explains the effect of refusing to provide the personal data requested;
(g) explains the different rights and choices you have when it comes to your personal data; and
(h) explains how we may contact you and how you can contact us.

What kind of personal data do we collect?

• CANDIDATE: In order 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 will genuinely help us to help you, such as your name, contact details, education details, employment history, emergency contacts, immigration status 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 may also collect information related to your health, diversity information or details of any criminal convictions. • CLIENT: We use information about you, or individuals at your organisation, in the course of providing you services such as: (i) finding Candidates who are the right fit for you or your organisation; (ii) Making you aware of exciting candidates active and interested in your organisation.   

• SUPPLIER: 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).

• PEOPLE WHOSE DATA WE RECEIVE FROM CANDIDATES AND STAFF, SUCH AS REFEREES AND EMERGENCY CONTACTS: In order to provide Candidates with suitable employment opportunities safely and securely and to provide for every eventuality for them and our Staff, we need some basic background information. We only ask for very basic contact details, so that we can get in touch with you for a reference.

A number of 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, for example Candidates' social security number and, religious affiliation, are required by statute or other laws. Other items may 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 may be processing it, should you decline to provide us with such data, 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?

The following are the different sources we may collect personal data about you from:

• Directly from you. This is information you provide while searching for a new opportunity and/or during the different recruitment stages.
• From any agent/third party acting on your behalf
• Through publicly available sources. We use the following public sources:
• LinkedIn
• Job Boards – Monster, Jobsite, Food Man Jobs, Your Food Jobs, CV Library, Indeed
• Internal website – www.ssssltd.com
• Networking and recommendation - For example, you may be recommended by a friend, a former employer, a former colleague or even a present employer.

Where we collect your information through publicly available sources as set out above, we may do this with the aid of the idibu software program. This system is designed to collect and collate advertised response from all portals into 1 secure location.

(This is not an exhaustive list )

How do we use your personal data?

The information we collect about you or your business enables us to understand your needs, improve our service to you and contact you in the ways agreed or requested.
We may use your personal information, including (but not limited to) your name, address, telephone numbers, email addresses and CV details for the following purposes:

• Matching your details with job vacancies, helping us find the position that suits you best.
• Contacting you by telephone, email or post to alert you to suitable vacancies, co-ordinate interview arrangements and job offers, and to keep you up to date with new services and events.
• Short-listing and selection.
• Supplying your details to prospective employers for the recruitment process and, when you have found your role, arranging your future employment with them.
• Obtaining references from your named referees.
• Tailoring the information on Silver Stone Search & Selection's website so that it is relevant to you.
• Compiling surveys 

• CLIENT: The main reason for using information about Clients is to ensure that the contractual arrangements between us can properly be implemented so that the relationship can run smoothly. This may involve: (i) identifying Candidates who we think will be the right fit for you or your organisation: 
- We store your details (and updating them when necessary) on our database, so that we can contact you in relation to recruitment activities;
- We Keep records of our conversations and meetings, so that we can provide targeted services to you;
- Processing your data for the purpose of targeting appropriate marketing campaigns.   

• SUPPLIER: The main reasons for using your personal data is 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.

• Store (and update when necessary) your details on our database, so that we can contact you in relation to our agreements

WHAT KIND OF PERSONAL INFORMATION DO WE COLLECT?

• CANDIDATE: Depending on the relevant circumstances and applicable local laws and requirements, we may collect some or all of the information listed below to enable us to offer you employment opportunities which are tailored to your circumstances and your interests.
Name, Age/date of birth, Sex/gender, Photograph, Marital status, Contact details, Education details, Employment history, Emergency contacts and details of any dependants, Referee details, Immigration status (whether you need a work permit), Nationality/citizenship/place of birth, A copy of your driving licence and/or passport/identity card, 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, both collected directly and inferred, for example from jobs viewed or articles read on our website, Extra information that you choose to tell us, Extra information that your referees chooses to tell us about you, Extra information that our Clients may tell us about you, or that we find from other third party sources such as job sites, IP address;
(This is not an exhaustive list).
 
• CLIENT: The data we collect about Clients is actually very limited. We generally only need to have your contact details or the details of individual contacts at your organisation (such as their names, telephone numbers and email addresses) to enable us to ensure that our relationship runs smoothly.

This may involve: (i) identifying Candidates who we think will be the right fit for you or your organisation: 
- We store your details (and updating them when necessary) on our database, so that we can contact you in relation to recruitment activities;
- We Keep records of our conversations and meetings, so that we can provide targeted services to you;
- Processing your data for the purpose of targeting appropriate marketing campaigns.

 
• SUPPLIER: The main reasons for using your personal data is 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.

• Store (and update when necessary) your details on our database, so that we can contact you in relation to our agreements

WHAT KIND OF PERSONAL INFORMATION DO WE COLLECT?

• CANDIDATE: Depending on the relevant circumstances and applicable local laws and requirements, we may collect some or all of the information listed below to enable us to offer you employment opportunities which are tailored to your circumstances and your interests.

Name, Age/date of birth, Sex/gender, Photograph, Marital status, Contact details, Education details, Employment history, Emergency contacts and details of any dependants, Referee details, Immigration status (whether you need a work permit), Nationality/citizenship/place of birth, A copy of your driving licence and/or passport/identity card, 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, both collected directly and inferred, for example from jobs viewed or articles read on our website, Extra information that you choose to tell us, Extra information that your referees chooses to tell us about you, Extra information that our Clients may tell us about you, or that we find from other third party sources such as job sites, IP address;
(This is not an exhaustive list).
 
• CLIENT: The data we collect about Clients is actually very limited. We generally only need to have your contact details or the details of individual contacts at your organisation (such as their names, telephone numbers and email addresses) to enable us to ensure that our relationship runs smoothly.

• SUPPLIER: We don't collect much data about Suppliers – we simply need to make sure that our relationship runs smoothly. We'll collect the details for our contacts within your organisation, such as names, telephone numbers and email addresses. We'll also collect bank details, so that we can pay you.

Who do we share your personal data with?

• CANDIDATE: We may 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.

• CLIENT: We will share your data: (i) primarily to ensure that we provide you with a suitable pool of Candidates and our recruitment services.

• SUPPLIER: Unless you specify otherwise, we may 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.

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. Your data is stored on encrypted enabled server drives. The Servers are held in the UK with back up storage at secure off site premises. All devices are installed with anti-virus and anti-malware defences.

If you suspect any misuse or loss of / or unauthorised access to your personal information please let us know immediately at dataprotectionofficer@ssssltd.com

How long do we keep your personal data for?

• We keep your information in accordance as follows:
Candidate data: (60 months, before further consent is proactively sourced if there has been no communication during this time and the candidate has not 'opted out' and requested their data be deleted)
Contractor data: (60 months, before further consent is proactively sourced if there has been no communication during this time and the contractor has not 'opted out')
Client contact details: (60 months, before further consent is proactively sourced if there has been no communication during this time and the client has not 'opted out')
 
Your Rights Explained:

• The right to be informed
  You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we're providing you with the information in this Policy.
• Data Subject Access Requests (DSAR): You may ask us to confirm what information we hold about you at any time, and request us to modify, update or Delete such information. We may ask you to verify your identity and for more information about your request. If we provide you with access to the information we hold about you, we will not charge you for this unless your request is "manifestly unfounded or excessive". If you request further copies of this information from us, we may charge you a reasonable administrative cost where legally permissible. Where we are legally permitted to do so, we may refuse your request. If we refuse your request we will always tell you the reasons for doing so.
• The right to rectification
  You are entitled to have your information corrected if it's inaccurate or incomplete.
• The right to erasure
  This is also known as 'the right to be forgotten' and, in simple terms, enables you to request the deletion or removal of your information where there's no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.
• The right to restrict processing
  You have rights to 'block' or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be 'blocked' to make sure the restriction is respected in future.
• The right to data portability
  You have rights to obtain and reuse your personal data for your own purposes across different services. For example, if you decide to switch to a new provider, this enables you to move, copy or transfer your information easily between our IT systems and theirs safely and securely, without affecting its usability.
• The right to object to processing
  You have the right to object to certain types of processing, including processing for direct marketing (i.e. if you no longer want to be contacted with potential opportunities).
• The right to lodge a complaint
  You have the right to lodge a complaint about the way we handle or process your personal data with your national data protection regulator.
• The right to withdraw consent
  If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful). This includes your right to withdraw consent to us using your personal data for marketing purposes.

We usually act on requests and provide information free of charge, but may charge a reasonable fee to cover our administrative costs of providing the information for:

• baseless or excessive/repeated requests, or
• further copies of the same information.

Alternatively, we may be entitled to refuse to act on the request.
Please consider your request responsibly before submitting it. We'll respond as soon as we can. Generally, this will be within one month from when we receive your request but, if the request is going to take longer to deal with, we'll come back to you and let you know.

What happens if you do not provide us with the information we request or ask that we stop processing your information?

If you do not provide the personal data necessary, or withdraw your consent for the processing of your personal data, we may not be able to match you with available job opportunities.

• Soft opt-in consent is a specific type of consent which applies where you have previously engaged with us (for example by submitting a job application or CV, or registering a vacancy to be filled), and we are marketing other recruitment-related services. Under 'soft opt-in' consent, we will take your consent as given unless or until you opt out. For most people, this is beneficial as it allows us to suggest other jobs to you alongside the specific one you applied for, significantly increasing the likelihood of us finding you a new position.   

Equal opportunities monitoring and other sensitive personal data:

• We are committed to ensuring that our recruitment processes are aligned with our approach to equal opportunities. Some of the data we may (in appropriate circumstances and in accordance with local law and requirements) collect about you comes under the umbrella of "diversity information". This could be information about your ethnic background, gender, disability, age, sexual orientation, religion or other similar beliefs, and/or social-economic background. Where appropriate and in accordance with local laws and requirements, we'll use this information on an anonymised basis to monitor our compliance with our equal opportunities policy. We may also disclose this (suitably anonymised where relevant) data to Clients where this is contractually required or the Client specifically requests such information to enable them to comply with their own employment processes.  
• This information is what is called 'sensitive' personal information and slightly stricter data protection rules apply to it. We therefore need to obtain your explicit consent before we can use it. We'll ask for your consent by offering you an opt-in. This means that you have to explicitly and clearly tell us that you agree to us collecting and using this information.
• We may collect other sensitive personal data about you, such as health-related information, religious affiliation, or details of any criminal convictions which is required for a role that you are interested in applying for. We will never do this without your explicit consent.  
• If you are not happy about this, you have the right to withdraw your consent at any time by contacting dataprotectionofficer@ssssltd.com

HOW LONG DO WE KEEP YOUR PERSONAL DATA FOR?

• We keep your information in accordance as follows:

Candidate data: (60 months, before further consent is proactively sourced if there has been no communication during this time and the candidate has not 'opted out' and requested their data be deleted)
Contractor data: (60 months, before further consent is proactively sourced if there has been no communication during this time and the contractor has not 'opted out')
Client contact details: (60 months, before further consent is proactively sourced if there has been no communication during this time and the client has not 'opted out')

   
• Communication can be either verbal or written.

 HOW CAN YOU ACCESS, AMEND OR TAKE BACK THE PERSONAL DATA THAT YOU HAVE GIVEN TO US?

• One of the GDPR's main objectives is to protect and clarify the rights of EU citizens and individuals in the EU with regards to data privacy. This means that you retain various rights in respect of your data, even once you have given it to us.

• To get in touch about these rights, please contact us at dataprotectionofficer@ssssltd.com

We will seek to deal with your request without undue delay, and in any event within 30 days (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.

What are cookies and how do we use them?
 
• We collect your data automatically via cookies, in line with cookie settings in your browser.  We may use data from your use of our websites to enhance other aspects of our communications with or service to you.

• 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.

• If you want to check or change what types of cookies you accept, this can usually be altered within your browser settings.

CONTACT

We may contact you by phone, email or social media. If you prefer a particular contact means over another please just let us know. How can you contact us? If you are unhappy with how we've handled your information, or have further questions on the processing of your personal data, contact our Data Protection Officer at dataprotectionofficer@ssssltd.com