This Privacy Notice describes how we handle and protect your personal data during our recruitment activities.This Notice applies to the personal data of job applicants, and potential candidates for employment with our clients on roles that we work on on behalf of our clients.
(It does not apply to our employees nor contractors).

1. Information about us
Regan & Dean Recruitment Limited is a Recruitment Consultancy, and we specialise in Events, Marketing, Office Support and Bespoke Financial roles.
Main Office Address:  25 North Row, London, W1K 6DJ
Registered Company Address: Regan & Dean Limited, 9a Burrough Gardens, London NW4 4AU
Company Registration No. 2397855

Tel: 0207 409 3244Email: communicate@regananddean.co.uk

We are a member of REC (The Recruitment & Employment Confederation) 

2. What does this notice cover?
This Privacy Notice covers how we use your personal data: how it is collected, how it is held, and how it is processed.  It also explains your rights under the law relating to your personal data.
 

3. What is personal data?
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.  In simpler terms it is any information that tells us something about you, and enables you to be identified – this could include information such as name, contact details, date of birth, passport details, gender, medical information and bank accounts.  It also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

4. What personal data do we collect? 

We collect the following categories of personal data about you relevant to the recruitment process:

a. Personal contact details, such as name, title, address, telephone number and email address

b. Details of your qualifications, skills, experience and employment history

c. Information about your current and expected levels of remuneration, including benefit entitlements

d. Recruitment Information (including your CV, and any additional supplementary cover letter information you supply as part of the application and interview process)

Some information is classified as ‘Special’ personal data under data protection legislation.  This includes information relating to health, racial or ethnic origin, religious beliefs or political opinions, sexual orientation and trade union membership.  We do not process special categories of personal data as part of our standard application process, however we may be provided with special personal data relating to any mobility issues which you have which we would only use in order to make reasonable adjustments for you when you attend interviews.

5. How do we collect personal data?
We collect personal data about you from various sources including from you when you contact us directly through the application process and from communication between us during the recruitment process.
 

6. What is the basis that permits us to use your personal data?
Under the GDPR , we must always have a lawful basis for using personal data.  This may be because the data is necessary for our performance of our service to you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it.
 

7. How do we use your personal data?
We are a Recruitment Consultancy, and therefore your personal data may be used for one of the following purposes:

i. Supplying recruitment and/or careers consultancy services to you

ii. Personalising and tailoring our services for you

iii. Communicating with you.  This may include responding to emails or calls from you

iv. Supplying you with information by email or text that you have opted-in to (eg Job Alerts, Blogs)

With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email or telephone or text message or post with information and news relevant to your job search and/or career planning. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.

8. Do we share your personal data?

We will not share any of your personal data with any third parties for any purposes, subject to those necessary for the provision of our services as a Recruitment Consultancy. 

We will contract with third parties (Our Clients) to supply our recruitment services to them in order to secure them candidates for consideration and potential employment in their company.  Your details would be required by the third party to determine your suitability to assist us in delivering this service.  We will only share this information with our clients with your Consent.

We may share your personal data with other companies in our group for Recruitment Consultancy purposes.

We may sometimes contract with third parties to supply products or services to you or on our behalf as these relate to supplying our services.  These may include for example payroll processing if you are temping through us. In some cases, those third parties may require access to some or all of your personal data that we hold.  These companies currently include:

• TBOS Contracting Solutions (TBOSCS) provide us with a back office service, they issue invoices for permanent placements and also handle our temporary payment and billing process.
  Total Back Office Solutions Limited
  1 Waterside, Station Road, Harpenden, Hertfordshire, AL5 4US
• Reverse Delta host our website which is run on FXRecruiter which collects personal candidate data through the registration form.  All data is stored encrypted. Data is backed up and transferred to Amazon on a secure connection. 
  Reverse Delta
  Kemp House, City Road, London, EC1V 2NX

If any of your personal data is required by a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law.  Any third party sharing is done with the candidates consent.

If any personal data is transferred outside of the EEA, we will take suitable steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the GDPR.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

9. How do we keep your personal data secure?

We will only store your personal data within the UK. This means it will be full protected under the GDPR.We have internal policies and controls in place to ensure your personal data is not lost, misused or disclosed unnecessarily to anyone who does not require access.It will only be accessed by our employees in the proper performance of their duties, and will be stored in our Head Office in locked cabinets and on our secure IT network.
 

10. How long do we keep your personal data
The length of time we might hold or store your personal information for will depend on the services we perform for you and for how long you require these.  As we often support candidates throughout their career journey over many years the purpose for which we retain candidate data is often an ongoing purpose.  We conduct regular data-cleansing and updating exercises with our candidates to ensure that (i) the data that we hold is accurate and relevant and (ii) we are not holding data for too long iii) we respond to your requests to amend or delete your data.

11. What are your rights in relation to your personal data?

Under GDPR, you have the following rights, which we will always work to uphold:

i. The right to be informed about our collection and use of your personal data.

This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions (see Point 14.)

ii. The right to access the personal data we hold about you.

Point 12 will tell you how to do this.

iii. The right to have your personal data corrected if any of your personal data held by us is inaccurate or incomplete.

Please contact us using the details in Point 14 if you need to correct any of your data.

iv. The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any or all of your personal data that we have.

v. The right to restrict (i.e. prevent) the processing of your personal data.

vi. The right to object to us using your personal data for a particular purpose or purposes.

vii. The right to data portability.

This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.

viii. Rights relating to automated decision-making and profiling.

We do not use your personal data in this way.

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Point 14.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.

12. How can I access my personal data?

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses shown in Point 14.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will respond to your subject access request asap and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. We will require proof of ID to progress any individual request.

13. Changes to this privacy notice

We may change this Privacy Notice from time to time.  This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.  Any changes will be made available via our website.

14. How do you contact us?

To contact us about anything to do with your personal data and data protection, including to make a Subject Access Request (requests must be submitted in writing), please use the following details:
Email: communicate@regananddean.co.uk
Telephone: 0207 409 3244
Postal address: Regan & Dean, 25 North Row, London, W1K 6DJ