Effective from 13th February 2020
The Candidate Ltd is an Employment and Recruitment Agency which primarily exists to help candidates find new jobs and clients fill vacant job positions. In order to achieve this, we must collect and store data, use this to help us and employers decide on the suitability of a candidate and keep records of candidate’s job search history to fully represent them. We will also use candidate data for marketing purposes, to send newsletters and updates on jobs or content related to their career, where the user has opted in.
If you want to contact us to discuss how we use or manage your data please email us on [email protected] or write to us at
Data Protection Officer
The Candidate Ltd
Candidate Representation & Consent Form
By ticking this box on the Consent Form you authorise us to hold data about you in a secure CRM system along with notes that will allow us to represent you accordingly. This means we know who you are with contact details, what your requirements are and hold information that we can send to your potential employers to help you find a new role. We will also update our records on you depending on the communications we have with you and how you interact with our services. This data will be held whilst you are deemed as employable, whether this is when you are actively seeking a role now or in the future.
What information is being collected?
Only information that will help the process of seeking employment or developing a career for a candidate will be held by The Candidate Ltd. The information we collect will be on candidates who give us consent to hold and use their data that will include factual data based on the profile of the candidate (e.g. name, address, email address, telephone number, experience, skillset, salary details etc) and also other information like what interviews they are put forward to, dates, how they performed at these interviews, jobs secured, jobs rejected, salary offered etc. We may also categorise you on our systems into job or experience based segments to help us locate you amongst our data.
As information regarding a candidate relates to their employment and therefore their career, data will be kept on file for two years from giving consent. Please note that for candidate’s who we have successfully placed, their data will be kept on file for 6 years as a record of that placement. This is needed because it relates to invoicing with clients and we need to retain that information for these purposes. You have the right to ask for this to be removed, amended or updated at any time and we can supply you with the data that we hold on you upon request.
Who is collecting it?
The data is being collected by The Candidate Ltd and employees of it and stored only on secure and licenced company software or platforms. Data may be shared with employers who will use this to assess the candidate for interviews and suitability for their positions.
How is it collected?
The majority of our data comes from job applications for our advertised roles into the business or the submission of CV’s. This normally comes via email, whether direct from 3rd party websites or to our consultant’s email inboxes from our website. We also collect data from both publically available databases of candidates who have listed their CV for viewing by agencies and employers or from password protected databases which we subscribe to in order to access candidate data. In all instances, candidates will be required to give consent for their data to be held on our systems. Where consent has not been given and we are in receipt of data, this will not be used in any way and be deleted from all platforms that they have been received onto, within 30 days.
Data is collected from a range of sources and uploaded onto our licenced company software or platforms. These sources may include CVs submitted to the business directly either digitally or off-line, CV’s submitted indirectly through referrals, CV data from online job board sites, collected verbally over the phone or face to face, via text messages or online messaging.
We will also store data about individuals from clients and candidates who provide feedback on CVs and meetings by communicating verbally, in written form offline or online through emails, post, online messaging or telephone text messaging.
Why is it being collected?
We collect data and information on candidates that will assist us and potential employers to make a decision whether they may be suitable for an employer’s role.
How will it be used?
It will be used to profile the candidates that we have consent for to introduce to an existing or speculative employer and used to help generate interviews for these candidates. It will be used for communication purposes so that employees of The Candidate can communicate with and provide updates to candidates. This information may also be passed to clients for communication reasons, to conduct interviews, provide offer letters or other direct communications.
It may also be used for marketing purposes by The Candidate to send emails, newsletters about job and career information that will be deemed beneficial to the candidate. You will only be sent this if you have signed up to our newsletter here but you can unsubscribe from our newsletter here at any time.
We also work within The Equalities Act 2010 and will use data appropriately to ensure fairness and compliance.
Who will it be shared with?
The data will be shared amongst recruitment consultants and employees internally within The Candidate Ltd to help find them a role. They will all have access to all of the data that is stored about a candidate and can use this in accordance with their employment contracts. In addition, our employee’s employment contracts hold confidentiality clauses that operate within Information Commissioners Office requirements.
The data will be shared externally with speculative, new or existing clients by The Candidate. These will include a range of people within the employer’s organisation who are in a position to make a decision on a candidate’s skills and experience for a job interview or employment.
What will be the effect of this on the individuals concerned?
Data will be used to profile a candidate and help employees from The Candidate make a decision on whether they would be suitable for a role based on the data we hold. Relevant pieces of this data will be supplied to employers to help them make a decision on the suitability of the candidate.
Is the intended data use likely to cause individuals to object or complain?
No, consent will have been taken from the candidate for the use of their data.
However if you wish to make a complaint please email us on [email protected] or the address above. You can also make a complaint to the Information Commissioner’s Office at this address:
Information Commissioner’s Office
We take your rights very seriously and will adhere to the following:
We will hold your details on our file for as long as you are in any employment or deemed to be employable. Upon request, we will provide you with all of the data that we hold on you. Please email the Data Officer listed below for this information.
We will never transfer your data outside of the EU unless you have given us permission to do so.
Upon request, The Candidate will adhere to the rights listed above so if you want us to address or action any of these please do so by contacting the Data Protection Officer at any time on [email protected] or on the address above. Please send us your Date Of Birth, name, registered email address and mobile number to ensure that we correct the right record. You also have a right to see the data that we hold on you, please contact The Data Protection Officer should you require this.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial processes to safeguard and secure the information we collect and store.
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