IRG Law Ltd
Legal

Privacy Notice

Last updated 12 October 2022

Overview

IRG Law (“The Company”) is a recruitment business which provides work-finding services to its clients and work-seekers. The Company must process personal data (including a special category or 'sensitive' personal data) so that it can provide these services. In so doing, the Company acts as a data controller.

You may give your personal details to the Company directly, such as on an application or registration form, CV, or via our website, or we may collect them from another source, such as a jobs board. The Company must have a legal basis for processing your personal data. See below for more details. We will only use your personal data in accordance with the terms of this notice and to provide you with work-finding services and/or information relating to roles relevant to you.

Controlling personal data

The Data Controller is IRG Law Ltd, a company registered in England & Wales: Company Number 14442820.

Address: 68 Highmoor Road, Caversham, Berkshire, RG4 7BG

The Data Controller's data protection representative is the Director. You can contact them via email at info@irglaw.co.uk.

1. What does this notice cover?

This Privacy Notice explains 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. This applies to individuals (candidate/applicant) and Clients wishing to use or using our Recruitment Services or looking for a position.

2. What is personal data?

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as 'any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier'.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, address, National Insurance number, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers. The personal data that we use is set out in Part 4, below.

3. What are my rights?

Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:

  • 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 using the details in Part 16.
  • The right to access the personal data we hold about you. Part 16 will tell you how to do this.
  • The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete.
  • The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold.
  • The right to restrict (i.e. prevent) the processing of your personal data.
  • The right to object to us using your personal data for a particular purpose or purposes.
  • The right to withdraw consent. If we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
  • The right to data portability. 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.
  • 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 Part 16.

Your personal data must be kept accurate and up-to-date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data. 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 complain to the Information Commissioner's Office. We would welcome the opportunity to resolve your concerns ourselves, however, so please contact us first, using the details in Part 16.

4. What personal data do you collect and how?

The Company may collect and hold some or all of the following personal data and special category or 'sensitive' personal data:

  • Name
  • Date of birth
  • Address
  • Telephone and other contact details
  • Job history
  • Education, qualification & skills
  • Right to work / Visa information
  • Passport
  • Contact details of referees
  • Personal information

This list is not exhaustive, and you are under no obligation to provide the Company with data. However, if you do not provide certain information, we will not be able to provide work-finding services.

5. How do you use my personal data?

The Company needs to collect and process data in order to offer work-finding services to you. This includes, for example, contacting you about job opportunities, assessing your suitability for those opportunities, updating our databases, putting you forward for job opportunities, arranging payments to you, and developing and managing our services and relationship with you and our clients.

In some cases, the Company may be required to collect and process your data to investigate, report, and detect crime, and also to comply with laws that apply to us. We may also use your information during the course of internal audits to demonstrate our compliance with certain industry standards.

The legal bases we rely upon to offer our services to you are:

  • Your consent (e.g. to register you as a new candidate or to manage our relationship with you);
  • Where we have a legitimate interest (e.g. managing our database and keeping work records up to date, providing work-finding services to you and our clients, and contacting you to seek your consent where it is needed);
  • To comply with a legal obligation that we are subject to (e.g. to check your entitlement to work in the UK or to comply with safeguarding requirements).

The Company will only use your personal data for the purposes for which it was originally collected unless we reasonably believe that another purpose is compatible with those original purposes. If we do use your personal data in this way and you wish us to explain how the new purpose is compatible with the original, please contact us using the details in Part 16.

We use automated systems/software which may be used for carrying out certain kinds of decision-making and to review the personal data of individuals recorded on our database. This software can determine suitability for a specific position and identify individuals from our database who have precise skills for a particular position. If at any point you wish to query any action that we take based on this or wish to request 'human intervention', the Data Protection Legislation gives you the right to do so. Please contact us to find out more using the details in Part 16.

We believe that it's reasonable to expect that if you are looking for employment or have posted your professional CV information on a job board or professional networking site, you are happy for us to collect and otherwise use your personal data to offer or provide our recruitment services to you and assess your skills against vacancies. You have the right to request that your details are removed at any time by using the details in Part 16.

In some circumstances, where permitted or required by law, we may process your personal data without your knowledge or consent. This will only be done within the bounds of the Data Protection Legislation and your legal rights.

6. How long will you keep my personal data?

The Company will only hold your personal data for as long as is necessary to fulfil the purposes for which we collected it. Different laws may also require us to keep data for different periods of time.

The Conduct of Employment Agencies and Employment Businesses Regulations 2003 require us to keep work-seeker records for at least one year from the date of their creation or after the date on which we last provide you with work-finding services. The Company must also keep payroll, holiday pay, sick pay, and pensions auto-enrolment records for as long as is legally required by HMRC and associated legislation.

We will consider there to be meaningful contact with you if you submit your updated CV onto our website, apply for jobs, we receive an updated CV from a job board, you communicate with us about potential roles, or you engage with any of our marketing communications.

7. How and where do you store or transfer my personal data?

Data is stored in a range of different places, including on your application record, in the Company's candidate management systems and other IT systems (including the Company's email system).

We will only store or transfer your personal data within the UK, or we may store or transfer some or all of it in countries outside the UK/EEA. Where we do, we take additional steps to ensure your personal data is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation, including only transferring to third countries with an adequate level of protection.

The security of your personal data is essential to us. To protect your data we, among other things:

  • Limit access to your personal data to those employees, agents, contractors, and other third parties with a legitimate need to know, ensuring they are subject to duties of confidentiality;
  • Have procedures and specific measures in place for dealing with data breaches, including notifying you and/or the Information Commissioner's Office where we are legally required to do so.

8. Do you share my personal data?

The Company will process your personal data with recipients necessary for the provision of our services, which can include (but is not exhaustive): employment reference checking, qualification checking, criminal reference checking, verification of details from third-party sources, and psychometric evaluations or skills tests.

We will also share your personal information with third parties who perform functions on our behalf, including:

  • IT support services and third-party software providers (such as CRM systems)
  • Clients (whom we may introduce or supply you to)
  • Storage service providers including cloud storage
  • Professional and legal advisers
  • Data analytics providers
  • Research and mailing houses
  • Payroll and payment intermediaries
  • Other recruitment agencies in the supply chain
  • Insurers
  • Former employers whom we may seek references from

When your personal data is shared with a third party, we take steps to ensure it is handled safely, securely, and in accordance with your rights and the law.

9. How can I access my personal data?

If you want to know what personal data we hold about you, you can ask us for details and a copy of it. 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 Part 16.

There is not normally any charge for a subject access request. We will respond within one month of receiving it. In some cases, particularly if your request is more complex, more time may be required, up to a maximum of three months, and you will be kept fully informed of our progress.

10. Right of correction or completion

If the personal information we hold about you is not accurate, out of date or incomplete, you have a right to have the data rectified, updated or completed. You can let us know by contacting us at info@irglaw.co.uk.

11. Cookies

We may obtain data about you from cookies. These are small text files placed on your computer by websites that you visit, widely used to make websites work more efficiently and to provide information to the owners of the site. Most web browsers allow some control of cookies through the browser settings. Please note that some website features may not function if you remove cookies. See our Cookie Policy for more.

12. Log files

We use IP addresses to analyse trends, administer the site, track users' movements, and to gather broad demographic information for aggregate use. IP addresses are not linked to personally identifiable information.

13. Links to external websites

The Company's website may contain links to other external websites. Please be aware that the Company is not responsible for the privacy practices of such other sites. This privacy statement applies solely to information collected by the Company's website.

14. Marketing consent

From time to time we would like to send you details of reports, promotions, offers, networking and client events, and general information about the industry sectors which we think might be of interest to you. If you do not want to continue receiving marketing information, please contact us at info@irglaw.co.uk.

15. Sale of business

If the Company's business is sold or integrated with another business, your details may be disclosed to our advisers and any prospective purchasers and their advisers, and will be passed on to the new owners of the business.

16. How do I contact you?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details:

Email address: info@irglaw.co.uk
Postal Address: 68 Highmoor Road, Caversham, Berkshire, RG4 7BG

17. 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 at www.irglaw.co.uk. This Privacy Notice was last updated on 12 October 2022.