Schools: 02921 321 994 | Candidates: 02921 303 555

Privacy Policy

Company Name:

PE Direct 

Company contact details:

PE Direct

2nd Floor, Connie’s House, Rhymney River Bridge Road, Cardiff, CF23 9AF

02921 303555

Robert Williams

Managing Director

rob@pedirect.org.uk

Document DP5

Privacy Notice

Topic:

Data protection

Date:

25/08/2023

Version:

2

The Company is a recruitment business which provides work-finding services to its clients and work-seekers. The Company must process personal data (including special categories of personal data) so that it can provide these services – in doing so, 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 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. For the purposes of providing you with work-finding services and/or information relating to roles relevant to you, we will only use your personal data in accordance with this privacy statement. We will comply with current data protection laws at all times.

Contents

  1. Collection and use of personal data
    1. Purpose of processing and legal basis
    2. Legitimate interest
    3. Statutory/contractual requirement
    4. Recipients of data
  2. Information to be provided when data is not collected directly from the data subject
    1. Categories of data
    2. Sources of data
  3. Data retention
  4. Your rights
  5. Cookies
  6. Login files
  7. Links to external sites
  8. Sale of the business
  9. Data security
  10. Changes to this privacy statement
  11. Complaints or queries

1. Collection and use of personal data

  1. Purpose of processing and legal basis

The Company will collect your personal data (which may include special categories of personal data) and will process your personal data for the purposes of providing you with work-finding services. 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 (schools and local authorities).

We may also send you marketing information and news via email/text.  You can opt-out from receiving these at any time by clicking “unsubscribe” when you receive these communications from us.

On some occasions we may be required to use your data for the purpose of investigating, reporting and detecting 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.

We must have a legal basis to process your personal data. The legal bases we rely upon to offer our work-finding services to you are:

  • Your consent
  • Where we have a legitimate interest
  • To comply with a legal obligation that we have
  • To fulfil a contractual obligation that we have with you
  1. Legitimate interest

This is where the Company has a legitimate reason to process your data provided it is reasonable and does not go against what you would reasonably expect from us. Where the Company has relied on a legitimate interest to process your personal data our legitimate interests is/are as follows:

  • Managing our database and keeping work-seeker records up to date;
  • Providing work-finding services to you and our clients;
  • Contacting you to seek your consent where we need it;
  • Giving you information about similar products or services to those that you will have used from us recently;
  1. Statutory/contractual requirement

The Company has certain legal and contractual requirements to collect and provide personal data. This includes, but is not limited to:

  • To comply with the Conduct of Employment Agencies and Employment Businesses Regulations 2003
  • Immigration and tax legislation
  • To carry out pre-employment vetting checks – these checks are including but are not limited to complying with Department for Education statutory guidance (Keeping Children Safe in Education), verifying your right to work and Education Health Standard Regulations 2003.
  • Contractual agreements i.e., NPS Framework, Preferred Supplier Agreements

Our clients (schools and local authorities) may require this personal data, and we may need your data to enter into a contract with you.

If you do not give us the personal data, we need to collect in order to comply with our statutory and legal requirements, we may not be able to continue to provide work-finding services to you.

  1. Recipient/s of data

The Company will process your personal data and/or sensitive personal data with the following recipients:

  • Clients (schools/local authorities who we may introduce or supply you to).
  • Your former employers/academic contacts/named individuals you provide contact for who we may seek references from.
  • Prospective new employers that we may need to provide your references and vetting check information to.
  • The Recruitment and Employment Confederation (REC) for the purposes of internal audits, good practice guidance and accreditation.
  • International Organization for Standardization (ISO) to ensure the business adherence to all relevant legislation and good practice guidance.
  • Our IT and CRM providers.
  • Third party organisations to carry out suitability checks, such as Disclosure and Barring Service (DBS)/U Check, Education Workforce Council (EWC) and if applicable Teacher Regulation Agency (TRA), Home Office and Amiqus for verifying right to work.
  • Overseas criminal records agencies / providers (if applicable).
  • HMRC for the provision of employment and payroll information and audit purposes.

2. The Company has collected the following personal data on you

Categories of data

Personal data:

  •       Name
  •       Date of birth
  •       Contact details, including address, telephone number/s and postal address
  • National insurance no.
  • Nationality (through right to work check)
  • Experience, training, qualifications, and CV
  • Photo (used for vetting check information sent to placement schools for the purposes of identification).
  • Work preferences and areas of specialism
  • Interview notes
  • PAYE pay information.
  • Feedback (both candidate and client)
  • Relevant consultant notes and logs

Special categories of personal data:

  • Disability/health conditions relevant to the role
  • Criminal convictions and records

Documentation and checks completed during the registration process include:

  • Documentation required for clearance to work includes eligibility, photo ID, national insurance, proof of address, name change, proof of qualification, DBS, overseas criminal record checks (if applicable), registration with EWC (Wales) and/or TRA (England).
  • Reference details for the purpose of obtaining recent and relevant references under guidelines.
  • Providing vetting checks information to schools at the point of placement into assignment, as required by law and DfE guidelines.
  • Providing vetting checks information and PAYE information to local authorities (NPS Framework and Caerphilly Inclusion Service Preferred Supplier Agreement).  This includes full transparent invoices that will breakdown of PAYE information for candidates supplied under the agreement that relate to pay rate, NI, tax, pension, holiday pay and cost of service.

b. Source of the personal data:

The Company sourced your personal data/special categories of personal data:

  • Directly from you
  • Various jobs boards and social media, such as Indeed, LinkedIn, Instagram, Facebook
  • A former employer
  • Refer a friend
  • A referee whose details you previously provided to us
  • Software providers who we use to support our services
  • Cookies listed in section 5

This information did not come from a publicly accessible source.

3. Data retention

The Company will retain your personal data only for as long as is necessary for the purpose we collect it. Different laws may also require us to keep different data for different periods of time. For example, the Conduct of Employment Agencies and Employment Businesses Regulations 2003, require us to keep work-seeker records for at least one year from (a) the date of their creation or (b) after the date on which we last provide you with work-finding services. We are required to keep your records relating to the right to work in the UK 2 years after employment or the engagement has ended alterable and working time records including your  48 hour opt out notice annual leave/holiday records 2 years from the time they were created.

Additionally, we must also keep your payroll records, holiday pay, sick pay and pensions auto-enrolment records for as long as is legally required by HMRC and associated national minimum wage, social security and tax legislation. This is currently 3 to 6 years.

Where the Company has obtained your consent to process your personal and special categories of personal data, we will do so in line with our retention policy.

If you have any questions in relation to our data retention please contact Robert Williams, Managing Director on 02921 303555 or via email on rob@pedirect.org.uk

4. Your rights

Please be aware that you have the following data protection rights:

  • The right to be informed about the personal data the Company processes on you;
  • The right of access to the personal data the Company processes on you;
  • The right to rectification of your personal data;
  • The right to erasure of your personal data in certain circumstances;
  • The right to restrict processing of your personal data;
  • The right to data portability in certain circumstances;
  • The right to object to the processing of your personal data that was based on a public or legitimate interest;
  • The right not to be subjected to automated decision making and profiling; and
  • The right to withdraw consent at any time.

Where you have consented to the Company processing your personal data and sensitive personal data you have the right to withdraw that consent at any time by contacting Robert Williams, Managing Director, 02921 303555 / rob@pedirect.org.uk. Please note that if you withdraw your consent to further processing that does not affect any processing done prior to the withdrawal of that consent, or which is done according to another legal basis.

There may be circumstances where the Company will still need to process your data for legal or official reasons. Where this is the case, we will tell you and we will restrict the data to only what is necessary for those specific reasons.

If you believe that any of your data that the Company processes is incorrect or incomplete, please contact us using the details above and we will take reasonable steps to check its accuracy and correct it where necessary.

You can also contact us using the above details if you want us to restrict the type or amount of data we process for you, access your personal data or exercise any of the other rights listed above.

5. Cookies

We may obtain data about you from cookies. These are small text files that are placed on your computer by websites that you visit. They are widely used to make websites work, or work more efficiently, as well as to provide information to the owners of the site. Cookies also enable us to deliver more personalised content.

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, please refer to our Cookie policy. Please note that in a few cases some of our website features may not function if you remove cookies from your browser.

6. Login 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.

7. 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. When you leave our site we encourage you to read the privacy statements of each and every website that collects personally identifiable information. This privacy statement applies solely to information collected by the Company’s website.

8. 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. Where the sale of the business results in the transfer of your details to a different data controller we will notify you of this.

9. Data Security

The Company takes every precaution to protect users’ information. Security measures in relation to the personal data processed include but are not limited to the use of firewalls, browser certification technology, encryption, limited access, use of passwords etc.

Only employees who need the information to perform a specific job (for example, consultants, our accounts department and compliance team) are granted access to your information.

The Company uses all reasonable efforts to safeguard your personal information. However, you should be aware that the use of email/ the Internet is not entirely secure and for this reason the Company cannot guarantee the security or integrity of any personal information which is transferred from you or to you via email/the Internet.

If you share a device with others, we recommend that you do not select the “remember my details” function when that option is offered.

If you have any questions about the security at our website, you can email Robert Williams, Managing Director on rob@pedirect.org.uk

10. Changes to this privacy statement

We will update this privacy statement from time to time. We will post any changes on the statement with revision dates. If we make any material changes, we will notify you.

11. Complaints or queries

If you wish to complain about this privacy notice or any of the procedures set out in it please contact: Robert Williams, Managing Director on 02921 303555 or via email on rob@pedirect.org.uk

You also have the right to raise concerns with the Information Commissioner’s Office on 0303 123 1113 or at https://ico.org.uk/make-a-complaint/, or any other relevant authority should your personal data be processed outside of the UK and you believe that your data protection rights have not been adhered to.