Privacy Policy

Aila Recruitment is a recruitment business which provides work-finding services to its clients and work-seekers. We must process personal data (including sensitive personal data) so that it can provide these services – in doing so, Aila Recruitment acts as a data controller.

You may give your personal details to us 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. Aila Recruitment 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. At all times we will comply with current data protection laws.

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. Overseas transfers
  4. Data retention
  5. Your rights
  6. Cookies
  7. Login files
  8. Links to external sites
  9. Sale of the business
  10. Data security
  11. Changes to this privacy statement
  12. Complaints or queries
b. Legitimate interst

This is where Aila Recruitment 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 we have 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 that you have used from us recently;
c. Statutory / contractual requirement

Aila Recruitment has certain legal and contractual requirements to collect personal data (e.g. to comply with the Conduct of Employment Agencies and Employment Businesses Regulations 2003, immigration and tax legislation, and in some circumstances safeguarding requirements.) Our clients may also require this personal data, and/or we may need your data to enter into a contract with you. If you do not give us personal data we need to collect we may not be able to continue to provide work-finding services to you.

d. Recipient’s of data

Aila Recruitment will process your personal data and/or sensitive personal data with the following recipients:

  • Clients (whom we may introduce or supply you to)
  • Former employers whom we may seek references from
  • Payroll service providers who manage payroll on our behalf or other payment intermediaries whom we may introduce you to
  • Other recruitment agencies in the supply chain
  • Job board aggregator which we use to manage applications
  • Video interviewing software partners we engage with

2. Information to be provided when data collected not from the data subject

Categories of data: Aila Recruitment has collected the following personal data on you:

Personal data:

  • Name, address, mobile no., email, DOB
  • Bank account and national insurance number so we can make payments to you as a temporaryworker through Aila Recruitment Ltd
  • Evidence of your right to work in the UK which may include a photograph, nationality, place of birth, birth certificate, driving licence
  • Employment and educational history
  • Your qualifications, skills, experience and training
  • Current and desired remuneration/ payrate and other benefits
  • Other information contained in your CV that you choose to provide us

Sensitive personal data:

  • Health information including whether you have a disability (where provided by you and if it’s relevant)
  • Criminal conviction
Source of personal data: Aila Recruitment sourced your personal data/sensitive personal data from:
  • Job boards or LinkedIn
  • A direct message request from our website
  • Emailing directly to an employee of Aila Recruitment Ltd
  • A former employer
  • A referee whose details you previously provided to us
  • A referral from a previous colleague or friend who has sent us your CV
  • Cookies listed in section 7

This information did not come from a publicly accessible source.

3. Overseas transfers

We may transfer the information you provide to us to countries outside the European Economic Area (‘EEA’) for the purposes of providing you with work-finding services. We will take steps to ensure adequate protections are in place to ensure the security of your information. The EEA comprises the EU member states plus Norway, Iceland and Liechtenstein.

4. Data Retention

Aila Recruitment 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 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 6 years.

Where we have obtained your consent to process your personal data, we will do so in line with our retention policy. Upon expiry of that period Aila Recruitment will seek further consent from you. Where consent is not granted we will cease to process your personal data.

5. Your Rights

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

  • The right to be informed about the personal data the Aila Recruitment processes on you;
  • The right of access to the personal data Aila Recruitment 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 orlegitimate 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 Aila Recruitment processing your personal data you have the right to
withdraw that consent at any time by contacting

Aidan Murray, Managing Director
Aila Recruitment
Ashbys, Morton House
9 Beacon Court, Pitstone Green Business Park
Leighton Buzzard, LU7 9GY

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 we 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 we 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.

6. 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 in order 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.

The below explains the cookies we use and why.

Google Analytics: Our website uses Google Analytics which relies on cookies to generate more advanced visitor charts and data mining reports. Similarly, to our server-based logs, Google Analytics collects anonymous information that will not be used to identify our website visitors.

Form submission cookies: Our website will collect cookies from the form submissions from the dashboard, which stores the users Name, Email Address and Phone Number. This is used for us to be able to contact you to help find you work or discuss an application.

IP addresses: The users IP address is also tracked. This can also be used in conjunction for users subscribing to our newsletters.

Most web browsers allow some control of most cookies through the browser settings. You can toggle your preferences on Cookies from our site.

7. 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.

9. Sale of business

If Aila Recruitment 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.

10. Data Security

Aila Recruitment takes every precaution to protect our users’ information.

Only employees who need the information to perform a specific job (for example, consultants, our accounts clerk or a marketing assistant) are granted access to your information.

Aila Recruitment 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 we 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 us at:

GDPR@ailarecruitment.co.uk

11. 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.

12. Complaints or Queries

If you wish to complain about this privacy notice or any of the procedures set out in it, please email us as above or write to us at:

Aila Recruitment
Ashbys, Morton House
9 Beacon Court, Pitstone Green Business Park
Leighton Buzzard, LU7 9GY

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

You could register vacancies with multiple agencies in competition, but this only sends a panic message to job seekers and reduces market interest. Working with us on exclusive and premium recruitment campaigns adds more value for everyone. Here’s how:

Exclusive Recruitment benefits:

For the Employer:

  • Briefing video, highlighting employer culture, benefits and specific requirements of the vacancy
  • We take control of the 1st Interview, sending you video introductions with key requirement
    questions answered from all candidates
  • Shortlist attraction analytics and advertising reports
  • Receive an extended candidate guarantee period
  • Collaborative dashboard - no more CV’s in emails & GDPR worries
  • Proven reduction in time to hire
  • Increased focus and attention to detail, generating more candidates

For the Candidate:

  • Full and detailed job summary, including the briefing video which could include the Hiring
    Manager
  • 1st interview conducted with us, reducing the number of interviews needed