Taylor Hawkes Ltd takes the privacy of your information very seriously and we are committed to protecting the data of our candidates, clients and users of our website.

This Privacy Notice applies to our use of any data collected by us or provided by you, in relation to your use of the website and if you enter into a negotiation, contract or employment with us.

We act data controllers for purposes of the UK General Data Protection Regulation  and Data Protection Act 2018 and are responsible for the manner the data you provide us with is processed. 

Who are we?

Taylor Hawkes Ltd is a recruitment agency as defined in the Employment Agencies Act 1973. 

We are registered in the UK: Company Number 08923193

Registered Address: 45 Beaufort Court , Admirals Way, London, England, E14 9XL

Our Privacy Officer is Nick Hawkes

You can contact us at datacontroller@taylorhawkes.com  

You can call us 0203 887 1110

Taylor Hawkes Ltd is registered as a Data Controller with the Information Commissioner’s Office Certificate Number ZA271072

The data we collect and how we use it

The personal data we collect or receive includes the following as applicable:

• Name
• Address
• Email and other contact details
• Date of birth
• Job history (including information relating to placements through us)
• Educational history, qualifications & skills
• Passport or other right to work or identity information
• Bank details
• National insurance and tax (payroll) information
• Next of kin and family details
• Contact details of referees
• Information contained in references and pre-employment checks from third parties
• Your marketing preferences

We obtain your personal data from the following sources (please note that this list is not exhaustive):

• You (e.g. a Curriculum Vitae, application or registration form)
• A client
• Online jobsites
• Marketing databases
• The public domain
• Social Media such as LinkedIn
• Conversations on the telephone or video conferencing (which may be recorded)
• Referrals
• Our websites and software applications

Where you are a Candidate and we have obtained your personal data from a third party such as an online job board, it is our policy to advise you of the source when we first communicate with you. (Article 14 GDPR)

How we will use your personal data

The processing of your personal information may include:

• Collecting and storing your personal data, whether in manual or electronic files
• Notifying you of potential roles or opportunities
• Assessing and reviewing your suitability for job roles
• Introducing and/or supplying you to clients
• Engaging you for a role with us or with our clients, including any related administration e.g. timesheets and payroll
• Collating market or sector specific
• Sending information to third parties with whom we have arrangements which are related to our Recruitment Services
• Providing information to regulatory authorities or statutory bodies, and our legal or other professional advisers including insurers
• To market our Recruitment Services
• Retaining a record of our dealings

Lawful reasons to using your personal data  

Contractual obligations   

In order for us to fulfil our contractual obligations to you we will need to use your personal data.

For example, for us to provide our recruitment services, we may enter into a contract with you that requires certain information, such as your name and address.

Legal or regulatory obligation  

We must comply with a number of statutory provisions when providing our services, which necessitate the processing of personal data.

For example, we are required to comply with statutory and regulatory obligations relating to business generally including tax, fraud/crime prevention and data protection legislation, and co-operating with regulatory authorities.

Legitimate Interests  

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service and the most secure experience. 

For example, we may send you information based on your previous interactions with us. We have conducted a Legitimate Interest Assessment to help validate this.

Consent   

We will always request your consent when we collect and process your personal data for certain purposes. 

For example, if you apply for a specific role you may have consented to our processing purely for the purpose of progressing your application for that role. You may also have provided consent to receive marketing updates or our newsletter

Automated decisions

We may use software to review the personal data of individuals recorded on our database, or who have applied for specific roles. The software may determine suitability for a specific role via targeted questions relating to the role, and/or may identify and select individual personal information according to the stored characteristics. For example, the software may enable us to quickly identify individuals from our database who have specific skills

Who we share personal data with

We shall not share your personal information unless we are entitled to do so. The categories of persons with whom we may share your personal information include:

• Companies and other third parties, necessary for the provision of our services
• Any regulatory authority or statutory body pursuant to a request for information or any legal obligation which applies to us
• Parties who process data on our behalf, such as IT providers or CRM system.

• Storage service providers including cloud
• Background screening providers 
• Legal and professional advisers
• Insurers

We will never sell, trade, or rent your personal information with other companies.

Overseas Transfers

In the course of the provision of our services we may transfer data to countries or international organisations outside of the UK or European Economic Area (EEA). This may, for example, be to clients or third parties who provide support services to us.  Where information is transferred, it may be to a country in respect of which there is an adequacy decision from the UK or EU Commission. However, if this is not the case, it is our policy to take steps to identify risks and ensure that appropriate safeguards are in place., such as Standard Contractual Clauses.

Data Security and Confidentiality

Protecting the confidentiality and integrity of your personal data is a responsibility that we take seriously. We use appropriate technical and organisational measures to keep personal data secure against unauthorised or unlawful processing, and against accidental loss, destruction or damage. For example 

• Taylor Hawkes employees have received training in Data Protection and how to handle your personal data  
• Access to your personal data is restricted to the relevant employees that are required to process your data  
• Where hard copies are created, these are securely kept.  
• According to each department’s process and procedure, your personal data will be periodically reviewed and securely deleted if required  
• Internal systems and networks are regularly tested  

How long will we keep your personal data for?   

We will only retain your personal data for as long as necessary to fulfil the purposes in which we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. 

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

For any further enquiries please contact the Company for details of our Retention Policy.

Your legal rights over your personal data 

You have the rights under the data protection laws in relation to your personal data including: 

• Request access to your personal data   
• Request correction of the personal data that we hold about you  
• Request erasure of your personal data.
• Object to processing of your personal   
• Request restriction of processing of your personal data.   
• Request the transfer of your personal data to you or to a third party.   
• Withdraw consent at any time

Please email us at datacontroller@taylorhawkes.com to request a Data Subject Access Request if you wish to exercise any of these rights.  

When responding to requests, we:

• May ask the individual to provide 2 forms of identification
• May contact the individual via phone to confirm the request was made
• Will respond without delay and within 1 month of receipt of the request
• Will provide the information free of charge
• Where a request is complex we will tell the individual we will comply within 3 months of receipt of the request. We will inform the individual of this within 1 month, and explain why the extension is necessary

We will not disclose information if it:

• Might cause serious harm to the physical or mental health of another individual

If the request is unfounded or excessive, we may refuse to act on it, or charge a reasonable fee which takes into account administrative costs.  A request will be deemed to be unfounded or excessive if it is repetitive, or asks for further copies of the same information.

Complaints  

We take any complaints about our collection and use of personal information very seriously.  

If you think that our collection or use of personal information is unfair, misleading, or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance.  

To make a complaint, please contact our Privacy Officer.  

Alternatively, you can make a complaint to the Information Commissioner’s Office:  

• Report a concern online at https://ico.org.uk/concerns/  
• Call 0303 123 1113  
• Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF 

 Contact us 

 If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our Privacy Officer: 

Phone: 0203 887 1110
Email: datacontroller@taylorhawkes.com  

User tracking

We use Leadoo’s tracking service to follow what users are doing on the site and combine this behavioral data with other data we can gather from e.g. chat interactions. Leadoo uses etag tracking in order to hook together the same users behavior over several sessions – in practice this works similarly to cookie based tracking. Please check out Leadoo Marketing Technologies Ltd’s Privacy Policy for more information on what is tracked and what your rights are. Leadoo works as the Processor and we work as the Controller for the data in terms of GDPR. You can stop the tracking by emptying your browser’s cache after the visit. For more on how Leadoo works as a GDPR compliant processor, see https://leadoo.com/privacy-policy-processor/