privacy policy

Privacy Policy

trusted, forward thinking hr

INTRODUCTION

This Privacy Policy explains what we do with your personal data, whether we are providing you with a service, you are an employee of a company we are providing an HR Managed Service for, we are in the process of helping you in your search for your next role, continuing our relationship with you once we have found a role, receiving a service from you, using your data to ask for your assistance in relation to one of our Candidates or an Employee of a company we provide a HR Managed Service for, or you are visiting our website. We have split the statement in to two. We have the summary version and the long section should you wish to have more details.

We have outlined how we collect, use and process your personal data or that of the people within your organisation (should we supply a HR Managed Service to you), and how we comply with our legal obligations to you. Your privacy is important to us, and we are committed to protecting and safeguarding your data privacy rights.

This Privacy Policy applies to the personal data of our Website UsersCandidatesClients, Client Employees, Suppliers, and other people whom we may contact in order to find out more about our Candidates or Client Employees whom they have been indicated you are an emergency contact or reference. 

For the purpose of applicable data protection legislation (including but not limited to the General Data Protection Regulation (Regulation (EU) 2016/679) (the "GDPR"), the company responsible for your personal data is call hr Ltd.

It is important to point out that we may amend this Privacy Policy from time to time. Please just visit this page if you want to stay up to date, as we will post any changes here.

If you are dissatisfied with any aspect of our Privacy Policy, you may have legal rights and, where relevant, we have described these as well.

Summary Information Section

WHAT KIND OF PERSONAL DATA DO WE COLLECT?

Client Data:If you are a call hr customer, we need to collect and use information about you, or individuals at your organisation, in the course of providing you services such as: (i) finding Candidates who are the right fit for you or your organisation; (ii) providing you with a HR Managed Service (“HRMS”) (or assisting another organisation to do so); (iii) providing you with Talent Search Outsourcing ("TSO") services (or assisting another organisation to do so); and/or (iv) notifying you of content published by call hr which is likely to be relevant and useful to you (for example our call hr academy information).

For our HRMS clients, we only use and process the data on the instruction of the organisation. We act as a processor for our HRMS clients.

Candidate DataIn order to provide the best possible employment opportunities that are tailored to you, we need to process certain information about you. We only ask for details that will genuinely help us to help you, such as your name, age, contact details, education details, employment history, emergency contacts, immigration status, financial information (where we need to carry out financial background checks), and social security number (and of course you may choose to share other relevant information with us). Where appropriate and in accordance with local laws and requirements, we may also collect information related to your health, diversity information or details of any criminal convictions.

HRMS Employee DataIn order to meet the requirements of the contract, we may collect personal data as outlined in the organisations Employee Privacy Statement.

Supplier Data: We need a small amount of information from our Suppliers to ensure that things run smoothly. We need contact details of relevant individuals at your organisation so that we can communicate with you. We also need other information such as your bank details so that we can pay for the services you provide (if this is part of the contractual arrangements between us).

People whose data we receive from Candidates, such as referees and emergency contacts: In order to provide Candidates with suitable employment opportunities safely and securely and to provide for every eventuality for them, we need some basic background information. We only ask for very basic contact details, so that we can get in touch with you either for a reference or because you’ve been listed as an emergency contact for one of our Candidates or Employees of an organisation whom we provided a HRMS to.

Website Users: We collect a limited amount of data from our Website Users which we use to help us to improve your experience when using our website and to help us manage the services we provide. This includes information such as how you use our website, the frequency with which you access our website, and the times that our website is most popular.

A number of elements of the personal data we collect from you are required to enable us to fulfil our contractual duties to you or to others. Where appropriate, some, for example Candidates' Passport details, National Insurance Number and, religious affiliation, are required by statute or other laws. Other items may simply be needed to ensure that our relationship can run smoothly.

Depending on the type of personal data in question and the grounds on which we may be processing it, should you decline to provide us with such data, we may not be able to fulfil our contractual requirements or, in extreme cases, may not be able to continue with our relationship.  Our engagement terms with you will outline

HOW DO WE COLLECT YOUR PERSONAL DATA?

Client Data: There are two main ways in which we collect your personal data:

1. Directly from you; and
2. From third parties (e.g. our 
Candidates) and other limited sources (e.g. online and offline media).

To the extent that you access our website or read or click on an email from us, we may also collect certain data automatically or through you providing it to us.

Candidate Data: There are two main ways in which we collect your personal data:

1. Directly from you; and
2. From third parties.

To the extent that you access our website or read or click on an email from us, we may also collect certain data automatically or through you providing it to us.

HRMS Employee Data: There are two main ways in which we collect your personal data:

1. Directly from the organisation who appoints us to deliver a HRMS; and
2. Directly from you when you join the organisation or during or after your employment with the organisation.

To the extent that you access our website or read or click on an email from us, we may also collect certain data automatically or through you providing it to us.

Supplier Data: We collect your personal data during the course of our work with you.

To the extent that you access our website or read or click on an email from us, we may also collect certain data automatically or through you providing it to us.

People whose data we receive from candidates, such as referees and emergency contacts: We collect your contact details only where a Candidate or a HRMS Employee puts you down as their emergency contact or a referee or where a Candidate gives them to us in order for you to serve as a referee.

Website Users: We collect your data automatically via cookies when you visit our website, in line with cookie settings in your browser.

HOW DO WE USE YOUR PERSONAL DATA?

Client Data:The main reason for using information about Clients is to ensure that the contractual arrangements between us can be properly implemented so that the relationship can run smoothly. This may involve: (i) identifying Candidates who we think will be the right fit for you or your organisation; and/or (ii) providing you with TSO services (or assisting another organisation to do so) or HRMS. The more information we have, the more bespoke we can make our service. 

Candidate Data:The main reason for using your personal details is to help you find employment or other work roles that might be suitable for you. The more information we have about you, your skillset and your ambitions, the more bespoke we can make our service. Where appropriate and in accordance with local laws and requirements, we may also use your personal data for things like marketing, profiling and diversity monitoring. Where appropriate, we will seek your consent to undertake these activities.  

HRMS Employee Data: The main reason for using your personal data is to meet the requirements of a contract we have with your organisation for a HRMS. We use the personal data on instruction from the appropriate person in the organisation. The organisation will have outlined this to you in the Employee Privacy Statement.

Supplier Data: The main reasons for using your personal data are to ensure that the contractual arrangements between us can be properly implemented so that the relationship can run smoothly, and to comply with legal requirements.

People whose data we receive from candidates, such as referees and emergency contacts: We use referees’ personal data to help our Candidates to find employment which is suited to them and to meet the requirements of our clients for pre-employment checks. If we are able to verify their details and qualifications, we can make sure that they are well matched with prospective employers and to ensure that our clients employees meet the requirements of their employment contracts. We may also use referees' personal data to contact them in relation to recruitment activities that may be of interest to them. We use the personal details of Candidates or Client Employees’ emergency contacts in the case of an accident or emergency affecting them. 

Website Users:We use your data to help us to improve your experience of using our website.

Please note that communications to and from call hr’s Staff including emails may be reviewed as part of internal or external investigations or litigation. 

Basis for Processing Personal Data: We only process personal data in accordance with the lawful bases for processing under the GDPR. The relevant basis is set out in relation to each specific type of processing as it differs in line with the circumstances. You will find the lawful basis for processing set out in each detailed section.

WHO DO WE SHARE YOUR PERSONAL DATA WITH?

Client Data: We will share your data: (i) primarily to ensure that we provide you with a suitable pool of Candidates; (ii) to provide you with a TSO (or assist another organisation to do so) and/or (iii) to provide you with a HRMS. Unless you specify otherwise, we may share your information with our partner company, Whitehill Pelham and Talentdesk and associated third parties such as our service providers where we feel this will help us to provide you with the best possible service. 

Candidate Data:We may share your personal data with various parties, in various ways and for various reasons. Primarily we will share your information with prospective employers to increase your chances of securing the job you want. Unless you specify otherwise, we may also share your information with our partner company, Whitehill Pelham and Talentdesk and associated third parties such as our service providers where we feel this will help us to provide you with the best possible service. 

HRMS Employees: We may share your personal data with various parties, in various ways and for various reasons. We will only do this and process the data in this way on instruction from your employer.  You will be notified in your organisations’ employee privacy statement of how your personal data is used.

Supplier Data: Unless you specify otherwise, we may share your information with any of our group companies and associated third parties such as our service providers and organisations to whom we provide services.

People whose data we receive from candidates, such as referees and emergency contacts: Unless you specify otherwise, we may share your information with any of our group companies and associated third parties such as our service providers and organisations to whom we provide services. 

Website Users: Unless you specify otherwise, we may share your information with providers of web analytics services, marketing automation platforms and social media services to make sure any advertising you receive is targeted to you.

If you would like to see a list of who we may share your personal data with, please see the long section ‘Who do we share your personal data with’.

How do we safeguard your personal data?

We care about protecting your information. That is why we put in place appropriate measures that are designed to prevent unauthorised access to, and misuse of, your personal data. 

For more information on the procedures we put in place, please see the long section‘How do we safeguard your personal data’. 

How long do we keep your personal data for?

If you are Candidate and a TSO Client and we have not had meaningful contact with you (or, where appropriate, the company you are working for or with) for a period of two years, we will Delete your personal data from our systems unless we believe in good faith that the law or other regulation requires us to preserve it (for example, because of our obligations to tax authorities or in connection with any anticipated litigation). 

If you are a HRMS Client we may hold data whilst we are providing the HRMS to your organisation. Should the Client relationship end for a HRMS, all personal data will be returned to your organisation within 30 days of the termination notice (in writing, this includes email). At this point we will also Delete the personal data for that organisation from our systems unless we believe in good faith that the law or other regulation requires us to preserve it (for example, because of our obligations to tax authorities or in connection with any anticipated litigation).  

For more information on our policy for the retention of personal data, please see the long section‘How long do we do we keep your personal data’. 

HOW CAN YOU ACCESS, AMEND OR TAKE BACK THE PERSONAL DATA THAT YOU HAVE GIVEN US?

Even if we already hold your personal data, you still have various rights in relation to it. To get in touch about these, please This email address is being protected from spambots. You need JavaScript enabled to view it.This email address is being protected from spambots. You need JavaScript enabled to view it.. We will seek to deal with your request without undue delay, and in any event in accordance with the requirements of any applicable laws. Please note that we may keep a record of your communications to help us resolve any issues which you raise.

If we provide a HRMS to the organisation, we will take instruction from our HRMS client on these matters and we will seek to deal with your request without undue delay.

Right to object:If we are using your data because we deem it necessary for our legitimate interests to do so, and you do not agree, you have the right to object. We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases). Generally, we will only disagree with you if certain limited conditions apply.

Right to withdraw consent:Where we have obtained your consent to process your personal data for certain activities (for example, for profiling your suitability for certain roles), or consent to market to you, you may withdraw your consent at any time.

Data Subject Access Requests (DSAR): You have the right to ask us to confirm what information we hold about you at any time, and you may ask us to modify, update or Delete such information. At this point we may comply with your request or, additionally do one of the following:

- we may ask you to verify your identity, or ask for more information about your request; and

- where we are legally permitted to do so, we may decline your request, but we will explain why if we do so.

Right to delete (erase): In certain situations (for example, where we have processed your data unlawfully), you have the right to request us to "erase" your personal data.  We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases) and will only disagree with you if certain limited considtions apply.  If we do agree to your request, we will Delete your data but will generally assume that you would prefer us to keep a note of your name on our register of individuals who would prefer not to be contacted.  That way, we will minimise the chances of you being contacted in the future where your data are collected in unconnected circumstances.  If you would prefer us not to do this, you are free to say so. 

Right to transfer: If you wish, you have the right to transfer your data from us to another data controller or processor.  We will help with this - either by directly transferring your data for you, or by providing you with a copy in a commonly used machine-readable format.

Right to lodge a complaint with a supervisory authority:You also have the right to lodge a complaint with your local supervisory authority.

If your interests or requirements change, you can unsubscribe from part or all of our marketing content (for example job role emails or call hr newsletters) by clicking the unsubscribe link in the email. 

If you would like to know more about your rights in respect of the personal data we hold about you, please see the long section.

HOW AND WHY WE TRANSFER YOUR DATA INTERNATIONALLY

call hr may use a profiling tool as part of our contract with you to help you find a job. To enable you to complete this profile we may need to transfer or store your data internationally.  This will be to the USA. The profiling tools we use are:

  • Emergenetics – you can find out how Emergenetics manage your data here
  • Emergenetics Selection Programme – you can find out how Emergenetics Selection Programme manage your data here

You will be notified of this, and you will be asked for Consent. 

WHO IS RESPONSIBLE FOR PROCESSING YOUR PERSONAL DATA ON THE CALL HR WEBSITE?

call hr controls the processing of personal data on its website.

WHAT ARE COOKIES AND HOW DO WE USE THEM?

A "cookie" is a bite-sized piece of data that is stored on your computer's hard drive. They are used by nearly all websites and do not harm your system. We use them to track your activity to help ensure you get the smoothest possible experience when visiting our website. We can use the information from cookies to ensure we present you with options tailored to your preferences on your next visit. We can also use cookies to analyse traffic and for advertising purposes. 

If you want to check or change what types of cookies you accept, this can usually be altered within your browser settings. 

How to reject cookies

If you don’t want to receive cookies that are not strictly necessary to perform basic features of our site, you may choose to opt-out by changing your browser settings 

Most web browsers will accept cookies but if you would rather we didn’t collect data in this way you can choose to accept all or some, or reject cookies in your browser's privacy settings. However, rejecting all cookies means that you may not be able to take full advantage of all our website's features. Each browser is different, so check the "Help" menu of your browser to learn how to change your cookie preferences. 

For more general information on cookies, including how to disable them, please refer to aboutcookies.org. You will also find details on how to delete cookies from your computer. 

HOW TO CONTACT US

The entity responsible for processing the personal data of Website Users: call hr Limited

How you can get in touch with us:

         You may want to get in touch with us for the following reasons:

  • to access, amend or take back the personal data that you have given to us;
  • if you suspect any misuse or loss of or unauthorised access to your personal information;
  • to withdraw your consent to the processing of your personal data (where consent is the legal basis on which we process your personal data)

You may also feedback concerning this Privacy Policy

You can write to us at the following address: call hr Ltd, The Bradfield Centre, 184 Cambridge Science Park, Milton Road, Cambridge, CB4 0GA

Alternatively, you can send an email to: This email address is being protected from spambots. You need JavaScript enabled to view it..

HOW YOU CAN GET IN TOUCH WITH US TO UPDATE YOUR MARKETING PREFERENCES

You can do this by opting out using the unsubscribe link in any marketing material we send to you, or send an email to This email address is being protected from spambots. You need JavaScript enabled to view it.  

HOW TO CONTACT YOUR LOCAL SUPERVISORY AUTHORITY

The UK supervisory authority is: The Information Commissioner's Office.

You can contact them in the following ways:

Phone: 0303 123 1113

Email: This email address is being protected from spambots. You need JavaScript enabled to view it. or Live chat.

Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

IF YOU WOULD LIKE TO LOOK AT OUR PRIVACY STATEMENT IN DETAIL, THE LONG SECTION CAN BE ACCESSED

HERE