Data Protection & Privacy Notice

In short

The core service we offer to our candidates and clients is the introduction of candidates to our clients for temporary or permanent engagement.  However, our service expands to supporting individuals throughout their career and to supporting businesses’ resourcing needs and strategies.

The exchange of personal data of our candidates and our client contacts is a fundamental, essential part of this process. To support our candidates’ career aspirations and our clients’ resourcing needs we require a database of candidate and client personal data containing historical information as well as current resourcing requirements.

We will collect personal information from you where we have your consent to do so and, in some circumstances, we may also have a legal obligation to collect the information from you.

Candidates are not introduced to clients without first undertaking a formal registration process and secondly providing express consent either obtained orally or digitally which will then be logged on our CRM for reference purposes.  

We respect your data protection and privacy rights, if you wish to access, correct, update or request deletion of your personal information, you can do so at any time by contacting our Data Protection and Privacy Manager on mydata@douglas-scott.co.uk

Pinpoint is in Association with Douglas Scott Legal Recruitment, a registered data controller, ICO number Z9812320. Our head office address is Number 1 Spinningfields, 1 Hardman Square, Spinningfields, Manchester M3 3EB. Our Group means our subsidiaries, our ultimate holding company and its subsidiaries, our associated companies as defined in section 1159 of the UK Companies Act 2006 (our Group).

 

In full

Who we are connecting with

Day to day we collect the personal data of...

 

  • Solicitors, lawyers, legal professionals and candidates in related sectors;

  • Prospective and live client contacts in legal and related sectors;

  • Supplier contacts to support our services;

  • Employees, consultants, temporary workers.

 

...to carry out our core business and ancillary activities.

 

Information you give to us or we collect about you.

This is information about you that you give us when you apply for a role, register with, fill in forms on our websites; https://candidate.pinpoint.legal, www.douglas-scott.co.uk (our sites) or by communicating with us by phone, e-mail or otherwise. It includes information you provide when you register to use our site, to enter our database, subscribe to our services, attend our events, participate in discussion boards or other social media functions on our site, enter a competition, promotion or survey and when you report a problem with our site.

The information you give us, or we collect about you may include your name, address, private and corporate e-mail address and phone number, financial information, criminal convictions (due to the nature of the roles we recruit for), compliance documentation and references verifying your qualifications and experience and your right to work in the United Kingdom, curriculum vitae and photograph, links to your professional profiles available in the public domain e.g. LinkedIn, Twitter, business Facebook or corporate website.

 

Information we collect about you when you visit our website.

On each visit to our websites  we will automatically collect the following information:

Technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information if applicable, browser type and version, browser plug-in types and versions, operating system and platform.

Information about your visit, including [the full Uniform Resource Locators (URL),] clickstream to, through and from our site (including date and time), products you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page, and any phone number used to call our customer service number.

Third-party data collection (Hotjar)

We use a third-party service called Hotjar in order to better understand our users’ needs and to optimize our service and experience. Hotjar is a technology service that helps us better understand our users experience (e.g. how much time they spend on which pages, which links they choose to click, what users do and don’t like, etc.) and this enables us to build and maintain our service with user feedback. Hotjar uses cookies and other technologies to collect data on our users’ behaviour and their devices (in particular device's IP address (captured and stored only in anonymized form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), preferred language used to display our website). Hotjar stores this information in a pseudonymized user profile. Neither Hotjar nor we will ever use this information to identify individual users or to match it with further data on an individual user. For further details, please see Hotjar’s privacy policy by clicking on this link.

You can opt-out to the creation of a user profile, Hotjar’s storing of data about your usage of our site and Hotjar’s use of tracking cookies on other websites by following this opt-out link.

 

Information we obtain from other sources.

This is information we obtain about you from other sources such as LinkedIn, corporate websites, job board websites, online CV libraries, your business card, personal recommendations, legal directories and networking events. In this case we will inform you, by sending you this privacy notice, within a maximum of 30 days of collecting the data of the fact we hold personal data about you, the source the personal data originates from and whether it came from publicly accessible sources, and for what purpose we intend to retain and process your personal data.

 

Purposes of the processing and the legal basis for the processing

We use information held about you in the following ways:

The core service we offer to our candidates and clients is the introduction of candidates to our clients for the purpose of temporary or permanent engagement.  However, our service expands to supporting individuals throughout their career and to supporting businesses’ resourcing needs and strategies

Our legal basis for the processing of personal data is our legitimate business interests, described in more detail below, although we will also rely on contract, legal obligation and consent for specific uses of data.

We will rely on contract if we are negotiating or have entered into a placement agreement with you or your organisation or any other contract to provide services to you or receive services from you or your organisation.

We will rely on legal obligation if we are legally required to hold information on to you to fulfil our legal obligations.

To carry out our obligations arising from any contracts we intend to enter into or have entered into between you and us and to provide you with the information, products and services that you request from us or we think will be of interest to you because it is relevant to your career or to your organisation.

We will in some circumstances rely on consent for particular uses of your data and you will be asked for your express consent, if legally required.  Examples of when consent may be the lawful basis for processing include permission to introduce you to a client (if you are a candidate).

 

Our Legitimate Business Interests

Our legitimate interests in collecting and retaining your personal data is described below:

In order to support our candidates’ career aspirations and our clients’ resourcing needs we require a database of candidate and client personal data containing historical information as well as current resourcing requirements.

As a recruitment business and recruitment agency we introduce candidates to clients for permanent employment, temporary worker placements or independent professional contracts.  The exchange of personal data of our candidates and our client contacts is a fundamental, essential part of this process.

To maintain, expand and develop our business we also need to record the personal data of prospective candidates and client contacts.

Manage human resources and internal talent pool, process payroll and report to HMRC.  

 

Consent

Should we want or need to rely on consent to lawfully process your data we will request your consent orally, by email or by an online process for the specific activity we require consent for and record your response on our system.  Where consent is the lawful basis for our processing you have the right to withdraw your consent to this particular processing at any time.

 

Other Uses we will make of your data:

  • Use of our websites;

  • to notify you about changes to our service

  • to ensure that content from our site is presented in the most effective manner for you and for your computer.

We will use this information:

  • to administer our site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;

  • to improve our site to ensure that content is presented in the most effective manner for you and for your computer;

  • to allow you to participate in interactive features of our service, when you choose to do so;

  • as part of our efforts to keep our site safe and secure;

  • to measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you;

  • to make suggestions and recommendations to you and other users of our site about goods or services that may interest you or them.

 

Automated decision making

We do not undertake automated decision making or profiling. We do use our computer systems to search and identify personal data in accordance with parameters set by a person. A person will always be involved in the decision-making process.

 

Cookies

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them see our Cookie notice https://www.douglas-scott.co.uk/cookies

 

Disclosure of your information inside and outside of the EEA

We will share your personal information with:

Any member of our group both in the EEA and outside of the EEA.

Selected third parties including:

  • Clients to introduce candidates to them;

  • candidates to arrange interviews and engagements;

  • clients, business partners, suppliers and sub-contractors to comply with the obligations of any contract we enter with them or you;

  • subcontractors including email marketing specialists, event organisers, payment and other financial service providers,

  • analytics and search engine providers that assist us in the improvement and optimisation of our site;

  • credit reference agencies, our insurance broker, compliance partners and other sub-contractors to assess your suitability for a role where this is a condition of us entering into a contract with you.

We will disclose your personal information to third parties:

  • If we sell or buy any business or assets, in which case we will disclose your personal data to the prospective seller or buyer of such business or assets.

  • If Douglas Scott Legal Recruitment Limited or substantially all its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.

  • If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect the rights, property, or safety of Douglas Scott Legal Recruitment, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

The lawful basis for the third-party processing will include:

  • Their own legitimate business interests in processing your personal data, in most cases to fulfill their internal resourcing needs;

  • satisfaction of their contractual obligations to us as our data processor;

  • for the purpose of a contract in place or in contemplation;

  • to fulfill their legal obligations.

 

Where we store and process your personal data

The data that we collect from you may/will be transferred to, and stored at, a destination outside the European Economic Area (”EEA”). It may be transferred to third parties outside of the EEA for the purpose of our recruitment services. It may/will also be processed by staff operating outside the EEA who work for us or for one of our suppliers. This includes staff engaged in, among other things, our recruitment services and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy notice.

All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted [using SSL technology].] Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

 

 

Retention of your data

We understand our legal duty to retain accurate data and only retain personal data for as long as we need it for our legitimate business interests and that you are happy for us to do so.  Accordingly, we run data routines to remove data that we no longer have a legitimate business interest in maintaining.

We do the following to try to ensure our data is accurate:

Our website enables you to manage your data and to review whether the details we hold about you are accurate.

Prior to making an introduction we check that we have accurate information about you and we will keep in touch, so you can let us know of changes to your personal data

We segregate our data so that we keep different types of data for different time periods.  The criteria we use to determine whether we should retain your personal data includes:

  • the nature of the personal data;

  • its perceived accuracy;

  • our legal obligations;

  • whether an interview or placement has been arranged; and

  • our recruitment expertise and knowledge of the industry by country, sector and job role.

We may archive part or all your personal data or retain it on our financial systems only, deleting all or part of it from our main Customer Relationship Manager (CRM) system. We may pseudonymise parts of your data, particularly following a request for suppression or deletion of your data, to ensure that we do not re-enter your personal data on to our database, unless requested to do so.

For your information, Pseudonymised Data is created by taking identifying fields within a database and replacing them with artificial identifiers, or pseudonyms.

 

Your rights

You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes and we will collect express consent from you if legally required prior to using your personal data for marketing purposes.

You can exercise your right to accept or prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us at mydata@douglas-scott.co.uk .

Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

 

GDPR provides you with the following rights. 

To:

Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.Request the transfer of your personal information to another party in certain formats, if practicable.Make a complaint to a supervisory body which in the United Kingdom is the Information Commissioner’s Office. The ICO can be contacted through this link:  https://ico.org.uk/concerns/

 

Access to information

The Data Protection Act 1998 and the GDPR give you the right to access information held about you.  We also encourage you to contact us to ensure your data is accurate and complete.

Your right of access can be exercised in accordance with the Act (and the GDPR once it is in force). No fee will apply once the GDPR comes into force.

 

Changes to our privacy notice

Any changes we make to our privacy notice in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy notice.

 

Contact

Questions, comments and requests regarding this privacy notice are welcomed and should be addressed to mydata@douglas-scott.co.uk

You can download our full terms of business here.