Introduction
This is the data protection privacy notice of Afro-Caribbean Commercial Science Network Recruit, also referred to as "we". It applies to individuals registering for our membership and to those utilising our recruitment services, also referred to as "you". Afro-Caribbean Commercial Science Network Recruit is committed to respecting your privacy and complying with relevant data protection laws and regulations, including the EU General Data Protection Regulation (GDPR).
In this notice, we outline the personal information we collect about you, how we gather it, and how we use and may share this information when you register for our membership or during the recruitment process.
Please ensure you read this notice carefully before using our services.
Definitions
In this notice, the following terms have the meanings below:
"Criminal records information"
refers to personal data relating to criminal convictions and offences, allegations, proceedings, and associated security measures.
"Personal information"
(also referred to as "personal data") means data relating to an identifiable individual (either directly or indirectly).
"Processing"
refers to obtaining, recording, organising, storing, amending, retrieving, disclosing, and/or destroying information, or using or performing any action with it.
"Sensitive personal information"
(also referred to as "special categories of personal data" or "sensitive personal data") refers to data about an individual’s race, ethnic origin, political opinions, religious or philosophical beliefs, trade union membership (or non-membership), genetic data, biometric data (used to identify an individual), and health, sexual life, or sexual orientation information.
Who collects the information
Afro-Caribbean Commercial Science Network Recruit, registered in England and Wales under company number 15632681, with its registered office at 3rd Floor, 120 Baker Street, London, England, W1U 6TU, acts as the data controller, gathering and processing certain information about you.
Data protection principles
We are committed to following these data protection principles when handling personal information:
We will handle personal information lawfully, fairly, and transparently.
We will collect personal information only for specific, explicit, and legitimate purposes, and we will not process it in ways incompatible with those purposes.
We will only process the necessary personal information for the relevant purposes.
We will ensure personal information is accurate and up to date, taking reasonable steps to correct or delete inaccurate information promptly.
We will retain personal information only as long as it is required for the purposes for which it was collected.
We will implement technical and organisational measures to protect personal information from unauthorised or unlawful processing, and from accidental loss, destruction, or damage.
About the information we collect and hold
During the recruitment process, we will collect and process both personal and sensitive personal information. Much of this information will be provided by you when completing an application form or uploading your CV through our online platform. Please see below for further details on how we handle your sensitive personal data.
The table in Schedule Part I provides more details on the information we collect and hold, how and why we process it, how we use it, and who it may be shared with.
We make every effort to ensure the collection and processing of personal data is proportionate. We will notify you if there are any changes in the information we collect or in how we process it.
More information on the processing of sensitive personal information
We consider it essential to inform you of our reasons for collecting and processing your sensitive personal data and how it is used. Please see below for more specific details on sensitive data. If you have any concerns or queries during the recruitment process regarding the use of sensitive personal data, do not hesitate to contact us via email.
The only sensitive personal data we process is related to your ethnic origin. As our organisation’s mission is to promote black and ethnic diversity, we need to collect this information to track progress and produce relevant figures and statistics. This is our legitimate interest. However, please rest assured that your ethnic origin will never be used to assess your suitability for a role. We do not share this data with any external party, including our clients, and it is not a factor considered when selecting candidates for interviews. When conducting research, the data used about ethnic origin is anonymised.
Along with the lawful basis of legitimate interest, we require explicit consent to process sensitive personal information. You will be prompted to give consent by ticking a box when filling out and submitting your application form.
Where information may be held
Information may be stored on our database and other systems, which could be hosted by third-party service providers.
How long we retain your information
We retain personal information obtained during registration only for as long as necessary to fulfil the purposes for which it was collected. Should you choose to withdraw, your data will be permanently deleted from our databases.
For personal data collected during recruitment, we retain it only for as long as necessary, depending on the outcome of your application and whether you are hired by a client. Unnecessary data will be securely deleted.
If your application is successful, we will retain employment-related records, such as salary and employment details. Any information no longer required will be securely destroyed.
Your right to object to our processing
If our processing is based solely on legitimate interests (or those of a third party), you have the right to object if you provide specific reasons based on your situation. In such cases, we will stop processing your data unless we can demonstrate overriding legitimate grounds, or if the processing is for legal claims. Please contact us to exercise this right.
Your rights to correct, access, and request erasure of your information
If you wish to correct or access your information, or to request its deletion (where applicable), please contact us with your query.
Keeping your personal information secure
We have put appropriate security measures in place to prevent your data from accidental loss, unauthorised access, or use. Only those who have a business need to know will have access to your personal information, and they are bound by confidentiality. Where feasible, we will pseudonymise or encrypt personal data. External data processors must also follow strict security measures outlined in their contracts with us, including:
Acting only under our instructions.
Ensuring staff confidentiality.
Implementing security measures for data processing.
Obtaining prior consent for sub-contractors.
Assisting us in fulfilling subject access requests and data protection rights.
Supporting us in securing data processing, notifying of breaches, and conducting data protection impact assessments.
Deleting or returning data at the end of the contract.
Agreeing to audits and inspections, and immediately notifying us of any breach of data protection law.
We also have procedures to address any suspected data breaches. We will notify you and relevant authorities if legally required.
Data transfers outside the EEA
We will not transfer your personal data outside the European Economic Area (EEA), which includes the EU countries, Iceland, Liechtenstein, and Norway.
How to complain
If you have any concerns about our use of your data, please reach out to us first. If unresolved, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/or call 0303 123 1113 for further details about your rights and filing a complaint.
How to contact us
We welcome any questions about the use of your personal information. Please email us at: team@accsnrecruit.com
The Schedule Part I – Recruitment Services
The information we collect
Your name, employment history, job title, educational background, date of birth, and contact details (address, home and mobile phone numbers, email address)
Information regarding your qualifications, experience, employment history (including job titles, working hours, and salary), and interests
Your ethnic background
Details of your referees
Information concerning your criminal record
How we collect the information
Directly from you, via the completed application form or CV
Directly from you, via the completed application form or CV
Directly from you, via the completed application form
Directly from you, via the completed application form or CV
From the Disclosure and Barring Service (DBS)
Why we collect the information
Legitimate interest: to facilitate a fair recruitment process
Legitimate interest: to progress your application, keep you informed of relevant roles, arrange interviews, and notify you of the outcome throughout the recruitment process, as well as to provide you with relevant event and information updates
Legitimate interest: to conduct a fair recruitment process
Legitimate interest: to assist in making an informed decision when shortlisting for interviews and potential recruitment
Legitimate interest and explicit consent: to compile figures and statistics on ethnicity in the employment sector for research and analysis
Legitimate interest: to facilitate a fair recruitment process
Legal obligation: to meet our legal requirements
Substantial public interest: to prevent or detect unlawful acts and protect the public from dishonesty
How we use and may share the information
To enable us to communicate with you, arrange interviews, and inform you of the outcome of your application
Your name may be shared with clients to notify them of your application
Your email address may be shared with third-party service providers, such as marketing services, for sending newsletters or other relevant communications
To make informed decisions during the recruitment process
Shared with internal staff and our clients' HR teams, talent acquisition personnel, or recruitment managers
We retain an internal record of candidates' ethnic origins to compile statistics and figures, aimed at promoting ethnic diversity. Your ethnic background will not be shared externally.
To ensure a fair recruitment process, information may be shared with recruitment staff and your referees
To make informed recruitment decisions and conduct statutory checks
Information shared with the DBS and other relevant authorities, as required by law