“We” or “the company” refers to Thomas & Dessain Ltd or Thomas & Dessain UK Ltd Executive Recruitment Search & Selection company, together with the company employees, directors, officers, affiliates, and subsidiaries.
“You” refers to you as the candidate registered with us in order to use our services.
“Information” refers to all the different forms of personal data with which you provide us and which we collect from you in the course of our duties in order to render you service.
2. Information We Collect
Information you provide to us: when you register with and use our services, you provide us with information, which we collect.
This information will include:
(i) Curriculum Vitae provided by you to the company
(ii) Your Registration Form including:
a) Personal Data – your first and family names, date of birth, address, contact details, information on your current employment and benefits, email address, phone number(s), Social Security and Tax numbers, passport number and expiry date, date of arrival in Jersey, employment and housing status, nationality, emergency contact and source of enquiry
b) Health Checks – number of days’ sickness within last 12 months; ongoing medical conditions.
c) Pre-booked holidays
d) Unspent criminal convictions, bankruptcy, fraud/financial misconduct or petty debts/county court judgements or liabilities
e) Termination of employment – any previous disciplinary action
f) Educational & Professional Qualifications – details of qualifications gained and whether these are still ongoing; membership of professional bodies
g) Employer References – two, one of which should be most recent employer.
(iii) Documents to confirm your identity (KYC documents) (not for non-executive directorships but in the very rare event that we are required to undertake this for non-executive directorship positions, the process and methodology are identical to that carried out for any other candidate) – passport as proof of identity; two documents dated within the previous three months as proof of current address – these can be utility bills, bank statements, letter from the tax office, rates notice or lease documents; educational/professional qualification certificates; Social Security Registration Card, with Social Security number and Residential Status; in the case of non EEC candidates, letter from the Immigration Department and any other relevant document to confirm eligibility to work in Jersey.
On receipt of an offer/placement ONLY:
Occasionally clients will ask for other KYC documents such as birth certificate or driving licence.
(iv) Meeting Notes (first meeting and any subsequent meetings with consultant/director).
(v) For temporary candidates only, on receipt of an offer/placement: a check of the JFSC register of restricted persons (public website) and a criminal record check (via Disclosure Scotland).
In some cases on behalf of the client (for temporary positions) on receipt of an offer/placement ONLY:
-Credit Check (via CIDS Ltd)
-Sanctions Check (via www.knowyourcandidate.co.uk)
In the event that we are required to undertake this for permanent or non-executive directorship positions, the process and methodology is identical to that carried out for a temporary candidate.
3. How We Use Your Information
With your consent, we will use your information;
a) To create your profile and enter your data on our secure database and hardware drive.
b) To transfer your information to prospective employers by encrypted email in the event of a prospective job.
c) To contact you about prospective jobs.
4. How We Share and Disclose Your Personal Information
With prospective employers after obtaining your consent.
In the event of merger with, or acquisition by, another business.
If and when we are required by law or a legal process to disclose that information, such as a valid court order or a valid subpoena.
If and when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a valid government request.
To enforce our terms and conditions or to protect our operations or users.
We, and our service providers, take stringent precautions – including administrative, technical and physical measures – to safeguard your personal information against loss, theft and misuse, as well as against unauthorised access, disclosure, alteration, and destruction.
We follow generally accepted industry standards to protect your information, during transmission, once we receive it and in storing it.
When your personal information is entered into our secure database and hardware drive, all user identity is multi factor authenticated, the transmission of personal information contained is encrypted, and for extra backup passwords are changed every 60 days.
6. Correcting, Accessing, Updating and Deleting Information
If you wish to access the information which you have provided or obtain confirmation on the information being held which you have provided, you may contact us by email or telephone or letter in order to request us to do this. We will respond to your request within one month. We will only decline to process unreasonable requests or requests which are not otherwise required under the terms of the Data Protection (Jersey) Law 2018.
If you wish us to delete the information which you have provided, you may contact us by email or telephone or letter in order to request us to do this. We will respond to your request within 7 days.
If you wish to modify or rectify any incorrect or incomplete information which you have provided, you may contact us by email or telephone or letter in order to request us to do this. We will respond to your request within 7 days.
7. Retention of Information:
We retain your personal information and data referred to in Section 2 above, which we process on your behalf after obtaining your consent for the following time periods:
Curriculum Vitae, Meeting Notes and Section 1 of Registration Form:
Three years from the date you register with the company, at the end of which period the data is deleted, except in relation to non-executive directors (NEDs) whom we place in NED roles, in which case the data is retained for two terms of three years, that is to say six years.
Section 1A of Registration Form:
One year from the date you register with the company, at the end of which period the data is deleted.
The data is deleted after initial usage, or, in the case of temporary placements, the data is retained for up to one year from the date you register with the company, in case of another temporary assignment/other temporary assignments within the one year period, and then deleted.
Copy certificate obtained from criminal record check (via Disclosure Scotland), email obtained from credit check (via CIDS Ltd) and online printout obtained for sanctions check (via Know Your Candidate) (for temporary candidates only, on receipt of an offer/placement):
The data is retained for up to one year from the date you register with the company, in case of another temporary assignment/other temporary assignments within the one year period, and then deleted.
8. Temporary Employees
If you are a temporary employee engaged and paid by the company, records will be kept to prove you have been paid the minimum wage (where you are eligible for it) for 10 years in line with statutory requirements.
9. Legitimate Interest
When finding or searching for a new candidate, either independently or on behalf of a client, through a publicly-available channel such as website, social media network or job board, this sourcing is deemed to constitute legitimate interest on behalf of the recruiter/client as a reasonable expectation of contact would exist. In such cases, the only data which would be processed prior to contact with the candidate is the profile, and no data is stored before contact has been made. If the candidate does not respond to the initial contact or specifically asks not to be contacted, then the profile is deleted.
10. Cookies/Google Analytics
Our website uses Google Analytics, an internet analysis service of Google Inc. (“Google”). Google Analytics applies so-called cookies, that is to say text files which are stored on your computer and are used to analyse your usage behaviour on the corresponding website. The usage information (including your IP address) stored in the cookie will be sent and transmitted to a Google server in the United States of America. Google will use this information to analyse your behaviour and create a report of your web activity for the website provider. With this report the website provider can offer other services which seem to be interesting for the user. Google may share such information with third parties, as far as this is statutory required or in order to process the information by affiliated companies on behalf of Google. By no means will Google link your IP address with other data of Google Inc. It is up to you to avoid the installation of cookies through your browser settings. In that case we must point out that you may not be able to properly use the provided features and services of the website. By using services of this website you agree with the aforementioned way and purpose of processing your collected personal data.
12. Your Rights
You may update your information with us, request copies of it or ask that it be deleted. To do so please contact the GDPR officer, Caroline Renouf, at firstname.lastname@example.org.
Should you wish to make a complaint, object to the processing of your information or any aspect of this policy, please contact the GDPR officer, Caroline Renouf, at email@example.com.