Who are we?
For the purposes of the GDPR data protection legislation, the data controller is Stanford Resourcing Limited (“Stanford”), registered address, 6th Floor, 19-21 Great Tower Street, London, England, EC3R 5AR, (Registered in England and Wales 3779495) contact at firstname.lastname@example.org or on +44 (0)20 7648 4090.
Stanford is the ultimate holding company in the Stanford group of companies, which means Stanford, its subsidiaries and associated companies, as defined in section 1159 of the UK Companies Act 2006 (“Stanford Group”).
This notice sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.
Stanford Resourcing Ltd is a leading international search consultancy, specialising in the recruitment of legal and compliance professionals.
We are committed to protecting the privacy of our candidates, clients and users of our website. We want to provide a safe and secure service where we deal with your personal information. This means information that identifies you personally such as your name, contact details or data that can be linked with such information in order to identify you.
What we do?
We collect the personal data of the following types of people to allow us to undertake our business as a legal recruitment agency:
- Prospective and active candidates for permanent or temporary roles;
- Prospective and active client contacts;
- Supplier contacts to support our services;
- Employees, consultants, temporary workers;
Our clients include some of the leading names within private practice, financial institutions (including investment and retail banks), funds and global Fortune 500 companies. We also provide our clients with market information, such as compensation surveys, due diligence reports, global trends and live data.
We provide our candidates with careers advice and recruitment services as defined in the Employment Agencies and Employment Businesses Regulations 2003.
What does this Policy cover?
- sets out the types of personal data that we collect about you;
- explains how and why we collect and use your personal data;
- explains how long we keep your personal data for;
- explains when, why and with who we will share your personal data;
- sets out the legal basis we have for using your personal data;
- explains the effect of refusing to provide the personal data requested;
- explains the different rights and choices you have when it comes to your personal data, and;
- explains how we may contact you and how you can contact us.
What personal data do we collect about our candidates?
We collect the information necessary to be able to find available opportunities and further information needed to assess eligibility through the different stages of recruitment. This information includes CV’s, identification documents, educational records, work history, and references.
Where do we collect personal data about our candidates from?
The following are the different sources we may collect personal data about you from:
- Directly from you. This is information you provide while searching for a new opportunity and/or during the different recruitment stages.
- From an agent/third party acting on your behalf. e.g. Interim Management Company.
- Through publicly available sources. For example we use the following public sources:
- Current employer’s website
- Industry publications (The Lawyer)
- By Reference or word of mouth. For example, you may be recommended by a friend, a former employer, a former colleague among others.
How do we use our candidates’ personal data?
We use your personal data to match your skills, experience and education with a potential employer. We will initially collect basic information on you such as contact details, job role and experience and then pass this on to the client in search of personnel. If you are chosen by the client and go through to the next stage we will then be collecting more information from you at the interview (or equivalent) stage and onwards in that manner.
How long do we keep our candidates personal data for?
We only retain your information for as long as is necessary for us to use your information as described above or to comply with our legal obligations. However, please be advised that we may retain some of your information after you cease to use our services, for instance if this is necessary to meet our legal obligations, such as retaining the information for tax and accounting purposes.
When determining the relevant retention periods, we will take into account factors including:
- our contractual obligations and rights in relation to the information involved;
- legal obligation(s) under applicable law to retain data for a certain period of time;
- our legitimate interest where we have carried out a balancing test (see legal basis below);
- statute of limitations under applicable law(s);
- (potential) disputes;
- if you have made a request to have your information deleted, and;
- guidelines issued by relevant data protection authorities.
Otherwise, we securely erase your information where we no longer require your information for the purposes collected.
Who do we share our candidates’ personal data with?
We may share your personal information with any member of the Stanford group both in the European Economic Area (“EEA”) and outside of the EEA.
We share your personal data with the client who has a position to fill, but only with a candidate’s express permission for each separate client, in order to determine with the client whether you are a good fit for the available position. Our clients are law firms, financial institutions, public sector institutions, charities and corporates.
Selected third parties including:
- business partners, suppliers and sub-contractors for the performance and compliance obligations of any contract we enter into with them or you;
- subcontractors including freelance researchers and resourcers;
- referees provided by yourself for the purpose of securing a reference for a specific position. We will not contact referees without your express prior permission, or use existing references for a different role without obtaining your consent beforehand.
We will disclose your personal information to further third parties only under the following unlikely conditions:
- In the event that 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 Stanford or substantially all of 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 and other agreements; or to protect the rights, property, or safety of the Company, 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:
- satisfaction of their contractual obligations to us as our data processor;
- for the purpose of a contract in place or in contemplation;
- to fulfil their legal obligations.
What legal basis do we have for using your information?
For prospective candidates, interim managers, referees and clients, our processing is necessary for our legitimate interests in that we need the information in order to be able to assess suitability for potential roles, to find potential candidates and to contact clients and referees.
We carry out a ‘balancing test’ to ensure that our processing is necessary and that your fundamental rights of privacy are not outweighed by our legitimate interests, before we go ahead with such processing. We keep a record of these balancing tests. You have a right to, and can find out more about, the information in these balancing tests by contacting us using the details below.
If you are shortlisted as a candidate, then this may involve the processing of more detailed personal data including sensitive data that you or others provide about you. In that case, we always ask for your consent before undertaking such processing.
What happens if you do not provide us with the information we request or ask that we stop processing your information?
If you do not provide the personal data necessary or exercise your rights (see your rights section below) to erase or restrict access to your data, we may not be able to provide future recruitment services or advice.
Do we make automated decisions concerning you?
No, we do not carry out automated profiling.
Do we transfer our candidates’ data outside the EEA?
To better match your profile with current opportunities we may transfer your personal data to clients and partners in countries outside the EEA. These countries privacy laws may be different from those in your home country. Where we transfer data to a country which has not been deemed to provide adequate data protection standards we always have security measures and approved model clauses in place to protect your personal data.
To find out more about how we safeguard your information as related to transfers and to obtain a copy of such safeguard, contact us using the contact details below.
What rights do you have in relation to the data we hold on you?
By law, you have a number of rights when it comes to your personal data. Further information and advice about your rights can be obtained from the Information Commissioner’s Office (ICO):
Rights: What does this mean?
- The right to be informed
You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we’re providing you with the information in this Policy.
- The right of access
This is so you’re aware and can check that we’re using your information in accordance with data protection law.
- The right to rectification
You are entitled to have your information corrected if it’s inaccurate or incomplete.
- The right to erasure
This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there’s no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.
- The right to restrict processing
You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.
- The right to data portability
You have rights to obtain and reuse your personal data for your own purposes across different services. For example, if you decide to switch to a new provider, this enables you to move, copy or transfer your information easily between our IT systems and theirs safely and securely, without affecting its usability.
- The right to object to processing
You have the right to object to certain types of processing, including processing for direct marketing (i.e. if you no longer want to be contacted with potential opportunities).
- The right to lodge a complaint
You have the right to lodge a complaint about the way we handle or process your personal data with your national data protection regulator.
- The right to withdraw consent
If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful). This includes your right to withdraw consent to us using your personal data for marketing purposes.
We usually act on requests and provide information free of charge, but may charge a reasonable fee to cover our administrative costs of providing the information for:
- baseless or excessive/repeated requests, or
- further copies of the same information.
Alternatively, we may be entitled to refuse to act on the request.
Please consider your request responsibly before submitting it. We’ll respond as soon as we can. Generally, this will be within one month from when we receive your request but, if the request is going to take longer to deal with, we’ll come back to you and let you know.
How will we contact you?
We may contact you by phone, email or social media. If you prefer a particular contact means over another please just let us know.
How can you contact us?
If you are unhappy with how we’ve handled your information, or have further questions on the processing of your personal data, contact us here: Stanford Resourcing Limited, 6th Floor 19-21 Great Tower Street, London EC3R 5AR or at email@example.com
Changes to our privacy notice
The Privacy Statement is current as of May 2018. At any time, for any reason and in our sole discretion, we may revise the Privacy Statement to reflect our personal information processing activities. We will notify you of material changes to the Privacy Statement by email if you have registered as a Candidate.
Please check the Privacy Statement regularly to read any revisions we have made.