Privacy Policy

This privacy policy sets out how Harcourt Matthews uses and protects any information that you give us when you use this website.

Harcourt Matthews Limited is committed to protecting the privacy of our candidates, clients and users of our services and website.

Your privacy is important to us and we take it very seriously. We want to help everyone who uses Harcourt Matthews Limited (HML) services and our website to get the most out of them. This policy covers all our brands – PurpleStar and Recruiting-Intelligence.com and their associated recruitment partner programme, concessions, products and services.

The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) is a new regulation which replaces the Data Protection Regulation (Directive 95/46/EC). The Regulation aims to harmonise data protection legislation across EU member states, enhancing privacy rights for individuals and providing a strict framework within which commercial organisations can legally operate. Even though the UK has expressed its intention to leave the EU in March 2019, the GDPR will be applicable in the UK from 25^th May 2018. Furthermore, the Information Commissioner’s Office (ICO) has recently laid out its intention to continue with a similar level of regulation post March 2019.

The policy below explains in English how the GDPR and the current Privacy Directive applies to the way HML handles your personal data.

Our aim is to be responsible, relevant and secure when using your data. Harcourt Matthews are recruitment specialists with a proven background in providing a broad spectrum of recruitment solutions, we work across a range of functions, industry sectors and professional disciplines utilising modern methods and world class technologies. Our expectation is that individuals giving consent share these aims and objectives. If this is not your expectation, please do not subscribe or register. You will be offered a “tick box” to subscribe to our services on registration on our website, followed by a welcome email. You have options to unsubscribe or fill in a form, which enables deletion of personal details, this form can be found in the footer of our website.

Please take a moment to read through what information we collect about you, who we share it with and how they might use it.

What is the purpose and legal basis of the processing?

At HML we will rely on your ‘consent’ to process personal data. This is defined by the new GDPR standard of ‘consent’ as it’s legal basis for processing personal data
GDPR defines consent as ‘any freely given, specific, informed and unambiguous indication of the data subjects’ wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her’ we may process data e.g. any job application or CV entered by you into a CV/Job board database, which you have made freely available for CV searching or a Linkedin job application or any affirmative communication and messaging made by you in Linkedin inmails or Connections
By registering consent, you have accepted that you understand and accept this as a valid legal basis for processing your personal data
Your data will not be shared with any third parties without your prior knowledge, but may be used by us to help a selected, GDPR-compliant and professionally relevant group of industry suppliers to share their knowledge and insights with you through our branded channels
Your personal data will not be shared with any third parties unconnected with HML

Who controls your personal data?

The Data Controller is Harcourt Matthews Limited.

Business Address: Oliver House, 19-23 Windmill Hill, Enfield, EN2 7AB
Registered UK Company Number: 3593165
Registered address: Mostons, 29 The Green, London N21 1HS
The Data Controller’s representative is the MBA Director
You can contact them at mba@harcourtmatthews.com
You can call them on 02083704000
Harcourt Matthews Limited is registered as a Data Controller with the Information Commissioner’s Office Certificate Number Z727779X

The Information We Collect and How We Use It

Harcourt Matthews Limited may collect your personal details, including but not limited to your name and contact details, and other relevant information from your CV.

On occasion, this may also include sensitive personal information such as details of criminal convictions and ethnic origin. This information is held, used and disclosed by us as follows:

to provide our services to you;
to maintain our business relationship, where you are a user of our website, a client or a candidate;
to enable you to submit your CV for general applications, to apply for specific jobs or to subscribe to our job alerts or other value-added resources.
to match your details with job vacancies, to assist us in finding a position that is suitable for you and to send your personal information (including sensitive personal data) to clients to apply for jobs. More information can be found under: The information we may collect
to answer your enquiries;
to direct-market job management & recruitment products and services (supporting your work-life as a candidate or prospective client, advise you of news and industry updates, events, promotions and competitions, reports and other information. Where we do so, you will be able to unsubscribe from such communications. More information can be found under: How we use the information
to fulfil contractual obligations with our clients;
to trusted third parties, where we have retained them to provide services that you or our clients have requested, such as references, qualifications and criminal reference checking and CV screening services (as required), verification of the details you have provided from third party sources, psychometric evaluations or skills tests. These third parties comply with similar and equally stringent undertakings of privacy and confidentiality as Harcourt Matthews. More information can be found under Disclosure of your information
to third parties who perform functions on our behalf and who also provide services to us, such as professional advisors, IT consultants carrying out testing and development work on our business technology systems, research and mailing houses and function co-ordinators. These third parties comply with similar undertakings of privacy and confidentiality as Harcourt Matthews; see addendum: Disclosure of your information
if Harcourt Matthews Limited or its business merges with, or is acquired by another business or company, we may share personal information with the new owners of the business or company and their advisors and if this happens, you will be sent notice of such event. More information can be found under Disclosure of your information
we may also release personal information to regulatory or law enforcement agencies, if they require us to do so. We will also disclose your information where we are permitted and requested to do so by law. More information can be found under Disclosure of your information
we may also seek your consent to collect, hold, use and disclose your personal information for any other purpose not listed above.
our website may also use a website recording service which can record mouse clicks, mouse movements, page scrolling and any text keyed into website forms. Data collected by this service is used to improve our website usability. The information collected is stored and is used for aggregated and statistical reporting and is not shared with anybody else. More information can be found under Aggregate Information about Harcourt Matthews online visitors
our database records all telephones calls. Data collected by this aggregated service is used to improve our ability to record, screen and assess capability of candidates and clients for recruitment purposes. The information collected is stored and is used for assessment and aggregated & statistical reporting and is not shared with anybody else.
Personal Data may also include a link to a professional profile including photograph if one is available in the public domain e.g. LinkedIn profile and where Linkedin messaging inmails/emails and connections correspond directly to our inhouse ATS email & database for correspondence, messaging etc.

Will the data leave the UK? If so, what safeguarding measures are in place?

Harcourt Matthews Limited has advised all parties that data may not be transferred outside of the UK without submitting satisfactory proof of their safeguarding methods and proof of a certified privacy shield.

Job Alerts

To subscribe to job alerts emails, you will be required to provide your e-mail address, which will be used for the purposes of keeping you informed, by e-mail, of the latest jobs in your nominated industry and/or will provide you with industry news and relevant recruiting business services information. Should you decide that you no longer wish to receive this information, unsubscribe links are provided in every job alert email that you receive, or log in to your profile on our website and discontinue the job alerts.

Curriculum vitae (“CV”)

We give you the option of submitting your CV via our website or by providing your CV to one of our consultants. You can do this by applying for a specific advertised job or emailing it in to us directly for consideration by our recruitment consultants for positions as they come up.

Your CV will be stored in the Harcourt Matthews Limited database and will be accessible by Harcourt Matthews Limited recruitment consultants in the UK, and others of the Harcourt Matthews Limited group of companies.

In addition, the Harcourt Matthews Limited recruitment database, including the information relating to you, can be accessed by any of our recruitment consultants working in our offices.

You can update your CV at any time, simply by following the same procedure to submit a new CV. Your old CV will automatically be archived providing the submission details remain the same (for example if you submit both CVs using the same email address, or you advise the relevant contact of your new submission).

You can update your CV by registering (as a new user or Log in, as an existing user, and appending your CV to your profile and this will be linked into our ATS database and a consultant will be informed.

Aggregate Information about Harcourt Matthews online visitors

We gather information and statistics collectively about all visitors to our website e.g.: which area users access the most frequently and which services users access the most. We only use such data in the aggregate form. This information helps us determine what is most beneficial for our users and how we can continually improve our online services to create a better overall experience for our users. We may also undertake marketing profiling to help us identify business services or jobs which may be of interest to you.

Access

You have the right at any time to ask us for a copy of the information we hold about you. As a security precaution, we may ask you to verify your identity and for more information about your request.

You also have the right to ask Harcourt Matthews Limited to stop using your information. However, if this involves a request for deletion of your file, please be aware that we may not be required or able to do so, particularly where your file also holds information about our clients or financial information that we need to keep for periods of up to six years e.g. relating to accounting records, payroll, pension, HMRC tax matters amongst others. Where we are unable to comply with your request, we will provide reasons for failing to do so.

If you would like to make a request for information, please contact mba@harcourtmatthews.com.

Other websites

Please note that clicking on links and banner advertisements may result in your transferral to another website, where data privacy practices may be different to that of Harcourt Matthews. Visitors should consult the other websites’ privacy policies as we are not responsible for, and have no control over, information that is submitted to or collected by these third parties.

Internet-based transfers

Given that the Internet is a global environment, using the Internet to collect and process personal data necessarily involves the transmission of data on an international basis. Therefore, by browsing our website and communicating electronically with us, you acknowledge and agree to our processing of personal data in this way.

Changes to our Privacy Policy

This privacy policy may be changed by Harcourt Matthews Limited at any time. If we change our privacy policy in the future, we will advise you of changes or updates to our privacy policy by a prominent notice on our website. Continued use of this website or our services after such changes will constitute your acceptance of such changes. If, at any time, you have questions or concerns about Harcourt Matthews international online privacy commitment, please feel free to e-mail us at mba@harcourtmatthews.com or call our office to speak to one of our representatives.

Equal Opportunities

Harcourt Matthews Limited is an equal opportunities employer and a company committed to diversity. This means that all job applicants and members of staff will receive equal treatment and that we will not discriminate on grounds of gender, marital status, race, ethnic origin, colour, nationality, national origin, disability, sexual orientation, religion or age.

As part of our commitment to equal opportunities, we may from time to time use information provided by you for the purposes of diversity monitoring. All such information will be used on an anonymised basis. Please click here for more information on diversity.

The information we may collect

The information about you we may collect, hold and process is set out below:

(A) Information collected and processed for finding you a suitable role is as follows:

Your name *
Your address *
Your email addresses *
Your telephone numbers *
CV/work history *
Job preferences including role, geographical areas and salary *
Any other work-related information you provide, e.g. education or training certificates *

(B) Information in respect to individuals that have worked for us previously or may work for us is as follows:

Passport or proof of right to work in the UK
DOB
National insurance number
Full details of job offer and placements
Outcome of criminal record checks and security clearance for certain roles
In certain cases, medical information
References
Financial information (including but not limited to payroll details and terms, HMRC data, pension scheme details, court orders and statutory payments)
A log of our communications with you by email and telephone (call recordings)
In some cases, permits and visas

This information will have been provided, or will be provided, by you or a third party with whom we work, such as a Job Board company or another employment business or agency. In the case of references, these will be from your previous employer/s. Medical information may be supplied by a third party such as your GP, Consultant or Occupational Health. The outcome of criminal record checks and security clearance checks, where relevant, will be supplied by the Disclosure and Barring Service, or other external company applicable to the placement.

How we use the information

The above information is used to provide our services to you in our capacity as an employment business/ recruitment consultancy to find you suitable work whether on an interim/temporary or permanent basis, based on your requirements as set out below.

The information under (A) above may be used as follows:

To match your skill sets with job vacancies to assist in finding you the positions that most suit you
To put forward your details to our clients and prospective employers for you to be considered for vacancies
To place you with our clients and prospective employers
To keep you informed of available opportunities as they arise
To keep you informed of the candidate and client business services offered by us

The information under (B) above may be used as follows:

To establish that you have the right to work in the UK, Ireland and/or Europe
To undertake relevant security and criminal record checks as required by our clients and prospective employers and as permitted by law
To deal with any medical and health and safety issues relating to certain positions
To put in place contractual arrangements and documentation once a role has been secured
To pay you if placed

How we hold the information and who will have access to the data?

All HML personal data is located within Bullhorn data centres in the UK. Through our security checks, we have established Bullhorn are GDPR compliant. More information about Bullhorn and GDPR can be found here: https://www.bullhorn.com/uk/gdpr/

Disclosure of your information

Your CV and related information will be shared or sent to prospective employers and our clients. Once you have secured a placement additional information will be provided to them to enable the placement to proceed. Employers and clients will usually be located inside the European Economic Area (EEA) but on occasion roles may be outside of the EEA.

Personal data shall not be transferred to a country or territory outside the EEA, unless that country or territory ensures an adequate level of protection, or that the appropriate safeguards are in place for your rights and freedoms. Before such a transfer takes place outside of the EEA, we will provide you with further information concerning this.

We may also share your information with PurpleStar, Recruiting-intelligence.com, which are brands or companies within the Harcourt Matthews Group, to keep you informed of the candidate and client business services offered by us. This includes, but is not limited to, PurpleStar and Recruiting-Intelligence.com and their associated users, products/services and where client customers, Preferred Supplier Listings (PSL) and relationships with clients requesting data for their HR/recruitment records.

N.B. Individual permissions from you will be obtained to transfer data to a PSL customer.

Other trusted third parties that we may share your data with are as follows:

HM Revenue and Customs,
pension scheme providers,
legal advisors
other companies for undertaking pre-engagement checks for the role or for payments

We use the following data processors to ensure we offer you the best service and to help us run our communities:

Job boards
Linkedin
Facebook
Twitter
Google Analytics
Bullhorn
Daxtra
CloudCall
MS Office 365
Mail Chimp
Xero & Iris (via our Accountancy & Payroll services firm Mostons)

We only work with GDPR compliant suppliers and clients.

What are my rights?

Harcourt Matthews confirms the following rights to each Data Subject:

The right to be informed
The right of access
The right to rectification
The right to erasure
The right to restrict processing
The right to data portability
The right to object
Rights in relation to automated decision making and profiling.

You currently have the right at any time to ask for a copy of the information about you that we hold. To make it a simpler process, we have created a data request form which can be found in the footer of our website.

Data Retention: How long will the data be kept for?
At Harcourt Matthews, the Retention period for personal data is three years.

Although the average length of time for a permanent UK Manager/Executive remaining in a role is 12-18 months and 9-15 months for a junior professional, our 20+ years of experience tells us 70% of the time, a candidate is passive-active in their job search and requests infrequent, but regular, updates and access to career development & business services material. An interim or temporary worker will be on the job market indefinitely, dependant on the length of their role, they will be readying themselves for the next role immediately. For this reason, we have selected three years as the optimal time frame for the retention period.

HML will be required to deactivate personal data after the relevant retention period, or when they are in receipt of a data subject’s request to do so, whichever is earlier. The data subject has the right to change their mind and withdraw consent at any point during the retention period.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added, and the cookie helps analyse web traffic or lets you know when you visit a site.

Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies.

Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Concerns

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to Information Commissioners Office at https:\\ico.org.uk\concerns\.

Withdrawal of consent

If you have provided us with your consent to process your data for the purpose of using our services and finding you suitable work, you have the right to withdraw this at any time. In order to do so, you should fill in the Delete My Data form located in the footer of the website or by clicking here: harcourtmatthews.com/delete-my-data/. We request up to 7 working days to fulfil this request and will confirm when data has been deleted via email or telephone.

Contact

If you have any queries, please contact us via the contact form or by writing to us at mba@harcourtmatthews.com