The Company, Kens Cube Ltd., operates a recruitment business which trading name as Kens Recruitment where we provide work-finding services to its clients and work-seekers. The Company must process personal data (including sensitive personal data) so that it can provide these services – in doing so, the Company acts as a data controller and can be contacted as follows:
By post: Data Protection Manager, Kens Cube Ltd., Ashfields Suite International House, Cray Avenue, Orpington, Kent, BR5 3RS
By e-mail: firstname.lastname@example.org
By phone: +44 (0)20 4506 0266
You may give your personal details to the Company directly, such as on an application or registration form or via our website, or we may collect them from another source such as a jobs board. The Company must have a legal basis for processing your personal data. For the purposes of providing you with work-finding services and/or information relating to roles relevant to you we will only use your personal data in accordance with this privacy statement. At all times we will comply with current data protection laws.
Collection and use of personal data
Purpose of processing and legal basis
Recipients of data
Information to be provided when data is not collected directly from the data subject
Categories of data
Sources of data
Automated decision making
Links to external sites
Sale of the business
Changes to this privacy statement
Complaints or queries
1. Collection and use of personal data
a. Purpose of processing and legal basis
The Company will collect your personal data (which may include sensitive personal data) and will process your personal data for the purposes of providing you with work-finding services. This includes for example, contacting you about job opportunities, assessing your suitability for those opportunities, updating our databases, putting you forward for job opportunities, arranging payments to you and developing and managing our services and relationship with you and our clients.
In some cases we may be required to use your data for the purpose of investigating, reporting and detecting crime and also to comply with laws that apply to us. We may also use your information during the course of internal audits to demonstrate our compliance with certain industry standards.
We must have a legal basis to process your personal data. The legal bases we rely upon to offer our work-finding services to you are:
Where we have a legitimate interest
To comply with a legal obligation that we have
To fulfil a contractual obligation that we have with you
To protect the vital interests of the data subject or another natural person
b. Legitimate interest
This is where the Company has a legitimate reason to process your data provided it is reasonable and does not go against what you would reasonably expect from us. Where the Company has relied on a legitimate interest to process your personal data our legitimate interests is/are as follows:
• Managing our database and keeping work-seeker records up to date;
• Providing work-finding services to you and our clients;
• Contacting you to seek your consent where we need it;
• Giving you information about similar products or services that you have used from us recently;
c. Statutory/contractual requirement
The Company has certain legal and contractual requirements to collect personal data (e.g. to comply with the Conduct of Employment Agencies and Employment Businesses Regulations 2003, immigration and tax legislation, and in some circumstances safeguarding requirements.) Our clients may also require this personal data, and/or we may need your data to enter into a contract with you. If you do not give us personal data we need to collect we may not be able to continue to provide work-finding services to you.
d. Recipient/s of data
The Company will process your personal data and/or sensitive personal data with the following recipients:
• Clients (whom we may introduce or supply you to)
• Former employers whom we may seek references from
• Payroll service providers who manage payroll on our behalf or other payment intermediaries whom we may introduce you to
• Our group companies
2. Information to be provided when data collected not from the data subject
Categories of data: The Company has collected the following personal data on you:
Name, address, mobile no., email
Nationality (through right to work check)
Sensitive personal data:
Health information including whether you have a disability
Source of the personal data: The Company sourced your personal data/sensitive personal data:
From jobs boards, LinkedIn
A former employer
A referee whose details you previously provided to us
Software provides who we use to support our services including
Cookies listed in section 6
This information came from a publicly accessible source.
3. Overseas Transfers
The Company may transfer the information you provide to us to countries outside the European Economic Area (‘EEA’) such as to Japan for the purposes of providing you with work-finding services. We will take steps to ensure adequate protections are in place to ensure the security of your information. The EEA comprises the EU member states plus Norway, Iceland and Liechtenstein.
4. Data retention
The Company will retain your personal data only for as long as is necessary for the purpose we collect it. Different laws may also require us to keep different data for different periods of time.
The Conduct of Employment Agencies and Employment Businesses Regulations 2003, require us to keep work-seeker records for at least one year from (a) the date of their creation or (b) after the date on which we last provide you with work-finding services.
Where the Company has obtained your consent to process your personal data and sensitive personal data, we will do so in line with our retention policy. Upon expiry of that period the Company will seek further consent from you. Where consent is not granted the Company will cease to process your personal data and sensitive personal data.
5. Your rights
Please be aware that you have the following data protection rights:
The right to be informed about the personal data the Company processes on you;
The right of access to the personal data the Company processes on you;
The right to rectification of your personal data;
The right to erasure of your personal data in certain circumstances;
The right to restrict processing of your personal data;
The right to data portability in certain circumstances;
The right to object to the processing of your personal data that was based on a public or legitimate interest;
The right not to be subjected to automated decision making and profiling; and
The right to withdraw consent at any time.
Where you have consented to the Company processing your personal data and sensitive personal data you have the right to withdraw that consent at any time by contacting Data Protection Manager. Please note that if you withdraw your consent to further processing that does not affect any processing done prior to the withdrawal of that consent, or which is done according to another legal basis.
There may be circumstances where the Company will still need to process your data for legal or official reasons. Where this is the case, we will tell you and we will restrict the data to only what is necessary for those specific reasons.
If you believe that any of your data that the Company processes is incorrect or incomplete, please contact us using the details above and we will take reasonable steps to check its accuracy and correct it where necessary.
You can also contact us using the above details if you want us to restrict the type or amount of data we process for you, access your personal data or exercise any of the other rights listed above.
When you use our website we may gather information about you through Internet access logs, cookies and other technical means. ‘Cookies’ are text files placed on your computer to collect Internet log information and user behaviour information. These are used to track website usage and monitor website activity and for other data processing reasons set out below.
Some of the cookies we use are essential for parts of the site to operate and have already been set. You may delete and block all cookies from this site, but parts of the site will not work. To find out more about the cookies we use and how to delete them, please contact our Data Protection Manager.
7. Log Files
We use IP addresses to analyse trends, administer the site, track users’ movements, and to gather broad demographic information for aggregate use. IP addresses are not linked to personally identifiable information.
8. Links to external websites
The Company’s website may contains links to other external websites. Please be aware that the Company is not responsible for the privacy practices of such other sites. When you leave our site we encourage you to read the privacy statements of each and every website that collects personally identifiable information. This privacy statement applies solely to information collected by the Company’s website.
9. Sale of business
If the Company’s business is sold or integrated with another business your details may be disclosed to our advisers and any prospective purchasers and their advisers and will be passed on to the new owners of the business.
10. Data Security
The Company takes every precaution to protect our users’ information.
1. Our policy is to ensure that all our firewalls and anti-virus software are updated at least monthly, in addition to automatic updates. We currently use Norton Security Premium software.
2. Our entire system is externally backed up daily, weekly and fortnightly via our online server, which is disconnected from our main network. All information on this server is encrypted and managed by our internal IT engineers. (Please refer to section 7 of our Information Security Policy.)
3. Our policy is to encrypt all mobile computing devices and portable data storage devices made for work-related purposes, including processing, transacting and storing of any personal data. We also ensure that access to all sensitive information, in relations to any of this data, is restricted by the relevant departments.
4. We ensure that all sensitive information is promptly revised, amended or removed for all joining, moving and leaving employees, via strict protocol enforced by our IT department. We also require that the IT department enforce multi-factor authentication for remote access and administrative accounts, in addition to ensuring all online banking and fund transfers require two-factor authentication. (Please refer to sections 2 and 3 of our Data Subject Access Request Policy.)
The Company uses all reasonable efforts to safeguard your personal information.
5. Our internal and external platforms are enforced with intrusion prevention and detection software, which automatically record data from each intrusion incident. The information from these incidents is used as threat intelligence, to allow our company to block any consistent intruders at will. To ensure the integrity of our software, we regularly perform test attacks on various sectors of our system.
6. In order to ensure all our relevant employees are proactively enforcing relevant data privacy and security procedures, we currently organize a mandatory annual seminar, which is the responsibility of our IT department.
7. We currently have a Disaster and Recovery Plan (DRP), which is tested annually and would allow our critical systems to be recovered within 12-24 hours of any listed disasters.
Only employees who need the information to perform a specific job (for example, consultants, our accounts clerk or a marketing assistant) are granted access to your information.
The Company uses all reasonable efforts to safeguard your personal information. However, you should be aware that the use of email/ the Internet is not entirely secure and for this reason the Company cannot guarantee the security or integrity of any personal information which is transferred from you or to you via email/ the Internet.
If you share a device with others we recommend that you do not select the “remember my details” function when that option is offered.
If you have any questions about the security at our website, you can email Data Protection Manager.
11. Changes to this privacy statement
We will update this privacy statement from time to time. We will post any changes on the statement with revision dates. If we make any material changes, we will notify you.
12. Complaints or queries
If you wish to complain about this privacy notice or any of the procedures set out in it please contact Data Protection Manager.
You also have the right to raise concerns with Information Commissioner’s Office on 0303 123 1113 or at https://ico.org.uk/concerns/, or any other relevant supervisory authority should your personal data be processed outside of the UK, if you believe that your data protection rights have not been adhered to.