General

This Privacy Policy applies strictly to Magnet Recruit Limited. Throughout the policy text, Magnet Recruit Limited might be referred to as `'Magnet Recruit`', `'the Company`', `'we`', `'us`' and `'our`'.

Magnet Recruit is a recruitment company that provides work-related services to Clients, Candidates and Contractors. Consequently, personal data usage, collection, processing and storage (including sensitive personal data) are essential to our recruitment procedure. Due to the nature of our business, we have to routinely process the data we acquire from Candidates, Contractors, Clients, Suppliers, Employees, website visitors and job sites/boards utilised.

The Company's privacy notice is subject to regular checks and reviews, to ensure we are always compliant with the UK GDPR requirements. The dates of any updates or amendments made to this policy will be highlighted at the top of the page and the changes become effective starting from that date. By using, or continuing to use Magnet Recruit's services, you automatically agree to this policy and any changes made to it, unless exceptionally agreed otherwise. The following policy is to demonstrate the strict procedure through which your data is handled, as well as how we operate to preserve your privacy.

Data Collection and Outsourcing

Although you are under no legal obligation to submit or share your data with Magnet Recruit Limited, certain information is essential to us in order to offer our professional services. We will only request details that are mandatory to enable us to offer you the required service. The Company will not request unnecessary information and will not retain it for longer than needed.

Sensitive data (such as race/ethnicity, physical or mental health, sexual orientation and gender identification, religious and ethical beliefs, political opinions or affiliations, criminal records and proceedings) will only be requested in the case of them being pertinent to the recruitment process and only when applicable. Sharing data of this nature with Magnet Recruit Limited is, however, still subject to the same general data policy and is regarded as consent on your behalf for us to utilise them ' only when obligatory to the requirements of the process.

Your legal rights regarding your personal data and their handling will be discussed further down.

Magnet Recruit Limited's Data Sources

We obtain and collect your personal data via the following three main channels:

Personal data provided by the data Subject (Candidates or Clients);

Personal data we receive via a third party (Job sites, public profiles, LinkedIn Recruiter);

Personal data collected automatically (Job advert applications and the website).

Specific Data Collected (Obtained from Data Subject)

The data we collect include, but is not restricted to, the following:

Name, Date of Birth, Residential Address

Telephone Numbers (Work, Home, Mobile)

Email Address (Personal and Professional)

CV and Online Profiles (LinkedIn Profile)

Employment Information (Job Title, Current Employer, Salary/Rates and Remuneration Expectations)

Pension and Benefits Details

Work Experience and Qualifications

Identification Supports: Photographs, Copies of Driver's License and/or Passport

Telephone Conversation Voice Recordings/ Video Meetings Recordings (when applicable).

Specific Data Collected (Obtained from a Third-Party)

In the case of a third-party evolvement, Magnet Recruit Limited will collect the following personal data:

Name/contact details

CV /Profile

These can be obtained via an entity that is separate from the Subject themselves such as personal information shared with us by the Candidate's current or previous employer, a professional reference or one of our existing Clients. On-line information also falls within this category, such as public or private information shared via:

Social media and Networking platforms (X, Facebook, LinkedIn…)

Job Boards (for instance: CV Library, Reed, Indeed…)

Specific Data Collected (Obtained automatically)

This procedure is not Subject-specific. Magnet Recruit Limited online supports (such aswww.magnetrecruit.com) can collect personal data, if the forms on the website are filled by an individual or a company. These data are automatically forwarded to Magnet Recruit Limited and are received after the inputting source has agreed to our privacy policy by ticking a box confirming full consent and awareness of our terms.

Data Usage

As previously stated, data and data collection are crucial to the recruitment process conducted by our Company. Once collected, Magnet Recruit will utilise your data in the following area

Recruitment Services:

Recruitment and job-related services are the primary areas our Company operates within. To provide these services, access to your data is indispensable so that we can:

Analyse the market in terms of Candidates' availabilities and suitability.

Contacting and putting forward Candidates to fill vacancies.

Maintaining post-placement relationships and follow-ups for future collaborations.

Keeping the Company's database up to date.

Marketing our Services:

As a growing business, we would need to occasionally keep our network posted about our Services and the improvements we make to the Company, as well as sharing news, reports, offers, promotions, events and updates about the industry we operate within that might be of interest to our network. Promotional communications are often done via adding your details to a generic mailing list, therefore meaning that this might not be covered by our legitimate interest or tailored to the Subject's specific needs. An opt-out option will always be available for you to use at the bottom of marketing emails, in the event of disinterest of feeling spammed. Unsubscribing from our mailing does not mean that you will stop being seeing our posts or adverts on other media and platforms.

Data Retention

Retaining data by business is a legal requirement. Depending on the type of data we deal with, different laws require us to retain them for different periods of time. Therefore, Magnet Recruit Limited will retain and keep data only for as long as it is necessary

Upon expiry of the period of data retention, we might seek further consent from the data Subject in order to prolong this period. However, if we are not grated the requested consent, we will cease to process and store your information.

Data Sharing

Unless instructed otherwise, the Company might have to partially or fully share your data with third parties in order to deliver the purpose for which it has initially come to acquire or request them. Third parties we share your data with include, but are not restricted to:

Any of our Clients or Employers for recruitment and professional placement purposes;

Governmental authorities, if there is a legal requirement;

Parties that have been appointed as referees (previous Employer, Educational organisation…etc.);

Companies used by Magnet Recruit Limited to conduct checks (referencing, criminal records, professional and academic qualifications…etc.), within the limits of local laws and regulations;

Companies used by Magnet Recruit Limited to provide professional services for us or on our behalf (such as solicitors, auditors, accountants, IT consultants);

Any new partners or business owners in the event of Magnet Recruit Limited merging with or is acquired by another Company.

Your Rights

It is the duty of Magnet Recruit Limit to clearly communicate to the subject their data protection rights, as provided by The General Data Protection Regulation (GDPR). Individuals and Companies have the following rights:

The Right to Be Informed / The Right of Access:

You are legally allowed to request confirmation regarding the processing of your data, as well as to request access (Subject Access Request) to your data in order to verify the lawfulness of the process. The Company is legally allowed to reject your request, in some cases. Magnet Recruit Limited will always communicate with the data Subject any reason that might lead to rejection.

The Right to Rectification:

The data Subject is legally entitled to request their personal data to be changed, updates or completed (if incomplete). This request can be done either verbally or in writing. All the new submitted data are subject to thorough checks and identity verifications until the Company is satisfied with the accuracy of the new information provided and its source. Magnet Recruit Limited will take as long as it is necessary for the verification process to be completed. Upon completion, we will inform the data Subject of the outcome of rectification request in writing.

The Right to Erasure:

The data Subject might request to be forgotten, and their data to be fully erase from Magnet Recruit Limited's system is the submitted data is no longer necessary or relevant to the process. The Right to Erasure can also be used in the event of non-compliance with the GDPD or an unlawful processing of the Subject's data by the Company.

However, this request cannot be fulfilled if the processing of the data is necessary to the public interest, to compliance with legal requirements or to the exercise legal claims. This request also does not apply when the data are necessary for archiving purposes in the public interest, scientific and historical research or statistical purposes.

We will take all the necessary steps to check the Subject's identity and investigate the reasons behind the request, until satisfied. Magnet Recruit Limited will take as long as it is necessary for the verification process to be completed. Upon completion, we will inform the data Subject of the outcome of their erasure request in writing.

We have the legal right to refuse the fulfilment of a data erasure request and we will communicate the reasons and the justifications behind the refusal decision with the data Subject directly, in writing.

The Right to Restrict Data Processing:

Alternatively, a Subject can request to restrict the processing of their data. This means that Magnet Recruit Limited is allowed to retain and process the Subject's data, but with limitations. Data restrictions requests are subject to the following circumstance:

The data Subject is dissatisfied with the accuracy of the data the Company is retaining.

Non-compliance with the GDPR or the unlawful processing of the Subject's data by the Company.

The submitted data is no longer necessary or relevant to the process. Any third parties we might have shared your data with will be promptly notified of your request.

We will take all the necessary steps to check the Subject's identity and investigate the reasons behind the request, until satisfied. Magnet Recruit Limited will take as long as it is necessary for the verification process to be completed. Upon completion, we will inform the data Subject of the outcome of their restriction request in writing. We have the legal right to refuse the fulfilment of a data restriction request and we will communicate the reasons and the justifications behind the refusal decision with the data Subject directly, in writing

The Right to Data Portability:

Data Subjects are entitled to obtain, reuse and transfer the data they have shared with Magnet Recruit Limited for their own purposes. This procedure enables the Subjects to move, copy and transfer their personal data from easily between different IT environments safely and securely. Upon request, Magnet Recruit Limited will provide the data Subject with all the data they have shared with the Company packaged securely with password protection and structured to allow its legibility by IT software. We will take all the necessary steps to check the Subject's identity and investigate the reasons behind the request, until satisfied. Magnet Recruit Limited will take as long as it is necessary for the verification process to be completed. Upon completion, we will inform the data Subject of the outcome of their data portability request in writing.

The Right to Object:

According to Article 21 of the GDPR, data Subjects are given the right to object to the processing of their data. This right enables individuals and companies to put a stop to their
personal data being process, at any time. The Objection can in be relation to all or some of the data Magnet Recruit Limited holds. It can also be in relation to a more specific processing purpose only (for instance, marketing purposes- which is regarded as an absolute right that cannot be objected or refused by the Company under no circumstances).
Other purpose-specific objects should be submitted by the Subject with justifications that are relevant to their particular situation. These objections are not considered as an absolute right and Magnet Recruit Limited reserves the right to refuse to comply with the objection request based on:

Showing compelling legitimate grounds for the processing, which override the interests, rights and freedoms of the Subject (unless the processing causes them substantial harm of financial loss…etc.);

The processing is for the establishment, exercise or defence of legal claims. We will take all the necessary steps to check the Subject's identity and investigate the reasons behind the request, until satisfied (unless it is an absolute right, in which case we will cease activity with immediate effect). Magnet Recruit Limited will take as long as it is necessary for the objection process to be completed. Upon completion, we will inform the data Subject of the outcome of their data portability request in writing.

The Right to Withdraw Consent:

Data Subjects are given the right to withdraw previously given consent by the GDPR (Article 7), at any given time. Magnet Recruit Limited's procedure of consent withdrawal is based upon the same method it was initially given. Once we have received your requested to withdraw consent, we will cease activity immediately (unless it is necessary for legal reasons) and we will notify you promptly. Please get in touch with us if you are contemplating withdrawing a previously given consent to discuss other possible alternatives

Complains or Queries:

If you are dissatisfied with or wish to complain about this notice or any of the procedures set out in our privacy policy, please contact us directly by emailing us oninfo@magnetrecruit.com or directly contacting any representative of the controller and the data protection officer. You are also entitled to raise concerns with the Information Commissioner's Office (ICO) or any other relevant supervisory authority in the event of suspicion that your personal data are processed outside of the UK, or if you believe that Magnet Recruit Limited is not compliant with the UK GDPR in processing your personal data.