ERP Resource Base Privacy Notice
ERP Resource Base Limited (referred to as ERP Resource Base) is committed to protecting and respecting your privacy.
This Privacy Notice describes how we collect, use and process your personal data – whether we are in the process of helping you find a job, continuing our relationship with you once we have found you a role, providing you with a service, or if you are visiting our website. We also provide information on how we collect information on potential candidates, and detail the lawful basis that we use for processing your personal data.
This Privacy Notice applies to the personal data of:
Website Users: any individual who accesses our website.
Candidates: candidates or potential candidates for roles advertised or promoted by us, including permanent, parttime and temporary positions with Clients of ERP Resource Base as well as people who have supplied a speculative CV to ERP Resource Base not in relation to a specific job. In this Privacy Notice the term Candidate includes individual contractors and individuals supplying their services via personal services and umbrella companies.
What personal data do we collect?
We collect personal data to enable us to consider you for employment opportunities, and if successful, to administer our ongoing relationship. We also collect information on potential candidates and to develop new relationships.
This personal data collected for this purposes may include your: name, contact information, email addresses, curriculum vitae, photograph, education details, employment history, links to your professional profiles available in the public domain (e.g. LinkedIn, Twitter, business Facebook or corporate website) immigration status, financial information (where we need it to carry out financial background checks or to pay you), social security number and tax related information, referee details, details about your current remuneration, pensions and benefits arrangements and emergency contact details. In addition, you may choose to share other information with us that you think to be relevant to positions being applied for.
Where appropriate or necessary (and in accordance with legal requirements) we may also collect information related to your health or details of any criminal convictions, where this is required for a role that you are applying for. We may ask you to provide diversity information (on a voluntary basis) for the reasons and in the circumstances set out below.
How do we collect personal data?
Personal data provided by Candidates
We collect information about Candidates when you register as a Candidate with ERP Resource Base by completing the registration form on our website (www.erpresourcebase.com) or by sending us your CV or by corresponding with our consultants by phone, e-mail or in person
You may also provide us with your personal data when you use our website, subscribe to our services, participate in salary and other market surveys, attend our events, participate in discussion boards or other social media functions on our site, apply for jobs with us via a job board which then redirects you to our website and if you report a problem with our website
Personal data collected from other sources
We may also receive personal data from other sources such as referees, our Clients and from third party sources, such as LinkedIn and other job board websites, your business card and personal recommendations. For example, if you ‘like’ our page on Facebook or ‘follow’ us on Twitter we will receive your personal information from those sites and if you were referred to us through a recruitment process outsourcer (RPO) or other Supplier – they may share personal information about you with us.
Where we obtain your information through LinkedIn or other business networking sites (for example where you choose to connect with one of our consultants) we will email you a link to this Privacy Notice so that you can review it and decide what information you would like us to provide to you.
We also work closely with third parties including our group companies, business partners, sub-contractors in technical, professional, payment and other services, advertising networks, analytics providers, search information providers, professional advisors. We may receive information about you from them for the purposes of our recruitment services and ancillary support services.
What information do we collect about website users?
When you visit our website there is certain information that we may automatically collect, whether or not you decide to use our services. This includes your IP address, the date and the times and frequency with which you access the website and possibly the way you browse its content.
We will also collect data from you automatically via cookies in line with the cookie settings in your browser. If you would like to know more about cookies including how we use them and the choices available please refer to the Cookies section of this Privacy Notice.
How do we use Candidate personal data?
We use Candidate data as follows:
- Storing your details (and updating them when necessary) on our database, so that we can contact you in relation to recruitment services.
- Providing you with our recruitment services and to facilitate the recruitment process.
- Assessing data about you against vacancies which we think may be suitable for you.
- Sending your information to Clients (with your prior consent) in order to apply for jobs or to assess your eligibility for jobs.
- Enabling you to submit your CV, apply online for jobs or to subscribe to alerts about jobs we think may be of interest to you.
- Carrying out our obligations arising from any contracts entered into between us.
- Carrying out our obligations arising from any contracts entered into between ERP Resource Base and third parties in relation to your recruitment.
- Facilitating our payroll and invoicing processes (applicable when ERP Resource Base is responsible for paying you).
- Carrying out market surveys and market reports.
- Verifying details that you have provided, using third party resources (such as psychometric evaluations and regulatory checks)
- To request information (such as references, qualifications and potentially any criminal convictions, to the extent that this is appropriate and necessary with respect to roles you are applying for).
- Complying with our legal obligations in connection with the detection of crime or the collection of taxes or duties.
- Processing your data to enable us to send you targeted, relevant marketing materials or other communications which we think are likely to be of interest to you.
What is the legal basis for the processing of your personal data?
Data protection laws require us to have a legal basis for the processing of personal data. These legal bases are summarised below with example of the processing we do that relies upon these bases.
It may be necessary to process candidate personal data with a view to entering into a contract with you, for example, if we are negotiating or have entered into a placement agreement with you or your organisation or any other contract to provide services to you or receive services from you or your organisation.
We will rely on legal obligation where laws or regulation require us to process personal data in a certain way – including where you are applying for roles or are placed in a role in a regulated environment, and to comply with taxation and accounting requirements.
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
We will in some circumstances rely on your consent for particular uses of your data. Examples of when consent may be the lawful basis for processing include permission to introduce you to a Client or to send marketing communications to you via email. In such instances you have the right to withdraw your consent at any time
We may also process personal data for the legitimate interests of our business. Our uses of legitimate interests are described below:
- In order to support our Candidates’ career aspirations and our Clients’ resourcing needs we require a database of Candidate and Client personal data containing historical information as well as current resourcing requirements.
- As a recruitment business and recruitment agency we introduce Candidates to Clients for permanent employment, temporary worker placements or independent professional contracts. The exchange of personal data of our Candidates and our Client contacts is a fundamental, essential part of this process.
- We think that it is reasonable to expect that if you are looking for employment or have posted your professional background and information on a job board or professional networking site that you are happy for us to collect and otherwise use your personal data to offer or provide our recruitment services to you, assess your skills against our vacancies and, with your consent, share that information with prospective Clients/employers.
- Once an offer of a role is made to a Candidate, your prospective employer may also want to double check any information you’ve given us (such as the results from psychometric evaluations or confirm your references, qualifications and criminal record) to the extent that this is appropriate and necessary for the role.
- Establishing or defending legal claims.
Equal opportunities monitoring
- We are committed to ensuring that our recruitment processes are aligned with our approach to equal opportunities.
- We may ask you to provide personal data about your ethnic background, gender, disability, age, sexual orientation, religion or other similar beliefs in order that we can use this information – on an anonymised basis – to monitor our compliance with our equal opportunities policy.
- We may also disclose this anonymised data to Clients where this is contractually required or the Client specifically requests such information to enable them to comply with their own diversity goals and employment processes.
- You will be asked to explicitly and clearly tell us that you agree to us collecting and using this information.
- You have the right to withdraw your consent at any time and we will cease to carry out the particular activity that you previously consented to unless we consider that there is an alternative reason to justify our continued processing of your data for this purpose in which case we will inform you of this condition
Automated Decision Making and Profiling
We do not undertake automated decision making or profiling. We do use our computer systems to search and identify personal data in accordance with parameters set by a person. A person will always be involved in the decision-making process.
Disclosure of your information inside and outside of the EEA
We may share your personal information within our organisation both in the EEA and outside of the EEA and with selected third parties including:
- Clients for the purpose of introducing Candidates to them.
- Candidates for the purpose of arranging interviews and engagements with Clients.
- Clients, business partners, suppliers and sub-contractors for the performance and compliance obligations of any contract we enter into with them or you.
- Cloud based storage providers
- Subcontractors including payment and other financial service providers.
- Credit reference agencies, our insurance broker, compliance partners and other subcontractors for the purpose of assessing your suitability for a role where this is a condition of us entering into a contract with you.
Where positions are based outside of the EEA then we will be required to transfer information outside of the EEA to provide you with our services.
We may disclose your personal information to third parties
- To whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this Privacy Notice.
- If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms and conditions of service and other agreements; or to protect the rights, property, or safety of ERP Resource Base our Candidates, Clients or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
We require all third parties to respect the security of personal data and to treat it in accordance with the law. We do not allow third-party service providers with whom we may work to use your personal data for their own purposes and we only permit them to process your personal data for specified purposes and in accordance with our instructions.
Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
- We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission.
- We may use specific contracts which give personal data the same protection it has in Europe.
It is important to be aware that unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website, emails or fax service.
Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access. All information you provide to us is stored on our secure servers in the UK. We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Retention of your data
We will retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements, and where we have a sound business reason to do so.
As a general rule we keep your ID on file for the duration of your employment/engagement and for a period of 8 years after your employment/engagement ends. However, where we have statutory obligations to keep personal information for a longer period or where we may need your information for a longer period in case of a legal claim, then the retention period may be longer.
Your legal rights
Under data protection laws you have the right to:
- Request access to your personal information which involves confirming with us whether we
are processing your personal data and if we are, to request access to and to receive a copy of that personal data, plus information on the categories of personal data processed, the purpose of the processing and the recipients or categories of recipients.
- Request correction of the personal information that we hold about you.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason forus continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
- Object to processing of your personal information where we are relying on legitimate interests as the lawful basis for processing (or those of a third party). You also have the right to object where we are processing your personal information for direct marketing
- purposes. To stop receiving marketing communications from us or change your preferences please contact us email@example.com
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal information to another party in a portable format, if practicable.
- Withdraw consent to processing at any time where we are relying on consent to process your personal data. This will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain
products or services to you. We will advise you if this is the case at the time you withdraw your consent.
- Make a complaint to a data protection supervisory body if you believe we have not adequately addressed your concerns. In the United Kingdom this is the Information Commissioner’s Office (ICO).
If you wish to exercise any of the rights set out above, please contact the us at firstname.lastname@example.org
Changes to our Privacy Notice
This Privacy Notice is effective as of 25 May 2018. Any changes we make to our Privacy Notice in the future will be posted on this page and, where changes are material they will be notified to you by e-mail. Please check back frequently to see any updates or changes to our Privacy Notice.
Questions, comments and requests regarding this Privacy Notice are welcomed and should be addressed to
ERP Resource Base
+44 (0) 208 772 0300