Scope and overview

This privacy notice is issued on behalf of Acacium Group and all its group companies. A full list of our and group companies and their trading names can be found here, all reference to Acacium Group refers to these companies. If you require a printed copy of our group companies, please contact us using the details below.

This privacy notice applies to you when you apply to work temporarily or permanently with Acacium Group as an internal employee. Details of who the controller is will be provided during the recruitment process.

When we mention "we", "us" or "our" in this privacy notice, we are referring to any company in Acacium Group that processes your personal data.

Please contact us using the details below if you have any questions about this privacy notice or personal data we use about you:

• by email to: dpo@acaciumgroup.com; or
• by writing to: Data Protection Officer, The Acacium Group, 223 Pentonville Road, London, N1 9NG

If you have any concerns about the personal data we use about you, you have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues, by contacting them at www.ico.org.uk. We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please feel free to contact us in the first instance.

We regularly review this privacy notice and will update it where necessary. We will notify you of any significant changes, however we do recommend you regularly review this privacy notice to make sure you have the most up to date information.  This privacy notice was last updated on 21.04.2021

1.When will this privacy notice apply?

This privacy notice will apply to personal data that we collect from you when:

• you apply for a job with any company within the Acacium Group;
• you meet us at a recruitment fair or exhibition and give us details relating to a job opportunity;
• you visit our offices relating to a job opportunity;
• you speak to us on the telephone (which may be recorded for quality and monitoring purposes) relating to a job opportunity;
• you request a call back relating to a job opportunity via one of our websites;
• you email your CV or documents relating to a job opportunity to one of our recruitment team; or
• you provide your details on a social media site or job board site, indicating that you are looking for job opportunities.

We are committed to ensuring that your privacy is protected. If you provide us with personal data, you can be assured that it will only be used in accordance with this privacy notice.

2. What is the lawful basis for using your personal data?

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data for purposes below. These are commonly called the lawful basis for processing.

• Performance of a Contract - processing is necessary for the performance of a contract to which you are a party or in order to take steps at your request prior to entering a contract.
• Legitimate Interests - processing is necessary for the purpose of the legitimate interests pursued by us or a third party, except where such interests are overridden by your interests or fundamental rights and freedoms which require protection of personal data.
• Legal Obligation - processing is necessary for our compliance with a legal obligation and/or regulatory obligation to which we are subject to.

We will only use your personal data for the purposes for which we collected it unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose in this privacy notice.

The table below sets out the personal data that we collect and use about you and the lawful basis we will rely on as set out above.

Who does this apply to?

Personal data we obtain

Purpose for processing

Lawful basis

All applicants

Basic contact details:

full legal name;

telephone number;

email address; and

postal address*

• To enable you to have a preference as to how we contact you through the application process
• To enable us to communicate and manage our relationship with you while finding you suitable job opportunities
• To enable you to receive job alerts for suitable job opportunities

Performance of a Contract

All applicants

Driving Licence Information*

• To ensure your eligibility for a role that will require driving
• To verify your identification for legal and regulatory requirements if other documents are in a different name

Legal Obligation

All applicants

Details of your immigration status and legal right to work in the country the job opportunity is*

• To demonstrate that you can legally work in the country where the job opportunity is
• Where required by the role, to verify your identity is correct for your criminal check application

Legal Obligation

All applicants

Date of birth*

Legal Obligation

All applicants

Details of a change of legal name*

Legal Obligation

All applicants

Details of potential referees*

• To verify your experience in your chosen profession

Performance of a Contract

All applicants

Details of a valid registration with your required regulatory body*

• Where required by the role, to verify professional qualifications and fitness for you to legally work in your profession
• Where required by the role, to be able to place you as a qualified professional in suitable job opportunities

Legal Obligation

Performance of a Contract

All applicants

Employment history*

• To find you suitable job opportunities in your preferred and experienced profession
• To verify professional qualifications for the role you are applying for

Performance of a Contract

All applicants

Details of relevant qualifications*

Legal Obligation

All applicants

Evidence of professional skills checklists*

• Where required by the role, to verify professional skills to ensure that you are placed in a position where you can meet the required competencies

Performance of a Contract

All applicants

Answers to competency interview questions*

• To verify experience
• To ascertain the type of role you require
• To find you suitable job opportunities in your preferred profession

Performance of a Contract

All applicants

Details of your required working patterns

• To match you to a suitable position that meets your requirements

Performance of a Contract

All applicants

Market research

• To find out how you heard of the Acacium Group
• To recommend other relevant applicants to us

Legitimate Interests

3.What personal data must you provide to us as part of a statutory/regulatory or contractual requirement?

In certain circumstances, you may be obliged to provide us with personal data for a statutory or requirement or to enter into a contract. Where this is the case we have identified these instances in the table above with an “*.” If you fail to provide the personal data when requested, we may not be able to accept you as an applicant to be considered for employment with us.

4.What special category or criminal data does the Acacium Group process about you?

As a potential employer, it will be necessary for us to collect “special category data.” Depending on the role we will also process criminal conviction information about you via a criminal records bureau. When we collect special category data and criminal conviction data about you will provide you with additional information about how we will use your special category data and criminal conviction data.

 5.Why is your personal data shared across the Acacium Group companies?

The personal data that you provide will be shared within the Acacium Group, to increase your chances of finding employment. We will also share your personal data across the Acacium Group to ensure that our legal and regulatory obligations are achieved.

 6.Which third parties is your personal data shared with?

We will share your personal data with the third parties set out below:

• Our professional advisors, including accountants, solicitors, insurers, health and safety experts;
• Auditors;
• Referees;
• Third parties who provide operational services for us, for example, IT providers and call centres;
• Regulatory or law enforcement agencies; or
• 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.

 We require all third parties to respect the security of your personal data and to treat it in accordance with data protection laws. Where we share your personal data with third parties who provide operational services to us, we only permit them to process your personal data for specified purposes in accordance with our instructions.

7. Sending you potential job opportunities

We will send you emails with relevant job opportunities. If you no longer wish to receive these communications or do not wish to explore job opportunities with us, please let us know. 

8.How long do we keep your personal data for?

We will only keep your personal data for as long as is necessary for the purposes for which it was collected, which is to find you employment with us. For declined applicants, we will keep your personal data for 12 months from the date we declined to employ you or when you declined to take up a role with us.

 9.Will we transfer your data outside of the European Economic Area?

As an international organisation, we may transfer your personal data globally within the Acacium Group. Additionally, we may transfer your personal data to third parties who are outside of the European Economic Area (EEA).

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;
• Where we use third parties outside of the EEA, we may use specific contracts approved by the European Commission, these are sometimes known as standard contractual clauses, which give personal data the same protection it has in the EEA;

 If you would like more information about the methods used to transfer your personal data outside of the EEA, please contact us at dpo@acaciumgroup.com.

10.How do we safeguard your personal data?

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 only 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.

11.What rights do you have in relation to your personal data?

You have the following data protection rights when we use your personal data:

• Your right to request access to your personal data - this enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Your right to request correction of the personal data that we hold about you - this enables you to have any incomplete or inaccurate personal data we hold about you corrected, though we may need to verify the accuracy of the new personal data you provide to us.
• Your right to request erasure of your personal data - this enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing under Section (d) where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
• Your right to object to processing of your personal data - this enables you to object to the processing of your personal data where we are relying on legitimate interests (or those of a third party) and there is something about your situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
• Your right to request restriction of processing of your personal data - this enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the personal data is unlawful but you do not want us to erase it; (c) where you need us to hold the personal data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your personal data but we need to verify whether we have overriding legitimate grounds to use it.
• Your right to withdraw consent – this right arises at any time where we rely on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent.
• Your right to data portability – you have the right to ask that we transfer the personal data that you gave to us to another organisation, or to you, in certain circumstances.

If you would like to exercise any of these rights, please email people@acaciumgroup.com. In most cases we will deal with your request as soon as possible and at the latest within one calendar month of the request. If we need to extend the period for responding to your request, we will let you know within the one-month period. We do not charge a fee for any such requests unless there are exceptional circumstances.