Privacy Policy

Career Check LTD/CareerCheck Professional Ltd is committed to protecting and respecting your privacy

This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.  Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting our website you are accepting and consenting to the practices described in this policy.

The data controller and data processor is;

Career Check Ltd (register no 3912066) and CareerCheck Professional Ltd (register no. 5196427) (henceforth jointly referred to as CareerCheck)

2nd Floor Prestleigh House,

YEOVIL SOMERSET, BA20 1UW

+44 (0)1935 706911

references@careercheck.co.uk

 

Personal Data we collect about you

We may collect and process the following personal data about you:

  • You may give us information about you by filling in forms on our site or by a link sent by us via email or by corresponding with us by phone, e-mail or otherwise. The information you give us may include your name, address, e-mail address and phone number, financial information, personal description and photograph and any personal and sensitive data. The information that is called ‘sensitive personal information’ has stricter data protection rules applied.  We, therefore, need to obtain your explicit consent before we can use it. We’ll ask for your consent by offering you an opt-in. This means that you must explicitly and clearly tell us that you agree to us collecting and using this information. We may collect other sensitive personal data about you, such as health-related information, or details of any criminal convictions if this is appropriate in accordance with local laws and is required for a role that you are interested in applying for. We will never do this without your explicit consent.
  • If you are not happy about this, you have the right to withdraw your consent at any time and you can find out how to do so by reading ‘Your rights’ below.

 

Who we share your personal data with

  • When CareerCheck conducts your background screening we will be disclosing information that you have provided as well at that received from third parties to your employer/prospective employer.
  • Career Check also may disclose your information to certain third parties as necessary to conduct the background investigation (such as educational institutions, prior employers, courts, law enforcement agencies and other persons or entities that may provide or verify information about you) Career Check prohibits these third parties from using that information for any other purpose. Career check requires that these parties comply with the regulations of GDPR and put reasonable measures to protect the confidentiality of your information.

 

Cookies

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and allows us to improve our site.

 

The information you give to us

We will use this information:

  • To carry out your employment background screening check. We may at times need you to clarify these details or add to any missing information.
  • to notify you about changes to our service;

 

Purposes for which we will use your Personal Data

Employment Screening

Type of Data

  • Personal references
  • Employment references
  • Name
  • DOB
  • Address
  • Passport ID

The lawful basis for processing including the basis of legitimate interest

  • Consent
  • Contract

Confirmation of Identity

Type of Data

  • Passport/ID
  • Utility Bills or other proof of address

The lawful basis for processing including the basis of legitimate interest

  • Consent
  • Contract

Qualification

Type of Data

  • Driving Licence

The lawful basis for processing including the basis of legitimate interest

  • Consent
  • Contract

Employment Screening

Type of Data

  • Civil Recovery Checks
  • Social Media
  • Sanctions Checks
  • Information in the public domain e.g. newspapers
  • Residency CCJ/Bankruptcy/IVA reports

The lawful basis for processing including the basis of legitimate interest

  • Consent
  • Contract

Criminal Record Checks

Type of Data

  • Surname and Forename (Previous and Current)
  • DOB
  • NI number
  • Passport ID
  • Address
  • Driving License
  • Gender
  • Place of birth
  • Nationality and other data required by the issuing authority

The lawful basis for processing including the basis of legitimate interest

  • Consent
  • Contract

Information we receive from other sources.

  • We may combine this information with the information you give to us and information we collect about you. We may use this information and the combined information for the purposes set out above depending on the level of checks required by your employer.

 

Data Retention

By submitting your personal data, you agree to this being transferred, stored or processed by Career check for your employment background screening checks.

We will only retain your personal data for as long as necessary to fulfil the purposes we collect it for.

Career Check will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy and in line with GDPR.

All information you provide to us is stored on our secure servers or securely stored in lockable files in our main office.

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 site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

 

Consent

  • Article 4(11) of the GDPR states that (opt-in) consent is “any freely given, specific, informed and unambiguous indication of the data subject’s 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.” In plain language, this means that:

You have to give us your consent freely, without us putting you under any type of pressure;

We take consent seriously and this is required by candidates to opt into before processing any details in our screening process.

You need to take positive and affirmative action in giving us your consent – we’re likely to provide a tick box for you to check so that this requirement is met in a clear and unambiguous fashion.

You can exercise your right to prevent such processing by ticking certain boxes on the forms we use to collect your data.  You can also exercise the right to restrict the processing at any time by contacting us at references@careercheck.co.uk

We will keep records of the consents that you have given in this way.

 

Change of purposes

  • We will only use your personal data for the purposes for which we collect it. If we need to use your personal data for an unrelated purpose, we will notify you and explain the legal basis which allows is to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

 

Data Breaches

The General Data Protection Regulation (GDPR) is based on six principles of handling of personal data. We must comply with all six principles as a business; otherwise, we’ll be in breach of the GDPR. We understand that the principles give people specific rights in relation to their personal information and place certain obligations on those organisations that are responsible for processing it.

  • Aim

The GDPR requires that we must take appropriate measures against unauthorised or unlawful processing and against accidental loss, destruction of or damage to personal data. This policy sets out how we deal with a data security breach.

  • What is a personal data breach

The Information Commissioner’s Office states that a personal data breach can be broadly defined as a security incident that has affected the confidentiality, integrity or availability of personal data. In short, there will be a personal data breach whenever any personal data is lost, destroyed, corrupted or disclosed; if someone accesses the data or passes it on without proper authorisation; or if the data is made unavailable and this unavailability has a significant negative effect on individuals.

  • Action to be taken in the event of a data breach

Containment and recovery

Assessing the risk

Notifying the ICO and individuals, where relevant

Review

This document is dated 01/05/18 and will review by us every 6 months.

 

Your Legal rights

 Unless subject to an exemption under the data protection laws, you have the following rights with respect to your personal data:

  • The right to request a copy of the personal data which we hold about you;
  • The right to request that we correct any personal data if it is found to be inaccurate or out of date;
  • The right to request your personal data is erased where it is no longer necessary to retain such data;
  • The right to withdraw your consent to the process at any time, where consent was the lawful basis for processing your data;
  • The right to request that we provide you with your personal data and where possible, to transmit that data directly to another controller, (known as the right to data portability), where applicable where our processing is based on consent or is necessary for the performance of our contract with you or where we process  your data by automated means
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
  • The right to object to our processing of personal data, where applicable i.e where processing is based on our legitimate interests (or performance of a task in the public in the public interest/exercise of official authority); direct marketing or processing the purposes of scientific/historical research and statistics)
  • You have the right to ask us not to process your personal data for your background screening purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes.

Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates.  If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies.  Please check these policies before you submit any personal data to these websites.

 

Subject access requests

  • The GDPR Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act.

You have the right to obtain

  • Confirmation that your personal data is being processed
  • Access to your personal data; and as stated below
  • We respond to your request within a month to provide this information for free, or if a request is plainly unfounded or excessive, particularly if it is repetitive we will charge a small fee.
  • Refusal – This period may extend by an additional 2 months where the requests are complex or numerous.
  • If your personal data was shared with third parties, we will inform you who these are (where appropriate) and of the rectification where possible.

 

How long do we keep your personal data for?

  • If we have not had meaningful contact with you (or, where appropriate, the company you are working for or with) for a period of two years, we will Delete your personal data from our systems unless we believe in good faith that the law or other regulation requires us to preserve it (for example, because of our obligations to tax authorities or in connection with any anticipated litigation).

 

Right to erasure:

  • In certain you have the right to request us to “erase” your personal data. We will respond to your request within 30 calendar days (although we may be allowed to extend this period in certain cases) and will only disagree with you if certain limited conditions apply. If we do agree to your request, we will delete your data but will generally assume that you would prefer us to keep a note of your name on our register of individuals who would prefer not to be contacted. That way, we will minimise the chances of you being contacted in the future where your data are collected in unconnected circumstances. If you would prefer us not to do this, you are free to say so.

 

Right to withdraw consent:

  • Where we have obtained your consent to process your personal data for certain activities (for example, for profiling your suitability for certain roles), you may withdraw your consent at any time.

 

Right to restrict processing

  • You have the right to request that we restrict our processing of your personal data in certain circumstances. This means that we can only continue to store your data and will not be able to carry out any further processing activities with it until either: (i) one of the circumstances listed below is resolved; (ii) you consent; or (iii) further processing is necessary for either the establishment, exercise or defence of legal claims, the protection of the rights of another individual.

 

Right to object

  • Our clients have commissioned us here at career check to verify who you say you are. Your employer with ask for your consent for doing so
  • At Career Check, we will ask for your consent and also give you an option to object/refuse for the processing of your personal/sensitive information. This will be found on online forms or by contacting us here at references@careercheck.co.uk
  • The process will be available to everyone, and we act with a response

(The data subject shall have the right to object, on grounds relating to his or her particular situation, at any time to the processing of personal data concerning him or her which is based on point (e) or (f) of Article 6(1), including profiling based on those provisions. 2The controller shall no longer process the personal data unless the controller demonstrates compelling legitimate grounds for the processing which override the interests, rights, and freedoms of the data subject or for the establishment, exercise or defense of legal claims)

 

Data Security

  • 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 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 into 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 obligated to do so.

 

 Data Portability

  • This allows you as an individual to obtain your personal details held by the data controller – Career check and reuse it for their own purposes across different sectors.

If you wish to request this, we will respond to you without undue delay, and within one month. This can be extended by two months where the request is complex or you receive a number of requests. You will inform you the individual within one month of the receipt of the request and explain why the extension is necessary.

 

Changes to our privacy policy

We can update this privacy policy at any time and ideally you should check it regularly for updates. We won’t alert you to every little change, but if there are any really important changes to the policy or how we use your information we’ll let you know where appropriate ask for consent.

 

Contact

Questions, comments, and requests regarding this privacy policy are welcomed and should be addressed to references@careercheck.co.uk

  

HOW TO CONTACT YOUR LOCAL SUPERVISORY AUTHORITY

Details of your local supervisory authorityThe Information Commissioner’s Office. You can contact them in the following ways:

  • Phone: 0303 123 1113
  • Email: casework@ico.org.uk
  • Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF