On Line People Limited, (“OLG Recruitment” or “we”) is a recruitment business which provides work-finding services to its clients and work-seekers. The Company must process personal data (including special category or ‘sensitive’ personal data) so that it can provide these services. In so doing, the Company acts as a data controller.
You may give your personal details to the Company directly, such as on an application or registration form, CV, 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. See below for more details. We will only use your personal data in accordance with the terms of this notice for the purposes of providing you with work-finding services and/or information relating to roles relevant to you.
- Information About Us
OLG Recruitment is a trading name of On Line People Limited, a limited company registered in England and Wales under 07987343.
Our Site, olgrecruitment.com, is owned and operated by On Line Group Limited trading as OLG, a limited company registered in England and Wales under 8239648.
Our registered address is On Line House, Pelham Road, Immingham, North East Lincolnshire, DN40 1AB.
Our main trading address is On Loan House, Manby Road, Immingham, North East Lincolnshire, DN40 2LG.
Details of our Data Protection Officer are:
|Telephone number:||01469 577695|
|Postal address:||On Line House, Pelham Road, Immingham, North East Lincolnshire, DN40 1AB|
We are a member of the Recruitment & Employment Confederation “REC”.
- What Does This Notice Cover?
This Privacy Notice explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.
This Privacy Notice applies only to your use of Our Site. Our Site may contain links to other websites. Please note that we have no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.
- What is Personal Data?
Personal data is defined by the UK GDPR and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
The personal data that we use is set out in Part 5, below.
- What Are My Rights?
Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:
- The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in part 12.
- The right to access the personal data we hold about you. Part 11 will tell you how to do this.
- The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. To contact us, please use the methods provided in part 12.
- The right to be forgotten, (i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold). Please use the methods provided in part 12.
- The right to restrict (i.e. prevent) the processing of your personal data.
- The right to object to us using your personal data for a particular purpose or purposes.
- The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
- The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service of business in many cases.
- Rights relating to automated decision-making and profiling. Part 6 explains more about how we use your personal data, including automated decision-making.
For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 12.
It is important that your personal data is kept accurate and up-to-data. If any of the personal data we hold about changes, please keep us informed as long as we have that data.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complain about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. We would welcome the opportunity to resolve your concerns ourselves, however, so please contact us first, using the details in Part 11.
- What Data do we collect? Why? And How?
To apply for employment or to receive information from OLG about job openings, you may be asked to provide personal data. The personal data that you may be requested to provide may include:
- Contact information, including home address, home telephone, mobile telephone and email address
- Date of birth
- Tax identification or other government identification number
- Education history and results
- Eligibility or right to work
- Interest in employment opportunities
- Job specific questions that relate to your fitness for a particular position
- Employment history
- Information collected during interviews (face to face, audio or video)
- Information regarding potential conflict of interest issues
- Information you provide to create security questions and answers used to validate your identity when you return to the website
- Extra details you choose to share voluntarily with us.
You are under no obligation to provide the Company with data. However, if you do not provide certain information, we will not be able to provide work-finding services.
- How Do You Use My Personal Data
The Company needs to collect and process data in order to offer work-finding services to you.
The Company 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, the Company may be required to collect and process your data for the purpose of investigating, reporting, and detecting crime, and also 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 use the following automated system for carrying out certain kinds of decision-making. If at any point you wish to query any action that we take on the basis of this or wish to request ‘human intervention’ (i.e. have someone review the action themselves, rather than rely only on the automated method), the Data Protection Legislation gives you the right to do so. Please contact us to find our more using the details in Part 14.
- The following automated decision-making method may be use:
- Some of our recruitment processes are based solely on automated decision-making. For example, if you state that you do not have the right to work in the UK on your application form, your application will not proceed any further beyond application. You may also be asked questions about your experience and/or qualifications, which if they don’t match the mandatory requirement for the vacancy, again, your application may not proceed any further beyond application.
The legal basis we rely upon to offer our services to you are:
- Your consent (e.g. to register you as a new candidate or to manage our relationship with you);
- Where we have a legitimate interest (e.g. managing our database and keeping work records up to date, providing work finding services to you and our clients, and contacting you to seek your consent where it is needed);
- To comply with a legitimate obligation that we are subject to (e.g. in order to check your entitlement to work in the UK or to comply with safeguarding requirements).
The Company will only use your personal data for the purposes for which it was originally collected, unless we reasonably believe that another purpose is compatible with those original purposes and need to use your personal data for that purpose. If we do use your personal data in this way and you wish us to explain how the new purpose is compatible with the original, please contact us using the details in Part 12.
If we need to use your personal data for a purpose that is unrelated to, or incompatible with, the purposes for which it was originally collected, we will inform you and explain the legal basis which allows us to do so.
In some circumstances, where permitted or required by law, we may process your personal data without your knowledge or consent. This will only be done within the bounds of the Data Protection Legislation and your legal rights.
The security of your Personal Data is important to us. We shall implement appropriate technical and organisational measures to ensure the protection of your privacy and a level of security appropriate to the risks entailed in any processing operation. However, we note that no method of transmission over the Internet, or method of electronic storage is 100% secure. Whilst we strive to use commercially acceptable means to protect your Personal Data, we underline that we shall have no liability for events for which we are not responsible.
- Links to Other Websites
The website contains hyperlinks to non-OLG sites that may be of interest to users. OLG does not control or monitor the privacy, accuracy, quality, or integrity of those sites. You should check the Privacy notice and policies of each website you visit.
Links to third-party sites are provided solely for your convenience, and any use or submission of data to such sites shall be at your sole risk.
- How Long Will You Keep My Personal Data?
OLG limits the use of Personal Data to ways that are compatible and relevant to the purposes for which the Personal Data was collected or subsequently authorised for which a specific legal basis was used such as legitimate interests, consent, performance of contract, compliance with legal obligation or otherwise. Jacobs will take reasonable steps to ensure that Personal Data is reliable for its intended use and that the information is accurate, complete, and current.
Personal Data is retained as needed to fulfil the purposes for which it was collected. In addition, Personal Data is also retained in accordance with legal, regulatory, and contractual requirements and in accordance with OLG Data Retention Policy. In particular, without prejudice to your rights explained in the following section, we will keep your Personal Data, as follows:
- Information about your visits to and use of this website shall be kept only for as long as your use of this website.
- Information from your subscription to our website and newsletter lists shall be kept until you retract the consent you provide to send these to you, under Newsletters above. We may contact you on a regular basis to seek for renewal of your approval of us keeping such information.
- Where relevant, information pertinent to transactions between you and us shall be stored throughout the lifecycle of the transactions concerned and for as long as necessary for the pursuit of legal claims or required by local law, including amongst others tax legislation.
- How and Where Do You Store or Transfer My Personal Data?
Data is stored in a range of different places, including on your application record, in the Company’s candidate management system and in other IT systems (including the Company’s email system).
We will only store or transfer personal data in or to countries that are deemed to provide an adequate level of protection for personal data. For further information about adequacy decisions and adequacy regulations, please refer to the Information Commissioner’s Office.
Please contact us using the details below in Part 12 for further information about the particular data protection safeguards used by us when transferring your personal data to a third country.
The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:
- Limiting access to your personal data to those employees, agents, contractors, and other third parties with a legitimate need to know and ensuring that they are subject to duties of confidentiality;
- Procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner’s Office where we are legally required to do so.
- Sharing your Personal Data
Without prejudice to any disclosure of information made compulsory by competent authorities and only to the extent such disclosure is required by law, Personal Data you provide to OLG may be shared, consistent with applicable law and in accordance with the purposes each time served, as follows:
- Within OLG
Your personal data may be shared within OLG and its subsidiary businesses, for example with members of the relevant HR, recruitment and assessment teams, managers in the business area in which you are applying for work and Legal, IT and cybersecurity staff if access to the data is necessary for performance of their roles.
- With Third Parties
OLG share your personal data outside of OLG to:
- Service providers OLG has retained to perform services on its behalf, for example suppliers who undertake background screening and academic institutions to validate information you provide;
- With the HMRC and any other legal or government authority;
- Clients of the Company;
- Previous employers (e.g. in respect of references);
- With a third party in the event of a sale, merger, reorganisation, or other transaction involving part or all of OLG;
- With law enforcement agencies if required by law and under the relevant safeguards for the protection of your fundamental rights, in particular where OLG reasonably believes unlawful activities, fraud, or bodily injury or death have occurred, or the Personal Data may aid an ongoing investigation.
All service providers to OLG will use Personal Data only for the purposes identified in this notice and will provide services under a contract which restricts use of information to that which is necessary to perform services on our behalf or to comply with legal requirements.
- How Can I Access My Personal Data?
If you want to know what personal data we hold about you, you can ask us for details of that personal data and for a copy of it. This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 14. To make this as easy as possible for you, a Subject Access Request Form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the data we receive your request. You will be kept fully informed of our progress.
- Contact Us
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the contact forms available on Our Site, alternatively please use the following details:
On Line Group Limited
On Line House, Pelham Road
North East Lincolnshire
- Changes to this Privacy Notice
- Notice Review
This Notice will be reviewed as it is deemed appropriate, but no less frequently than every 36 months.