Privacy Policy

Data protection principles

We will comply with data protection law and principles, which means that your data will be:

• Used lawfully, fairly and in a transparent way.

• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.

• Relevant to the purposes we have told you about and limited only to those purposes.

• Accurate and kept up to date.

• Kept only as long as necessary for the purposes we have told you about.

• Kept securely.

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The kind of information we hold about you

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In connection with your application for work with us, we will collect personal information that you may give to the Company directly, such as on an application or registration form or via our website, or we may collect them from another source such as a jobs boards, or LinkedIn., and use the following categories of personal information about you:

• The information you have provided to us in your CV and covering letter.

• The information you have provided on our application form, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, and qualifications.

• Any information you provide to us during an interview.

• Any information you provide us during any tests or other evaluations we may conduct.

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We may also collect, store and use the following types of more sensitive personal information:

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• Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions.

• Information about your health, including any medical condition, health and sickness records.

• Information about criminal convictions and offences.

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How is your personal information collected?

We collect personal information about candidates from the following sources:

• You, the candidate

• LinkedIn, jobs boards and referrals

• Background check providers, from which we collect the following categories of data:

  • Criminal Background data

  • Credit Reports

  • Identity Verification SPECIFY.

• Credit reference agencies, from which we collect the following categories of data:

  • Personal information

  • Credit account information

  • Public Record information

  • Previous searches

  • Financial associations

  • Fraud Indicators

• Universities and professional bodies to validate qualifications.

• Disclosure and Barring Service in respect of criminal convictions.

• Your named referees, from whom we collect the following categories of data: We assume that, before providing us with any contact details for your references, you have obtained their permission to do so.

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The information typically include:

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• Employment verification

• Performance feedback

• Work behaviour and ethic

• Reason for leaving

• Character and personal qualities

• Eligibility for rehire.

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How we will use information about you

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We will use the personal information we collect about you to:

• Assess your skills, qualifications, and suitability for the Assignment.

• Carry out background and reference checks, where applicable.

• Communicate with you about the recruitment process for the Assignment.

• Keep records related to our hiring processes.

• Comply with legal or regulatory requirements.

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It is in our legitimate interests to decide whether to appoint you to, or assist you in finding, the Assignment since it would be beneficial to our business to find someone to fulfil the Assignment.

We also need to process your personal information to decide whether to enter into a contract with you.

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Having received your CV and covering letter or your application form and the results from any test we have asked you to take, we will then process that information to decide whether you meet the basic requirements to be shortlisted for the Assignment. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the Assignment. If we decide to offer you the Assignment, we will then take up references and carry out a criminal record any other checks before confirming our decision.

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If you fail to provide personal information

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If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.

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How we use particularly sensitive personal information

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• Sensitive personal information is used with lawful authority if and only to the extent that it is used in compliance with the privacy laws and regulations:

  • in accordance with an order made by either the court or the Commissioner.

  • for the purpose of any criminal or civil proceedings; or

  • in the context of recruitment or employment where the nature of the role justifies such use.

• We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test or interview.

• We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.

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Information about criminal convictions

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We envisage that we will process information about criminal convictions.

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We will collect information about your criminal convictions history if we would like to offer you the Assignment (conditional on checks and any other conditions, such as references, being satisfactory). We are entitled to carry out criminal record check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the Assignment.

Automated decision-making

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You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

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Data sharing

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Why might you share my personal information with third parties?

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We store and process candidate information using HubSpot, a third-party CRM platform, to manage recruitment activities. This information is handled in accordance with our privacy policy and HubSpot's data protection standards to ensure your data's confidentiality and security. We will only share your personal information with the following third parties for the purposes of processing your application: potential employers (if applicable), and credit and background checkers.  All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We only permit them to process your personal data for specified purposes and in accordance with our instructions. All third-party service providers and entities within our group are obligated to implement appropriate security measures to protect your personal information in accordance with our directives. However, while we take reasonable steps to ensure they adhere to our privacy standards, we do not maintain full control over their internal practices. Consequently, we cannot guarantee that these third parties will never use your personal data for purposes not explicitly sanctioned by us. We regularly review our agreements with these providers to ensure they meet our privacy and security standards, minimizing the risk of unauthorized use or access.

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We reserve the right to transfer your information to a third party in the event of a sale, merger, liquidation, receivership or transfer of all or substantially all the assets of our company, provided that the third party agrees to adhere to the terms of this Privacy Policy and provided that the third party only uses your Personal Data for the purposes that you provided it to us.

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Data, which we collect from you, may be stored and processed in and transferred to countries outside of the UK. For example, this could occur if our servers are located in a country outside the UK or one of our service providers is situated in a country outside the UK. We also share information with our group companies, some of which are located outside the UK. These countries may not have data protection laws equivalent to those in force in the UK.

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If we transfer data outside the UK in this way, we will take steps with the aim of ensuring that your privacy rights continue to be protected as outlined in this privacy policy. You expressly agree to such transfers of data.

Links to other websites

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Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

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Data security

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We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. Details of these measures may be obtained and requested from enquiries@oaklandsearchconsulting.io.

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We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

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Data retention

How long will you use my information for?

We will retain your personal information for a period of 12 months after you have commenced employment with someone to whom we have recommended you; or 12 months after you have completed an assignment for us with a third party. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. It also allows us to enforce our contracts with third parties who may offer you employment following an introduction by us; or for whom you may work on assignment from us. After this period, we will securely destroy your personal information in accordance with applicable laws and regulations.

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We will also retain your personal information on file, on the basis that a further executive search or consulting opportunities arise in future that match your skills and experience and we may wish to share that opportunity with you. In such an event we will request a separate approval to share your up-to-date CV with the client, seeking your explicit consent to share your personal information that is relevant for the opportunity.

Rights of access, correction, erasure, and restriction

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Your rights in connection with personal information

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Under certain circumstances, by law you have the right to:

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• Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.

• Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.

• Request erasure of your personal information. This enables you to ask us to delete or remove personal information 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 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 a legitimate interest (or those of a third party) and there is something about your situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.

• 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.

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If you want to review, verify, correct, or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact us at enquiries@oaklandsearchconsulting.io.

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Right to withdraw consent

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When you applied to us in connection with the Assignment, you provided consent on to us processing your personal information for the purposes of the recruitment exercise. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact enquiries@oaklandsearchconsulting.io.

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Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.

Data protection officer

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We have appointed a data protection officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the DPO. You have the right to make a complaint at any time to the Information Commissioner's Office (ICO) who is responsible for data protection issues in the UK.

Changing and reviewing this Privacy Policy

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The Company reserves the right to change this privacy policy as we may deem necessary from time to time or as may be required by law. Any changes will be immediately posted on the Website, and you are deemed to have accepted the terms of the privacy policy on your first use of the Website following the alterations.

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We keep this Policy under regular review. This Policy was last updated on 30 April 2024.