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Privacy Policy

 PRIVACY NOTICE FOR WEBSITE USERS

 

Bluestone HR understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of everyone who visits this website, www.bluestonehr.co.uk (“Our Site”) and will only collect and use personal data in ways that are described here, and in a way, that is consistent with our obligations and your rights under the law.

 

Please read this Privacy Policy carefully and ensure that you understand it. Your acceptance of this Privacy Policy is deemed to occur upon your first use of Our Site.

 

What information do we collect about you?

 

We collect personal information about you when you require our services, complete the contact page on our website or agree to receiving the newsletter. 

 

Website information is collected using cookies.

 

How will we use the information about you?

 

We use the information collected to enable us to provide the service requested and if you agree, to contact you about other services that we think may be of interest to you.

 

We may share data with third parties as part of the contracted services and/or if we are required to do so by UK law.

 

We cannot accept liability for any processing by a third party outside our remit.

 

None of the above affects your rights under the legislation, in particular your right to access the data we hold on you. If you wish to request a copy of your data, please submit it in writing/email to the company email info@bluestonehr.co.uk.

 

Our website uses Cookies to collect standard internet log information and visitor behaviour information to track website visitor use, website activity and to personalise your repeat visits to our websites.

 

Access to your information and correction?

 

You have the right to request a copy of the information that we hold about you.

If you would like a copy of some or all of your personal information, please email info@bluestonehr.co.uk.

 

Other websites

 

Our website contains links to other websites and embedded content. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policies.

 

Changes to our privacy policy

 

We keep our privacy policy under regular review and we will place any updates on this web page. This privacy policy was last updated in May 2021.

 

How to contact us

 

Please contact us if you have any questions about our privacy policy or information we hold about you: Email info@bluestonehr.co.uk.

 

 

PRIVACY NOTICE FOR CANDIDATES & JOB SEEKERS

Bluestone HR (the company) is a HR and recruitment business which provides HR support services to its clients and candidates.

As part of any recruitment process, the company collects and processes personal data relating to job applicants so that it can provide a recruitment service. The company is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

Data controller details

Bluestone HR is a data controller, meaning that it determines the processes to be used when using your personal data. Our contact details are as follows:

Emma Ferry, Company Owner/Founder, info@bluestonehr.co.uk.

Data protection principles

In relation to your personal data, we will:

  • Process it fairly, lawfully and in a clear, transparent way.
  • Collect your data only for reasons that we find proper for the course of our business relationship.
  • Ensure it is correct and up to date.
  • Keep your data for only as long as we need it.
  • Process it in a way that ensures it will not be used for anything that you are not aware of or have not consented to (where appropriate).

Types of data we process

You may give your personal details to the company directly, such as on an application form, by submitting your CV or via our website or we may collect them from another source, such as online job boards or publicly accessible sources, such as social media.

The company collects a range of personal data. In relation to recruitment, this includes:

  • your name, address and contact details, including email address and telephone number;
  • details of your qualifications, skills, experience and employment history;
  • information about your current level of remuneration, including benefit entitlements;
  • whether or not you have a disability for which an organisation needs to make reasonable adjustments during the recruitment process; and
  • information about your entitlement to work in the UK.

How we collect your data

The company collects information about you in a variety of ways. For example, data might be contained in application forms, CVs and cover letters, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.

The company may also collect personal data about you from third parties, such as references supplied by former employers, information from employment background check providers and information from criminal records checks. The company will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.

Data will be stored in a range of different places, including on your application record, in HR and recruitment management systems and on other IT systems (including email).

Why we process your data

The law on data protection allows us to process your data for certain reasons only:

  • Where we have your consent.
  • In order to perform the contract and services that we are party to
  • In order to carry out legally required duties.
  • In order for us to carry out our legitimate interests.
  • To protect your interests or where it is processed in the public interest.

All of the processing carried out by us falls into one of the permitted reasons.

In some cases, the company needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before employment starts.

The company has a legitimate interest in processing personal data during the recruitment process in relation to both candidates and clients and for keeping records of the process. Processing data from candidates allows the company to manage the recruitment process, assess and confirm a candidate’s suitability for a job role and decide who to put forward to a client for consideration. The company may also need to process data from candidates to respond to and defend against legal claims.

If your application is unsuccessful, the company will keep your personal data on file in case there are future employment opportunities for which you may be suited. The company will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time.

Special categories of data

Special categories of data are data relating to your:

  • Health
  • sex life
  • sexual orientation
  • race
  • ethnic origin
  • political opinion
  • religion
  • trade union membership and
  • genetic and biometric data.

We must process special categories of data in accordance with more stringent guidelines. Most commonly, we will process special categories of data when the following applies:

  • you have given explicit consent to the processing
  • we must process the data in order to carry out our legal obligations
  • we must process data for reasons of substantial public interest
  • you have already made the data public.

The company processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to employment.

Where the company processes other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes.

Criminal conviction data

We will only collect criminal conviction data if it is necessary for us to carry out our client obligations and exercise specific rights in relation to a particular job vacancy and where the law permits us to do so.

Sharing your data

We may share your data with third parties involved in providing our services, including (but not limited to) legal and professional advisers with whom we work with, subcontractors and services such as accountancy or marketing support services.

Your information will be shared internally for the purposes of providing our services or for sales and marketing purposes. Your data will also be shared externally with prospective employers and clients of the company as part of the recruitment process. The company will also use third party suppliers to process your data, such as software solutions providers.

With the exception of a prospective employer and clients of the company, the company will not share your data with third parties, unless your application for employment is successful and an offer of employment is made. The company may then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks.

Protecting your data

The company takes the security of your data seriously. It has internal controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

How long we keep your data for

If your application for a specific job vacancy is unsuccessful, the company will hold your data on file for 12 months after the end of the relevant recruitment process. If you agree to allow the company to keep your personal data on file, the company will hold your data for a further 12 months for consideration for future employment opportunities and for relevant marketing purposes. At the end of that period we may ask for your consent to hold your data for a further 12 months. Once you withdraw your consent, your data is deleted or destroyed.

If your application for employment is successful and you become an employee of one of our clients, personal data gathered during the recruitment process will be transferred to your new employer and client of the company. Once your data has transferred to your new employer, the data will become the responsibility of your new employer.

Automated decision-making

Recruitment processes are not based solely on automated decision-making.

Your rights in relation to your data

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require the company to change incorrect or incomplete data;
  • require the company to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
  • object to the processing of your data where the company is relying on its legitimate interests as the legal ground for processing; and
  • ask the company to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the company’s legitimate grounds for processing data.
  • Where you have given your consent to the company to process your personal data, you have the right to withdraw your consent at any time. If you would like to withdraw your consent or you would like us to update your personal data, please send an email to info@bluestonehr.co.uk.

If you do not provide your data to us

You are under no statutory or contractual obligation to provide data to the company whilst using our services. However, if you do not provide the information needed to do this, the company may not be able to process your application properly or at all.

You are under no obligation to provide information for equal opportunities monitoring purposes and there are no consequences for your application if you choose not to provide such information.

Complaints and queries

We hope this privacy notice has been helpful in setting out how we handle your personal data. If you have any questions or a query that hasn’t been covered, please contact us by email in the first instance at info@bluestonehr.co.uk.

The supervisory authority in the UK for data protection matters is the Information Commissioner (ICO). If you think your data protection rights have been breached in any way by us, you are able to make a complaint to the ICO.

Last reviewed: May 2021


 

 

PRIVACY NOTICE FOR CLIENTS AND SUPPLIERS

Bluestone HR is aware of its obligations under the General Data Protection Regulation (GDPR) and is committed to processing your data securely and transparently.

This privacy notice sets out, in line with GDPR, the types of data that we hold on you as a prospective client, client, employee of our client or supplier to the Company. It also sets out how we use that information, how long we keep it for and other relevant information about your data.

Data controller details

Bluestone HR is a data controller, meaning that it determines the processes to be used when using your personal data. Our contact details are as follows:

Emma Ferry, Company Owner/Founder, info@bluestonehr.co.uk.

Data protection principles

In relation to your personal data, we will:

  • Process it fairly, lawfully and in a clear, transparent way.
  • Collect your data only for reasons that we find proper for the course of our business relationship.
  • Ensure it is correct and up to date.
  • Keep your data for only as long as we need it.
  • Process it in a way that ensures it will not be used for anything that you are not aware of or have not consented to (where appropriate).

Types of data we process

We process personal data about the following categories of people:

  • Clients
  • Potential clients
  • Other people involved in client matters we are providing HR and recruitment services to
  • Referrers of work
  • Other third parties we (including our employers, contractors and suppliers) that we have a business relationship with.

We hold many types of data about you, including:

  • Your personal details including your name, address, email address, phone numbers.
  • Our contracts, correspondence and transaction history as a user of our services or as a supplier.
  • Client data, including any information in relation to the services we are providing, business and company relationships, personal circumstances, employment background and circumstances, services provided to clients or could be provided to potential clients and employee or prospective employee relationships.
  • Bank details.
  • Letters, contracts, meeting minutes and other documentation relating to employment advice and support we provide to our clients.
  • Lists of delegates for any training events.
  • Any marketing and communication preferences.

How we collect your data

We process and collect data about you in a variety of ways or the purposes of providing HR and recruitment services to our clients and prospective clients or as a supplier to us.

In addition, data about you may be obtained from other workplace sources (including, company systems and correspondence) during the course of providing our services.

Personal data is kept in hard copy files, email correspondence or within our IT systems.

Why we process your data

The law on data protection allows us to process your data for certain reasons only:

  • Where we have your consent.
  • In order to perform the contract and services that we are party to.
  • In order to carry out legally required duties.
  • In order for us to carry out our legitimate interests.
  • To protect your interests or where it is processed in the public interest.

All of the processing carried out by us falls into one of the permitted reasons. Generally, we will rely on performing our contractual obligations to process your data.

We also need to collect your data to ensure we are complying with any legal requirements.

We also collect data so that we can carry out activities which are in the legitimate interests of the Company.

If you have signed up to our newsletter via our website, you have explicitly consented to us processing your data.

Special categories of data

Special categories of data are data relating to your:

  • Health
  • sex life
  • sexual orientation
  • race
  • ethnic origin
  • political opinion
  • religion
  • trade union membership
  • genetic and biometric data.

We must process special categories of data in accordance with more stringent guidelines. Most commonly, we will process special categories of data when the following applies:

  • you have given explicit consent to the processing
  • we must process the data in order to carry out our legal obligations
  • we must process data for reasons of substantial public interest
  • you have already made the data public.

We will use your special category data:

  • as required in client workforce matters where relevant.

We do not need your consent if we use special categories of personal data in order to carry out our legal obligations or exercise specific rights under employment law. However, we may ask for your consent to allow us to process certain particularly sensitive data. If this occurs, you will be made fully aware of the reasons for the processing. As with all cases of seeking consent from you, you will have full control over your decision to give or withhold consent and there will be no consequences where consent is withheld. Consent, once given, may be withdrawn at any time. There will be no consequences where consent is withdrawn.

If you do not provide your data to us

One of the reasons for processing your data is to allow us to carry out our duties in line with our services provided to you. If you do not provide us with the data needed to do this, we will be unable to perform our services and duties eg providing HR advice.

Sharing your data

We may share your data with third parties involved in providing our services, including (but not limited to) legal and professional advisers with whom we work with, subcontractors and services such as accountancy and marketing support services.

Protecting your data

We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have internal controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed.

We limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know and who will only process your personal information on our instruction.

How long we keep your data for

In line with data protection principles, we only keep your data for as long as we need it for, which will be at least for the duration of our business relationship and for six years after our contract/s has ended for HMRC record keeping and the defence of potential legal claims.

Automated decision making

No decision will be made about you solely on the basis of automated decision making (where a decision is taken about you using an electronic system without human involvement) which has a significant impact on you.

Your rights in relation to your data

The law on data protection gives you certain rights in relation to the data we hold on you. These are:

  • The right to be informed. This means that we must tell you how we use your data, and this is the purpose of this privacy notice.
  • The right of access. You have the right to access the data that we hold on you. To do so, you should make a subject access request.
  • The right for any inaccuracies to be corrected. If any data that we hold about you is incomplete or inaccurate, you are able to require us to correct it.
  • The right to have information deleted. If you would like us to stop processing your data, you have the right to ask us to delete it from our systems where you believe there is no reason for us to continue processing it.
  • The right to restrict the processing of the data. For example, if you believe the data we hold is incorrect, we will stop processing the data (whilst still holding it) until we have ensured that the data is correct.
  • The right to portability. You may transfer the data that we hold on you for your own purposes.
  • The right to object to the inclusion of any information. You have the right to object to the way we use your data where we are using it for our legitimate interests.
  • The right to regulate any automated decision-making and profiling of personal data. You have a right not to be subject to automated decision making in way that adversely affects your legal rights.

Where you have provided consent to our use of your data, you also have the unrestricted right to withdraw that consent at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so.

If you wish to exercise any of the rights explained above, please contact the Data Controller listed above.

Making a complaint

We hope this privacy notice has been helpful in setting out how we handle your personal data. If you have any questions or a query that hasn’t been covered, please contact us by email in the first instance at info@bluestonehr.co.uk.

The supervisory authority in the UK for data protection matters is the Information Commissioner (ICO). If you think your data protection rights have been breached in any way by us, you are able to make a complaint to the ICO.

Last reviewed: May 2021