Transparency notice for Candidates
Oliver James is a global recruitment business. This transparency notice (“Transparency Notice”) applies to the Oliver James group and if you apply for a role with Oliver James, your data will be processed by the Oliver James company connected with the role, by Oliver James Associates Limited in the UK (our Global HQ) and may also be shared within the Oliver James group for the purposes of the recruitment process (as set out further below). For details of the Oliver James companies in our group please see the section “Our Group” below and our website. References to ‘we’, 'our' or ‘us’ includes all Oliver James group companies.
What is the purpose of this document?
This Transparency Notice explains what personal data/personal information we hold about you, how we collect it, and how we use and may share information about you during our relationship with you and after it ends.. If you have any questions about this notice, please contact: GDPR@oliverjames.com
We will comply with applicable data protection principles when gathering and using personal information. It is therefore important that you read this notice together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information.
For UK and EEA purposes, we are a ‘data controller’ and gather and use certain information about you. This information is also used by our group companies.
This Transparency Notice applies to all individuals who have supplied information to Oliver James as an applicant for a role at Oliver James (“Candidates”).
What personal information may we collect?
Personal data means any information relating to an identified or identifiable natural person. An identifiable natural person is one who can be identified, directly or indirectly. It does not include data where the identity has been removed (anonymous data).
Depending on the nature and stage of the recruitment process, we may collect, store and use the following categories of personal information about you:
your name, title, addresses, telephone numbers, and personal email addresses;
age/date of birth;
next of kin and emergency contact information;
social security number/national insurance (or equivalent in your country) and any other tax-related information;
your salary, annual leave, pension and benefits information;
a copy of your right to work documentation (for example a passport number, driving licence, identity card or Immigration Status Document as set out in the Home Office's right to work checklist, which can be found here (or equivalent in your country):
your references and other information included in a CV or cover letter or as part of the application process (including psychometric test scoring and results);
your work history and employment records (including job titles, working hours, training records and professional memberships);
financial information (where we need to carry out financial background checks);
information on your interests and needs regarding future employment, both collected directly and inferred, for example from jobs viewed or articles read on our website;
CCTV footage if you attend our premises;
any additional information required by local legislation;
extra information that you choose to tell us;
extra information that your referees choose to tell us about you; and
extra information that we find from other third-party sources such as job sites.
We may process special categories of personal information in the following limited circumstances:
Health information, including information relating to any disability, to comply with our legal obligation to make reasonable adjustments, for example, if we need to make special arrangements.
Information about you relating to criminal convictions where required by law for the position you have applied for. We will contact you prior to carrying out such checks. If there is no legal obligation to undertake these checks we only do so with your consent.
Otherwise we will only process special category information with your consent.
How could we collect your personal information?
We may collect personal information from you directly when you register with us or contact us about our services, when we contact you or when you are involved in one of our events. This may be by telephone, website application or email.
We may collect information throughout the application and recruitment process, either directly from you or from a recruitment agency, background check provider, job boards or third-party referrals (including via networking websites such as LinkedIn or publicly available sources).
We may sometimes collect additional information from third parties including former employers, credit reference agencies or other background check agencies.
For what purpose may we use your personal information?
We may use your personal information to perform our services for you to perform a contract with you, or to take steps prior to entering into a contract, with you. To do this, we may process your personal information in the following situations:
to contact you (including by email) about jobs that we think you may be interested in and to keep in touch with you;
to manage our relationship with you; and
to on board you as an employee.
We may also use your personal information to:
check you are legally entitled to work in the country where you are to be employed.
ascertain your fitness to work (including understand our legal obligations related to a health condition or disability);
carry out pre-employment screening checks;
verify information about you which we may do using publicly available sources;
(if applicable) monitor your use of our information and communication systems to ensure compliance with our IT policies;
ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution;
undertake equal opportunities monitoring;
comply with our legal obligations in relation to investigations and audits; and
conducting data analytics studies to review and better understand employee retention and attrition rates.
What are the bases for us to use your personal information?
We will only use your personal information when the law allows us to do so. Most commonly, we will use your personal information in the following circumstances:
where we need to perform our services in connection with your recruitment process and/or a contract we have entered into with you;
where we need to comply with a legal obligation;
where it is necessary for our legitimate interests to ensure the smooth running of our business as a recruitment agency long as our activities do not disproportionately intrude your privacy or where you have provided consent for us to use your information.
If you fail to provide personal information
If you fail to provide certain information when requested, we may not be able to perform our services or the contract we have entered into with you.
Change of purpose
We will only use your personal information 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. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal information without your knowledge or consent, where this is required or permitted by law.
Although at present all our recruitment activities involve human-decision making during the process, we may in the future use fully automated technologies such as expert systems or machine learning to complete a Candidate selection process from end-to-end, where appropriate and in accordance with any local laws and requirements. We may use automated processes to review the personal information you have provided to us.
Where required, we will seek your consent to carry out some or all of these activities. If you do not provide consent to profiling this may well decrease the likelihood of us successfully onboarding you.
Who may we share your personal data with and for what purpose?
We may share your personal information with the following third parties and they might process personal information about you for their own purpose:
other recruitment agencies and intermediaries, including your service company (if applicable) to place you for a position and for the management of our relationship;
individuals and organisations who hold information related to your reference or application to work with us, such as current, past or prospective employers, educators and examining bodies and employment and recruitment agencies; third parties who we have retained to provide services to use, including KYC services (such as reference, qualification and, if applicable, criminal convictions checks;
IT support, mailing services, payroll, website hosting, other third-party service providers who perform services on our behalf (including external technical consultants, business associates and professional advisers such as lawyers, auditors and accountants, tax, audit, or other authorities, when we believe in good faith that the law or other regulation requires us to share this data (for example, because of a request by a tax authority or in connection with any anticipated litigation).
We may share Candidate details such as your name, salary and CV within the OJ group, including our international offices, for the purpose of placing you in another group company.
All of our third-party service providers and other entities in the OJ group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes.
We may share the results of our diversity and inclusion monitoring on an anonymised basis.
Where will we store your personal information?
We will store your information on our central database which is held on secure servers. Information on our database may be accessed by our group companies from local offices within the EEA (Ireland, Germany, Belgium, Italy, the Netherlands and Spain) and our offices located outside the EEA (United States, United Kingdom, Hong Kong and Singapore).
If we transfer your data to recipients outside the EEA or UK, we ensure an adequate level of protection of your personal information which respects the EU and UK laws on data protection.
If you require further information these protective measures you can request it from GDPR@eoliverjames.com.
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. 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.
How long will we use your personal information for?
We will only keep and process your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
We will retain your personal information for a number of purposes, as necessary to allow us to carry out our business.
Some information may be retained for the purposes of satisfying any legal, accounting, or reporting requirements. Any retention of personal data will be done in compliance with legal or regulatory obligations and with industry standards. These data retention periods are subject to change without further notice as a result of changes to associated law or regulations.
If you have any questions in relation to the retention of your personal data, please contact GDPR@oliverjames.com.
Your rights in relation to our processing of your personal data
It is important that the personal information we hold about you is accurate and current. Please keep us informed if any of your personal information changes during your relationship with us.
We will comply with any rights you have in connection with your personal information.In the UK and EU, your rights are:
You have the right to be informed about what we are doing with your personal data. This notice sets out how we use it. If we change what we are doing we will provide you with an updated version of this notice.
You have the right to object to the processing of your personal data.
You have the right to 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.
You have the right to request us to update the personal information we hold about you.
You have the right to request us to delete the information we hold about you. If you ask us to delete your personal information we will not be able to provide our services to you.
You have the right to ask us to stop processing personal information where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground.
You have the right to ask us to restrict how we use your personal data for a period of time. If you ask us to restrict our use of your personal data, we may not be able to provide you with our services.
You have the right to request us to send another organisation, information that you have provided to us in a format that can be read by computer.
If you want to exercise your rights please contact GDPR@oliverjames.com or 0161 6940969.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights).
Oliver James Associates N.V., Oliver James Antwerp B.V. and Oliver James Professionals B.V.
Oliver James Associates GmbH
Oliver James Associates (HK) Limited
OJA Recruitment Limited
Oliver James Associates S.r.l. and Oliver James Consulting S.r.l.
Oliver James Professionals B.V. and Oliver James Associates B.V.
Oliver James Associates (Singapore) Pte Ltd
Oliver James Associates Limited
Oliver James Associates LLC, Oliver James North Carolina LLC and Oliver James Texas LLC
Changes to this transparency notice
This transparency notice may be updated from time to time and we will post the updated version onto our website.