PRIVACY POLICY

ONO takes privacy and data protection extremely seriously and looking after the data you share with us is hugely important to us. We want you to be confident that your data is safe and secure with us.

This privacy policy sets out the different ways you interact with us and the type of personal data that we may collect. It also explains how and why we collect, hold, and use personal data to ensure we comply with UK and international data protection legislation and best practice.

ONO holds and uses limited personal data on candidates for the following purposes:

personal information to identify and contact you, such as your name, address, contact details and date of birth
information about your work or profession, your nationality and education
assessment reports to support recruitment, onboarding and development
details of when you contact us and when we contact you
other information that you supply to us or that we obtain from our relationship with you
marketing and communications data includes your preferences in receiving marketing from us and your communication preferences

We may also ask you to provide ‘special category’ information about yourself (e.g. information about your health or ethnicity). Further information about how we use special category information is available later in this notice.

Any data ONO holds for its clients is done so in line with local and international regulations.

We use different methods to collect data from your and about you, including through:

Use of our website for example when you contact us about roles or make enquiries about our services or if you create a Candidate Portal account via this website
Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below
Technical Data from the following parties:

a) analytics providers such as Google based outside the EU;
b) job advertising websites based inside OR outside of the EU;

I. These websites are designed to assist us in the recruitment process and by uploading your contact details and CV to these websites, you are agreeing to their privacy policy with regards to sharing that information with third parties such as ourselves.

c) search information providers based inside OR outside the EU.

II. Identity Data and Contact Data from data brokers such Beauhurst based outside the EU.

III. Identity and Contact Data from publicly available sources such as Companies House, government websites, LinkedIn and our subcontractors outside the EU (such as Pakistan) then aggregate together and/or manage.

IV. Identity Data from our managing partners who have been in contact with you for the delivery or potential delivery of services, invitation to our events or subscription to our marketing communications and who are based inside or outside the EU.

Curriculum Vitae (“CV”)

We give you the option of submitting your CV via our website or by providing your CV to one of our consultants. You can do this either to apply for a specific advertised job or for consideration by our recruitment consultants for positions as they come up. Your CV will be stored in the ONO Recruitment Database and will be accessible by ONO Recruitment employees.

You can update your CV at any time, simply by following the same procedure to submit a new CV. Your old CV will automatically be archived providing the submission details remain the same (for example you submit both CVs using the same email address or you advise the relevant contact of your new submission).

Please note that we may collect, on occasion, sensitive personal information such as details of criminal convictions and ethnic origin. This data is collected for those using ONO Recruitment as an employment candidate only.

Why do we collect this information?

Our aim is to provide you with a personalised, user-friendly experience on our website, and to allow us to communicate with you when changes occur. We love working with you and would like to contact you about our services, for example by phone, email, or post or by responding to social media posts.

ONO may hold, use and store your personal information, disclosed by us as follows:

To provide our service to you.
To maintain our business relationship, where you are a user of our website, a client or candidate.
To enable you to submit your CV for general applications.
To match your details with job vacancies, to assist us in finding a position that is most suitable for you and to send your personal information (including sensitive personal information) to clients in order to apply for jobs.
Clients may be located in a country outside of the EEA. If this is the case and the European Commission has not issues an adequacy decision for the country in which the client is located, then we have incorporated Standard Contractual Clauses into the data processing agreements entered with these clients including supplementary measures.
To answer your enquiries.
To fulfil contractual obligations with our clients.
To third parties who perform functions on our behalf and who also provide services to us, such as professional advisors, IT consultants carrying out testing and development work on our business technology systems, research and mailing houses and function co-ordinators. These third parties comply with similar undertakings of privacy and confidentiality as ONO Recruitment.
To contact you in relation to our legitimate interests and your interests and fundamental rights do not override those interests.
To comply with a legal or regulatory obligation.
We will not sell or rent your information to third parties.

We will not share your information with third parties for marketing purposes.

We will review the retention periods of personal data on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We will hold your personal information on our systems for as long as is necessary to carry out our usual business.

EU/UK Individuals

This privacy statement is intended to comply with Regulation (EU) 2016/679 of the European Parliament and of the Council of the European Union 27 April 2016 (the General data Protection Regulation or GDPR) and the UK equivalent (UK GDPR) and provide appropriate protection and care with respect to the treatment of information in accordance with the GDPR.

Data Retention

Personal data is stored for various lengths of time depending on the nature and purpose for which it is/was collected. We store personal data in line with any applicable statutory minimum periods, and then review it periodically to ensure it is still necessary to be retained for the purpose for which it is/was collected. Where there is a statutory minimum length that data can be retained, we will delete it on expiration.

Data Subject Rights

You have the right to see the personal data we hold about you. This is called a Subject Access Request (SAR). Please refer to the DPO section of this policy for more information.

EU/EEA and UK Individuals have the following rights:

You have the right to obtain your personal data from us, apart from in exceptional circumstances (for example if the information would hinder the prevention, detection or investigation of a crime)
Where we provide it, the first copy will be free of charge, but we reserve the right to charge a small fee for additional requests to cover administration.
You have the right to require us to rectify any inaccurate personal data we hold concerning you
Taking into account the purpose of the processing you may also have the right to have incomplete personal data completed, by means of providing a supplementary statement or further information
You have the right to require us to erase your personal data on certain limited grounds (including where we are no longer necessary for the purpose for which they were collected or where you withdraw your consent and there are no legal grounds for processing).
Where we process personal data either on the basis of consent or contractual necessity, and where you provided the personal data to us and we processed it by automated means, you have the right to require us to give you your data in a commonly used electronic format;
You have the right to object to our processing of your personal data when processed on the grounds of our legitimate interests, although we do not always have to honour your objection, we can refuse to cease processing where we have a compelling legitimate ground that outweighs your interests, or if we need the data to bring or defend a legal claim.
You have the right to require us to restrict the processing of your personal data on certain grounds, including where:
You contest the accuracy of the personal data and want us to restrict processing of your personal data while we verify its accuracy.
The processing is unlawful, but you request a restriction of the processing rather than erasure.
We (as controller) no longer need the data for the purposes of the processing, but you have told us you require us to retain that personal data for you to establish, exercise or defend legal claims.
You have objected to us processing your personal data on the grounds of legitimate interests and want us to restrict processing your personal data while we consider your objection.

Data Security

ONO fully complies with Article 5(1) of the GDPR security requirements.

Other Websites

Please note that clicking on links and banner advertisements may result in your transferral to another website – where data privacy practices may be different to that of ONO Recruitment. Visitors should consult the other websites’ privacy policies as we are not responsible for, and have no control over, information that is submitted to or collected by these third parties.

Data Protection Officer (DPO)

Should you have any questions or wish to exercise any right under the GDPR regulations, please contact our DPO, John Ralph (jralph@onorecruitment.com).

Should you request for any information, we will respond to this requested within one month at most. In certain circumstances, for example a particularly complex or a multiple request, we reserve the right to take a further two months to provide data. In this case, we will notify you of this within one month of your request and we will explain why there is a delay.

In certain circumstances, ONO can withhold information.

These circumstances are:

the prevention, detection or investigation of a crime
national security or the armed forces
the assessment or collection of tax
judicial or ministerial appointments

Should this be the case, we do not need to explain why we are withholding information. Normally requests for information are free. However, we can charge an administrative fee in some circumstances such as if you are requesting a large amount of information, the request will take a lot of time and effort to process.

Lawful Basis

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Third Parties Complaints

In the first instance, we would ask that any issues or complaints go to our DPO in order for us to look into this for you. However, you also have the right to complain to the UK data protection regulator (ICO) about how we’ve used your personal data.

ONO are constantly reviewing our privacy policy and updating where necessary. We will update this privacy notice from time to time. If we hold your data, we will make sure you are informed of any changes. Our DPO will ensure your information is kept safe and will ensure all parties are made aware of the relevant legislation.

What are Cookies?

These are small text files that hold a certain amount of data, that our website can sent to your browser. For more useful information on cookies, please visit www.allaboutcookies.org

How do we use them?

ONO uses cookies on our website for a variety of reasons which you can look into below. Cookies help to provide important features and functionality on our website and to improve your experience.

The cookies we use do not store personally identifiable information nor can they harm your computer. We want our sites to be informative, personal and as user-friendly as possible and cookies help us to do this.

ONO uses Google Analytics, a web-analysis tool from Google Inc. that enables us to optimise our services for you. Google Analytics uses cookies that track your preferences during your visit to our websites. This allows us to simplify navigation, helping us to make the site more user friendly. The information that is generated in the process is anonymised and evaluation for reporting purposes is only carried out after this process.

Further information on the terms of use and the privacy options of Google are available

on www.google.com/analytics/terms/

By using our website and clicking ‘accept’ you agree to the use of cookies as set out in this policy/ We appreciate that some users may prefer individual control over their visit to our site and can adjust their system settings accordingly. All users of our website will be presented with a banner asking them to accept cookies.

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