United Kingdom transparency notice for candidates.

Oliver James (“we” "our" or “us”) is the trading name of Oliver James Associates Limited, company number 04447784 and registered office at No 1 Spinningfields, Hardman Square, Manchester, M3 3EB.

What is the purpose of this document?

This 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. Further details about Oliver James, and the companies within Oliver James, are available on our website. If you have any questions about this notice, please contact: GDPR@oliverjames.com

We will comply with 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.

We are a ‘data controller’ and gather and use certain information about you. This information is also used by our affiliated entities and group companies, and so, in this notice, references to ‘we’, 'our' or ‘us’ includes all Oliver James group companies.

This notice applies to all Candidates. For the purposes of this notice, Candidates include: contractors and permanent role candidates, including fixed and full-time contractors and PAYE candidates working directly via an agency or through an umbrella company; as well as people who have supplied a speculative CV to Oliver James not in relation to a specific job. Candidates also includes individual contractors, freelance workers and employees of suppliers or other third parties put forward for roles with clients (“Clients”) as part of a managed service provider programme or recruitment processing outsourcing service offering or otherwise will be treated as candidates for the purposes of this Transparency Notice.

Whilst the reference to Clients in this Transparency Notice is, in itself self-explanatory, this category covers our customers, clients (which includes managed service providers and recruitment processing outsourcing companies) and others to whom Oliver James provides services in the course of its business.

What personal information may we collect?

Personal data means any information relating to an identified of 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).

For Candidates 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;
gender information;
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;
your right to work documentation (for example a passport number, driving licence 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;
IP address;
photographs;
feedback from Clients on your performance;
extra information that you choose to tell us;
extra information that your referees choose to tell us about you; and
extra information that our Clients may tell us about you, or 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 to our services, for example, if we need to make special arrangements for interview.
Information about you relating to criminal convictions where required by law or where this is a condition of contract imposed by a Client 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 or when we make contact with you. This may be by telephone (including call recording) 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.

We may sometimes collect additional information from third parties including former employers, credit reference agencies or other background check agencies.

We may collect information from publicly available sources including social media sites such as LinkedIn.

We may collect feedback from our Clients on your performance during the course of your engagement.

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, to improve our services, 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 provide our services to you. Our services consist of locating work for persons registered on our database of Candidates and introducing such Candidates to our Clients; and
to contact you (including by email) about jobs that we think you may be interested in and to keep in touch with you; and
to manage our relationship with you

We may also use your personal information to:

check you are legally entitled to work in the country where you are assigned or employed.
ascertain your fitness to work;
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; 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 the 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 or 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 (such as introducing you to our Clients or providing you a benefit).

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.

Automated Decision-Making

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, to supplement the information available to our consultants.

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 is likely to decrease the likelihood of us successfully finding you a new job.

Who may 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:

potential Clients to find you a suitable position;
the Client that we place you with to manage our relationship and to make payment of invoices;
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 via another group company. All offices within the OJ group have access to our centralised system for placing candidates globally.

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 within the EEA. Information on our database may be accessed by our Group companies from local offices within the EEA (Dublin, Amsterdam, Frankfurt, Milan, Antwerp and Brussels), from offices in countries that have received an Adequacy Decision (London, Manchester) and from our offices located outside the EEA (United States, Hong Kong and Singapore).

To ensure your personal information receives an adequate level of protection, we have put in place EU approved contracts with the data recipients outside the EEA to ensure that your personal information is treated by those parties in a way that is consistent with and which respects the EU and UK laws on data protection.

If you require further information these protective measures you can request it from GDPR@oliverjames.com.

Data Security

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 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. Your information will be kept for up to 5 years from the last point of contact on our main systems after which time it will be anonymised, archived or deleted.

Some of the archived information may be retained for up to 7 years for the purposes of satisfying any legal, accounting, or reporting requirements (or equivalent in your country such statutory requirement, plus 1 year). 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.

Your rights in connection with personal information

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).

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.

Belgium transparency notice for candidates.

Oliver James (“we” "our" or “us”) is the trading name of Oliver James Associates B.V., company number 0682.960.568 and registered office at Rue du Commerce 31 1000 Brussels.

What is the purpose of this document?

This 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. Further details about Oliver James, and the companies within Oliver James, are available on our website. If you have any questions about this notice, please contact: GDPR@oliverjames.com

We will comply with 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.

We are a ‘data controller’ and gather and use certain information about you. This information is also used by our affiliated entities and group companies, and so, in this notice, references to ‘we’, 'our' or ‘us’ includes all Oliver James group companies.

This notice applies to all Candidates. For the purposes of this notice, Candidates include: contractors and permanent role candidates, including fixed and full-time contractors and PAYE candidates working directly via an agency or through an umbrella company; as well as people who have supplied a speculative CV to Oliver James not in relation to a specific job. Candidates also includes individual contractors, freelance workers and employees of suppliers or other third parties put forward for roles with clients (“Clients”) as part of a managed service provider programme or recruitment processing outsourcing service offering or otherwise will be treated as candidates for the purposes of this Transparency Notice.

Whilst the reference to Clients in this Transparency Notice is, in itself self-explanatory, this category covers our customers, clients (which includes managed service providers and recruitment processing outsourcing companies) and others to whom Oliver James provides services in the course of its business.

What personal information may we collect?

Personal data means any information relating to an identified of 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).

For Candidates 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;

• gender information;

• 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;

• your right to work documentation (for example a passport number, driving licence 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;

• IP address;

• photographs;

• feedback from Clients on your performance;

• extra information that you choose to tell us;

• extra information that your referees choose to tell us about you; and

• extra information that our Clients may tell us about you, or 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 to our services, for example, if we need to make special arrangements for interview.

• Information about you relating to criminal convictions where required by law or where this is a condition of contract imposed by a Client 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 or when we make contact with you. This may be by telephone (including call recording) 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.

We may sometimes collect additional information from third parties including former employers, credit reference agencies or other background check agencies.

We may collect information from publicly available sources including social media sites such as LinkedIn.

We may collect feedback from our Clients on your performance during the course of your engagement.

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, to improve our services, 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 provide our services to you. Our services consist of locating work for persons registered on our database of Candidates and introducing such Candidates to our Clients; and

• to contact you (including by email) about jobs that we think you may be interested in and to keep in touch with you; and

• to manage our relationship with you.

We may also use your personal information to:

• check you are legally entitled to work in the country where you are assigned or employed.

• scertain your fitness to work;

• 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; 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 the 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 (such as introducing you to our Clients or providing you a benefit).

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.

Automated Decision-Making

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, to supplement the information available to our consultants.

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 is likely to decrease the likelihood of us successfully finding you a new job.

Who may 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:

• potential Clients to find you a suitable position;

• the Client that we place you with to manage our relationship and to make payment of invoices;

• 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 via another group company. All offices within the OJ group have access to our centralised system for placing candidates globally.

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 within the EEA. Information on our database may be accessed by our Group companies from local offices within the EEA (Dublin, Amsterdam, Frankfurt, Milan, Antwerp and Brussels), from offices in countries that have received an Adequacy Decision (London, Manchester) and from our offices located outside the EEA (United States, Hong Kong and Singapore).

To ensure your personal information receives an adequate level of protection, we have put in place EU approved contracts with the data recipients outside the EEA to ensure that your personal information is treated by those parties in a way that is consistent with and which respects the EU and UK laws on data protection.

If you require further information these protective measures you can request it from GDPR@oliverjames.com.

Data Security

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 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. Your information will be kept for up to 5 years from the last point of contact on our main systems after which time it will be anonymised, archived or deleted.

Some of the archived information may be retained for up to 7 years for the purposes of satisfying any legal, accounting, or reporting requirements (or equivalent in your country such statutory requirement, plus 1 year). 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.

Your rights in connection with personal information

• 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).

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.

Ireland transparency notice for candidates.

Oliver James (“we” "our" or “us”) is the trading name of OJA Recruitment Limited, company number 605429 and registered office at 8 Harcourt St, Dublin, D02 AF58, Ireland.

What is the purpose of this document?

This 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. Further details about Oliver James, and the companies within Oliver James, are available on our website. If you have any questions about this notice, please contact: GDPR@oliverjames.com

We will comply with 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.

We are a ‘data controller’ and gather and use certain information about you. This information is also used by our affiliated entities and group companies, and so, in this notice, references to ‘we’, 'our' or ‘us’ includes all Oliver James group companies.

This notice applies to all Candidates. For the purposes of this notice, Candidates include: contractors and permanent role candidates, including fixed and full-time contractors and PAYE candidates working directly via an agency or through an umbrella company; as well as people who have supplied a speculative CV to Oliver James not in relation to a specific job. Candidates also includes individual contractors, freelance workers and employees of suppliers or other third parties put forward for roles with clients (“Clients”) as part of a managed service provider programme or recruitment processing outsourcing service offering or otherwise will be treated as candidates for the purposes of this Transparency Notice.

Whilst the reference to Clients in this Transparency Notice is, in itself self-explanatory, this category covers our customers, clients (which includes managed service providers and recruitment processing outsourcing companies) and others to whom Oliver James provides services in the course of its business.

What personal information may we collect?

Personal data means any information relating to an identified of 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).

For Candidates 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;

•gender information;

•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;

•your right to work documentation (for example a passport number, driving licence 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;

•IP address;

•photographs;

•feedback from Clients on your performance;

•extra information that you choose to tell us;

•extra information that your referees choose to tell us about you; and

•extra information that our Clients may tell us about you, or 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 to our services, for example, if we need to make special arrangements for interview.

•Information about you relating to criminal convictions where required by law or where this is a condition of contract imposed by a Client 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 or when we make contact with you. This may be by telephone (including call recording) 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.

We may sometimes collect additional information from third parties including former employers, credit reference agencies or other background check agencies.

We may collect information from publicly available sources including social media sites such as LinkedIn.

We may collect feedback from our Clients on your performance during the course of your engagement.

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, to improve our services, 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 provide our services to you. Our services consist of locating work for persons registered on our database of Candidates and introducing such Candidates to our Clients; and

•to contact you (including by email) about jobs that we think you may be interested in and to keep in touch with you; and

•to manage our relationship with you.

We may also use your personal information to:

•check you are legally entitled to work in the country where you are assigned or employed.

•ascertain your fitness to work;

•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; 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 the 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 (such as introducing you to our Clients or providing you a benefit).

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.

Automated Decision-Making

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, to supplement the information available to our consultants.

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 is likely to decrease the likelihood of us successfully finding you a new job.

Who may 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:

•potential Clients to find you a suitable position;

•the Client that we place you with to manage our relationship and to make payment of invoices;

•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 via another group company. All offices within the OJ group have access to our centralised system for placing candidates globally.

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 within the EEA. Information on our database may be accessed by our Group companies from local offices within the EEA (Dublin, Amsterdam, Frankfurt, Milan, Antwerp and Brussels), from offices in countries that have received an Adequacy Decision (London, Manchester) and from our offices located outside the EEA (United States, Hong Kong and Singapore).

To ensure your personal information receives an adequate level of protection, we have put in place EU approved contracts with the data recipients outside the EEA to ensure that your personal information is treated by those parties in a way that is consistent with and which respects the EU and UK laws on data protection.

If you require further information these protective measures you can request it from GDPR@oliverjames.com.

Data Security

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 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. Your information will be kept for up to 5 years from the last point of contact on our main systems after which time it will be anonymised, archived or deleted.

Some of the archived information may be retained for up to 7 years for the purposes of satisfying any legal, accounting, or reporting requirements (or equivalent in your country such statutory requirement, plus 1 year). 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.

Your rights in connection with personal information

•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).

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.

Rest of The World transparency notice for candidates.

Rest of World transparency notice for candidates

Oliver James (“we” "our" or “us”) is the trading name of Oliver James Associates Limited, company number 04447784 and registered office at No 1 Spinningfields, Hardman Square, Manchester, M3 3EB. A list of our offices and contact details can be found on our website at our offices.