Data Protection Policy

At Riverbank Recruitment Ltd, we are committed to protecting the privacy and confidentiality of personal data entrusted to us by our clients, candidates, and website visitors. This Data Protection Policy outlines our practices regarding the collection, use, and safeguarding of personal data. By accessing our website and providing your personal information, you acknowledge and consent to the processing of your data as described in this policy.

1. Data Collection and Use

1.1 Personal Data Collected:

At Riverbank Recruitment Ltd, we are committed to collecting and processing personal data in a responsible and transparent manner. We collect personal data for legitimate business purposes, primarily focused on recruitment and staffing services. The types of personal data we may collect include:

Contact Information: This includes individuals' names, email addresses, phone numbers, and other relevant contact details necessary for communication.
Professional Information: We may collect CVs/resumes, employment history, qualifications, and other professional information provided by individuals seeking employment opportunities.
Identification Information: In certain cases, we may collect personal identification information such as date of birth or national identification number to verify the identity of individuals.
Voluntary Information: We may also collect any other relevant information voluntarily provided by individuals during the recruitment process or in their interactions with us.

1.2 Data Usage:

The personal data we collect is used for the following purposes:

Assessing and Evaluating Candidates: We process personal data to assess and evaluate candidates for employment opportunities. This includes reviewing qualifications, employment history, skills, and other relevant factors.
Facilitating Communication: We use personal data to facilitate communication between our clients, candidates, and our recruitment team. This ensures effective coordination throughout the recruitment process.
Managing and Maintaining Relationships: Personal data is utilized to manage and maintain relationships with our clients and candidates. This includes activities such as providing updates on job opportunities, arranging interviews, and managing placements.
Legal Compliance: We process personal data to comply with legal obligations and regulatory requirements. This may include verifying the eligibility of candidates to work, conducting background checks, and ensuring compliance with employment laws.
Service Improvement: We analyze personal data to improve our services and enhance the user experience on our website. This may involve data aggregation, statistical analysis, and feedback collection to identify areas for improvement and optimize our recruitment processes.

We strive to ensure that all personal data collected is relevant, necessary, and limited to what is required for the aforementioned purposes. Additionally, we adhere to applicable data protection laws and regulations when processing personal data.

2. Data Security and Confidentiality

2.1 Data Protection Measures:

At Riverbank Recruitment Ltd, we prioritize the security and confidentiality of personal data. We have implemented comprehensive technical and organizational measures to ensure the protection of personal data against unauthorized access, loss, alteration, or disclosure. These measures include:

Data Encryption: We employ industry-standard encryption techniques to safeguard personal data during transmission and storage, ensuring that it remains confidential and secure.
Access Controls: We maintain strict access controls to personal data, allowing only authorized individuals within our organization to access and process the information. Access permissions are granted based on job roles and responsibilities, and regularly reviewed to ensure the principle of least privilege.
Regular Backups: We perform regular backups of data to prevent data loss in the event of system failures or other unforeseen circumstances. These backups are securely stored and can be restored to maintain data integrity.
Staff Training: Our employees undergo comprehensive training on data protection principles, including the secure handling, processing, and storage of personal data. We ensure that our staff members are aware of their responsibilities and obligations regarding data security and confidentiality.

2.2 Third-Party Processors:

In certain cases, we may engage third-party service providers to assist us with data processing activities. These processors may include cloud hosting providers, software vendors, or other service providers involved in our recruitment and staffing operations. When engaging such third-party processors, we carefully select reputable providers who demonstrate compliance with relevant data protection laws and regulations.

We enter into contractual agreements with these processors to ensure that personal data is processed in accordance with our instructions and in compliance with applicable data protection laws. These agreements include provisions that require the processors to implement appropriate technical and organizational measures to protect personal data and maintain its confidentiality and integrity.

We regularly review the data protection practices of our third-party processors to ensure ongoing compliance with our high standards of data security and confidentiality. This includes conducting audits, requesting evidence of security measures, and verifying their adherence to data protection laws and regulations.

By implementing these robust data protection measures and engaging trusted third-party processors, we aim to provide a secure environment for the processing of personal data and maintain the confidentiality and integrity of the information entrusted to us.

3. Data Retention

3.1 At Riverbank Recruitment Ltd, we have established clear data retention practices to ensure that personal data is retained only for the necessary period to fulfill the purposes for which it was collected, in compliance with applicable laws, regulations, and industry standards. We recognize the importance of safeguarding personal data and are committed to maintaining the highest standards of data protection throughout the data lifecycle.

3.2 Duration of Retention:

Personal data will be retained for as long as required to fulfill the specific purposes for which it was collected. This includes the duration of any contractual agreements or business relationships, as well as any legal, accounting, or reporting obligations that may apply.

3.3 Legal Requirements:

We adhere to all applicable legal requirements governing data retention. This includes, but is not limited to, obligations imposed by labor laws, taxation laws, and industry-specific regulations. In certain cases, we may be required to retain personal data for extended periods to comply with these legal obligations.

3.4 Data Anonymization and Deletion:

Once the personal data is no longer necessary for the purposes it was collected, and there are no legal or regulatory requirements to retain it, we will take appropriate measures to securely delete or anonymize the data. Secure deletion ensures that the data is permanently and irreversibly removed from our systems, while anonymization prevents the identification of individuals from the remaining data.

3.5 Data Retention Review:

We conduct regular reviews of the personal data we hold to ensure compliance with our data retention policies and legal obligations. These reviews include an assessment of the necessity and relevance of the retained data, taking into account the purposes for which it was collected.

3.6 Data Disposal:

When disposing of personal data, we follow secure data disposal practices to minimize the risk of unauthorized access, loss, or misuse. This may involve shredding physical documents or employing secure digital data destruction methods, ensuring that personal data cannot be reconstructed or accessed by unauthorized individuals.

3.7 Exceptional Circumstances:

In certain exceptional circumstances, such as ongoing legal disputes or investigations, we may be required to retain personal data for a longer period. In such cases, we will ensure that appropriate safeguards are implemented to protect the data and that the continued retention is in compliance with applicable laws.

3.8 Data Retention Documentation:

We maintain accurate and up-to-date documentation outlining our data retention practices, including the specific retention periods for different categories of personal data. This documentation is regularly reviewed and updated as necessary to reflect changes in our business processes, legal requirements, and industry best practices.

3.9 Individual Rights:

Individuals have the right to request information about the retention of their personal data and exercise their rights to erasure or restriction of processing, as outlined in our Data Subject Rights section. We handle such requests promptly and in accordance with applicable laws and regulations.

We are committed to ensuring that personal data is retained in a secure and responsible manner, promoting privacy and data protection for all individuals whose data we process.

4. Data Subject Rights

4.1 Right to Access and Rectification:

As an individual, you have the right to request access to the personal data we hold about you. If you believe that any of the information we have is inaccurate or incomplete, you can request for it to be updated or corrected. We will respond to such requests in accordance with applicable data protection laws and provide you with a copy of your personal data within the timeframe specified by law.

4.2 Right to Erasure and Restriction:

In certain circumstances, you have the right to request the erasure or restriction of your personal data. This means that we will either delete your data or cease processing it, as permitted by applicable data protection laws. However, please note that this right is not absolute and may be subject to legal or legitimate business requirements that require us to retain your data.

4.3 Right to Data Portability:

At your request, we will provide you with a copy of your personal data in a structured, commonly used, and machine-readable format. This allows you to easily transfer your data to another organization or service provider, where technically feasible and as permitted by applicable data protection laws.

4.4 Right to Withdraw Consent:

You have the right to withdraw your consent for the processing of your personal data at any time. If you choose to do so, it will not affect the lawfulness of any processing we have conducted based on your consent before its withdrawal. However, please be aware that withdrawing consent may impact our ability to provide certain services to you, and we will inform you about the implications of your withdrawal at the time of the request.

We are committed to upholding these data subject rights and will handle any requests in accordance with applicable data protection laws. To exercise your rights or if you have any questions regarding these rights, please contact us using the information provided at the bottom of this policy. We will promptly respond to your request and take appropriate actions to address your concerns.

5. Data Transfers

5.1 Transfer and Storage of Personal Data:

Riverbank Recruitment Ltd recognizes that in the course of our operations, it may be necessary to transfer and store personal data collected from individuals outside the European Economic Area (EEA). Such transfers are conducted in accordance with the requirements of applicable data protection laws, ensuring that adequate safeguards are in place to protect the data during these transfers.

5.2 Legal Basis for Transfers:

The transfer of personal data to countries outside the EEA may be necessary for the performance of a contract between Riverbank Recruitment Ltd and the individual, or for the implementation of pre-contractual measures taken at the individual's request. Additionally, transfers may occur with the individual's explicit consent or for the establishment, exercise, or defense of legal claims.

5.3 Adequacy Measures and Safeguards:

To ensure the protection of personal data during international transfers, Riverbank Recruitment Ltd implements appropriate safeguards as required by data protection laws. These safeguards may include:

Standard Contractual Clauses: Riverbank Recruitment Ltd may use standard contractual clauses approved by the European Commission or relevant data protection authorities as a means of ensuring that the recipient of the personal data provides an adequate level of protection.
Binding Corporate Rules: In cases where transfers are made within the Riverbank Recruitment group of companies, binding corporate rules may be established and implemented to govern the protection of personal data across borders.
Adequacy Decisions: In situations where the European Commission has determined that a non-EEA country ensures an adequate level of data protection, transfers may be made to such countries without the need for additional safeguards.
Certification Mechanisms: Riverbank Recruitment Ltd may rely on approved certification mechanisms, such as privacy seals or codes of conduct, as a means of demonstrating compliance with data protection standards during international transfers.
Other Appropriate Measures: Depending on the specific circumstances, additional appropriate measures may be implemented to ensure the security and protection of personal data during international transfers.

5.4 Data Subject Rights and Redress Mechanisms:

Individuals whose personal data is transferred outside the EEA are entitled to exercise their rights under applicable data protection laws. Riverbank Recruitment Ltd provides mechanisms to address any inquiries or complaints related to the processing and transfer of personal data. Individuals may contact us using the details provided in Section 7 of this policy to exercise their rights or seek redress.

5.5 Period of Data Retention:

Personal data transferred and stored outside the EEA is retained only for as long as necessary to fulfill the purposes for which it was collected, in accordance with the principles outlined in Section 3 of this policy.

5.6 Changes to Data Transfer Practices:

Riverbank Recruitment Ltd reserves the right to modify its data transfer practices as necessary to comply with changes in applicable laws and regulations. Any updates or modifications to our data transfer practices will be communicated through appropriate channels and reflected in this Data Protection Policy.

6. Cookies and Analytics

6.1. Use of Cookies:

Riverbank Recruitment Ltd utilizes cookies on our website to enhance the user experience and gather specific information about website visitors. Cookies are small text files stored on the user's device that allow us to remember user preferences, provide personalized content, and improve overall website functionality. By using our website, you consent to the use of cookies in accordance with this policy.

6.2. Types of Cookies Used:

We utilize both session cookies and persistent cookies on our website. Session cookies are temporary files that are automatically deleted when you close your browser, while persistent cookies remain on your device for a longer period until manually deleted or expired. These cookies may be first-party cookies, set by our website, or third-party cookies, set by external service providers.

6.3. Cookie Management:

By default, most web browsers accept cookies automatically. However, you can modify your browser settings to control or disable cookies entirely if you prefer. Please note that disabling cookies may affect certain features and functionalities of our website.

6.4. Cookie Policy:

For more detailed information about the cookies used on our website, their purpose, and how we process the data collected through cookies, please refer to our separate Cookie Policy. The Cookie Policy provides a comprehensive overview of the cookies used, their duration, and the specific purposes for which they are used.

6.5. Analytics:

In addition to cookies, we may utilize analytics tools such as Google Analytics to gather anonymous, aggregated data about website usage patterns. This information helps us understand user behavior, improve our website's performance, and tailor our content to better meet the needs of our visitors. The analytics data collected does not personally identify individuals and is used solely for statistical analysis purposes.

6.6. Third-Party Cookies:

Our website may contain links to third-party websites or embedded content (e.g., videos, social media widgets) that may use their own cookies. We have no control over these cookies and recommend reviewing the respective third-party websites' privacy policies to understand their practices.

6.7. Consent:

By continuing to browse and use our website, you acknowledge that you have read and understood our Cookie Policy and consent to the use of cookies as described therein.

Please note that any personal data collected through cookies is processed in accordance with our Data Protection Policy.

7. Policy Updates

7.1 Riverbank Recruitment Ltd reserves the right to update and revise this Data Protection Policy periodically to ensure its alignment with evolving best practices, technological advancements, and legal obligations. We encourage individuals to review this policy regularly to stay informed about how we collect, use, and protect personal data.

7.2 Notification of Updates:

Any updates or modifications to this Data Protection Policy will be prominently displayed on our website. We may also notify individuals via email or other appropriate means to ensure awareness of significant changes. It is the responsibility of website visitors, clients, and candidates to review the updated policy and understand the implications of any revisions.

7.3 Effective Date:

The revised Data Protection Policy will become effective immediately upon publication on our website, superseding any previous versions. Continued use of our website or engagement with our services after the updated policy's effective date constitutes acceptance of the revised terms.

7.4 Consent to Policy Changes:

By accessing our website or providing personal data following the publication of an updated Data Protection Policy, individuals acknowledge their understanding of the revised terms and consent to the processing of their personal data in accordance with the updated policy.

7.5 Retaining Previous Versions:

We maintain an archive of previous versions of this Data Protection Policy for reference purposes. Individuals can request access to prior versions by contacting us using the information provided in Section 8 (Contact Us).

7.6 Separate Agreements:

In some cases, clients or candidates may be subject to separate contractual agreements or data processing agreements that govern the handling of personal data. In the event of any conflict between such agreements and this Data Protection Policy, the provisions of the specific agreement will prevail.

7.7 Independent Legal Advice:

If individuals have any concerns or questions about the updates made to this Data Protection Policy, we encourage them to seek independent legal advice before continuing to use our website or engage in any further interactions with Riverbank Recruitment Ltd.

Should you have any questions or concerns regarding our Data Protection Policy, please don't hesitate to contact us at:

Email: info@riverbankrecruitment.com

Phone: 02035762905

Last updated: 17.06.2023

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