Privacy Policy (UK)

Who We Are

James Ray Recruitment, with its office at: Colonial House, Swinemoor Lane, Beverley, East Riding of Yorkshire, HU17 0LS, will be referred to as “we”, “us”, “our” in this privacy notice.

James Ray Recruitment provides temporary and permanent recruitment services for the education, legal and professional and other sectors.

In this privacy statement, we explain what we do with the data we obtain about you via https://jamesrayrec.com. We recommend you carefully read this statement. In our processing we comply with the requirements of privacy legislation. That means, among other things, that:

• we clearly state the purposes for which we process personal data. We do this by means of this privacy statement;
• we aim to limit our collection of personal data to only the personal data required for legitimate purposes;
• we first request your explicit consent to process your personal data in cases requiring your consent;
• we take appropriate security measures to protect your personal data and also require this from parties that process personal data on our behalf;
• we respect your right to access your personal data or have it corrected or deleted, at your request.

If you have any questions, or want to know exactly what data we keep, please contact us.

1. Collection and Use of Data

a. Purposes and legal basis

We will collect your personal data (which may include Special Category personal data) for the purposes of providing our services of: finding work for candidates, assisting clients with their recruitment of workers.

These services may include, but are not limited to: contacting you about job opportunities, assessing your suitability for job roles, arranging the payment of salary, tax and pensions, managing your relationship with employers and potential employers.

The legal bases on which we process this data is:

• It is necessary for the execution of a contract or preliminary procedures related to a contract to which the data subject is a party 
• For compliance with a legal or regulatory obligation
• Where we have a legitimate interest
• Where we have your explicit consent

i. Execution of a Contract

We have contractual requirements to collect your personal data in order to provide our services. We may also need to share this data with our clients in order to fulfil our contractual obligation to you. If you do not provide us with personal data, we cannot provide these services.

ii. Compliance with a legal or regulatory obligation

We have certain legal obligations that require us to use your data in the provision of our services. These include, but are not limited to:

• To comply with the Conduct of Employment Agencies and Employment Businesses Regulations 2003
• To verify your right to work in the UK
• For the processing of tax and pension payments
• To verify your fitness to teach and/or work with children

Complying with legal obligations may require us to share your data with clients (such as a potential employer) or other third party such as the Disclosure and Barring Service. If you do not provide us with this data to share with third parties, we could not fulfil our service contract with you.

iii. Legitimate Interest

This is where the processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third-party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data. Cases where we may rely on legitimate interest to process your data include, but are not limited to:

• Managing our internal databases and systems
• Contacting you regarding job opportunities
• Contacting you to put a potential candidate forward to a vacancy
• Contacting you to seek further consent for data sharing, where we require it
• Sharing reviews or testimonials that you have provided when we have obtained your consent, or they are already available in the public domain e.g. a review left on our Google Business Profile.

iiii. Consent

We will always try to seek your explicit consent to process your data, especially when this relates to Special Category data such as: health, or criminal convictions. We will direct you to this policy when you use forms on our website to contact us or apply for work.

b. Sharing data

We will generally process your data for our own internal purposes, some of which have been described above. However, there are also times when we will be required to disclose your data to third parties. These include, but are not limited to:

• Our clients, who we may put you forward to for job opportunities
• Our payroll providers
• Our providers of IT support, including website hosting, email support, CRM management
• Former employers or other named individuals who may be contact for references
• The Disclosure and Barring Service
• HRMC
• Pension providers
• The Teaching Regulation Agency and Education Workforce Council
• The UK Home Office
• Overseas criminal records or other law enforcement agencies

c. Data Collection and Processing

i. What Data We Collect

For the purposes of this policy, “personal information” included any information that related to you and/or information from which you can be identified either directly or indirectly. We may combine pieces of information which, on thier own, do not identify you but together may do. In these cases, we treat the combined information as Personal Information. Examples of information which we may gather and/or combine include, but are not limited to:

Identity Data: including your name, unique identification numbers that we give to you, email addresses, title, National Insurance details, passport, driving license and other right to work documents

Employment Data: including employment history, qualifications, skills and experience, education history, professional development, disciplinary history, current and/or previous salaries, references

Financial Data: including bank details, HMRC data such as a P45, pension details

Special Category Data: sometimes processing of special category data is legally required by us. This may include for example, criminal records, medical information and cases where we need to verify your qualifications. When you apply for a job, we process this data because it is necessary for us to carry out our contractual services to you, and for us to meet our legal obligations. We do not collect, process or share your Special Category Data in any other cicumstances and will obtain your explicit consent if we do.

ii. How We Collect Your Data

We use various means to collect your data from you and about you, both online and offline. These include, but may not be limited to:

Interactions: These may be done in person or online and include –  using the forms on our website such as the contact form, or a job application, submitting your CV, emailing the company, using our website or CRM system, telephoning the company, visiting our office, interacting with company social media pages.

Automated Methods: Our website uses cookies to remain operational and are essential. These cookies may collect data such as your IP address, browsing actions, location.

Third Parties:  We may receive data from third party sources such as jobs boards, CV databases, friend referrals, advertising networks such as Google Ads.

iii. Data Retention

We will keep your personal data for as long as is necessary for the purpose that it was collected. However, there are laws related to employment and payroll that may require us to keep your information for a longer period of time. If you have any questions about this, you can contact us.

When your personal data is no longer required, it will be deleted / destroyed or returned to you.

iiii. Overseas Transfer of Data

The data that we collect may  at times be transferred to, stored or processed outside of your region. This includes both the European Economic Area (EEA) and other countries where we or our contracted third parties maintain facilities.

By engaging our services, you aknowledge that your personal data be transferred overseas. When this happens, we will take all reasonable steps to ensure that your data is secure and kept in accordance with applicable laws.

iiiii. Data Security

We have put measure in place to safeguard the data that we collect. These include: firewalls, SSL certification, malware protection, regular updates of online security as new threats emerge. We use the Principal of Least Privilege to restrict data only to employers and third party services who are required to perform a specific task (for example, we may share financial data with our payroll provider but not with our IT providers).

Whilst we take security very seriously, the use of online technology such as websites, apps and emails can never be guaranteed as fully secure. For that reason, we cannot guarantee the security of your data.

2. Your Rights

You have the following rights in regards to your Personal Information:

• The right to be informed about the personal data the Company processes on you;
• The right of access to the personal data the Company processes on you;
• The right to rectification of your personal data;
• The right to erasure of your personal data in certain circumstances;
• The right to restrict processing of your personal data;
• The right to data portability in certain circumstances;
• The right to object to the processing of your personal data that was based on a public or legitimate interest;
• The right not to be subjected to automated decision making and profiling; and
• The right to withdraw consent at any time.

When consent is withdrawn, it will not affect data processing already carried out before the consent was withdrawn, or processing which carried out for certain other circumstances such as for a legal basis. When these situations arise, we will only use the data that is required for that specific reason.

a. Complaints

You have the right to make a complaint via the Information Commissioner’s Office.

However, if you do have concerns related to our use of your data we would appreciate the chance to put these right before such a complaint is made. Contact us on admin@jamesrayrec.com to discuss any aspect of this policy.

3. Third Party Links

Our website, applications or any other services may contain links to other third party websites that we do not operate. We are not responsible for the privacy policies of those websites or what data they may collect from you. 

4. Sale of the Business

If we sell the business, merge with or are acquired by another business, then your data may be disclosed to advisers or prospective buyers and will be passed on to the new owners.

5. Changes to This Data Protection Notice

You should regularly check this page for updates to our data protection policies. You can see the date that the policy was last updated at the top of this page. If any material changes are made, we will contact you to obtain your consent if we are legally required to do so. We will make this communication via email.

6. Queries

Any questions relating to this Data Protection Notice can be directed to our Data Protection Officer, using the details below:

Title: Data Protection Officer, James Ray Recruitment

Postal Address: Colonial House, Swinemoor Lane, Beverley, East Riding of Yorkshire, HU17 0LS

Telephone: 01482 533656

Email: admin@jamesrayrec.com