Terms & Conditions

GDPR Statement

PURPOSE

This statement outlines how Bailie Group Business Services (BGBS), will process your
personal data when you apply for a role/Associate role with any Bailie Group
Company. BGBS is acting as data controller.

We collect and hold personal data about you, including your name, date of birth,
address and other personal information. We also hold information about your work or
profession, your education, and your nationality; details of when you contact us and
when we contact you; and other information that you supply to us or that we obtain
from our relationship with you. We may also ask you to provide ‘special category’
information about yourself (e.g. information about your health). Further information
about how we use special category information is available later in this notice.

Most of the information may be provided by you directly, your nominated referees, or a
third party acting on your behalf (e.g. recruitment agency), or our service providers.
We may also collect information from other third parties such as job boards, CV
Libraries, or business based social networking sites.

If you are successful and offered a role/Associate role with a Bailie Group company,
we’ll collect and share your information with our pre-assignment screening providers
and other suppliers (e.g. fraud prevention agencies) as part of our onboarding checks,
including security clearance initiation and verification. This is so we can check the
information you’ve provided to us is accurate, and to prevent criminal activity.
The information that we collect from you will be held in our HR System; PeopleHR. All
data is stored securely in the UK.

HOW WILL BGBS USE THE INFORMATION THAT YOU PROVIDE?

Personal data that you supply to us will be used for the following, collectively the
‘Purposes’:

  • the purpose of processing your application for employment;
  • managing your contract;
  • identifying who you are;
  • matching your details to any future suitable assignments;
  • contacting you about specific assignments;
  • administering any interviews and psychometric tests;
  • undertaking surveys;
  • preventing and detecting fraud and crime; - meeting our legal and regulatory
    obligations.

BGBS will treat all personal data (whether special category or not) as private and
confidential except where we are permitted or required by law to make a disclosure or
where the disclosure is necessary for the Purposes.

We’ll process your information in this way when it’s required as part of entering into a
contract or service agreement/statement of work.

In certain circumstances, we have a legal obligation to collect and use information
about you (e.g. information to support your eligibility and right to work in the UK, or for
meeting the intermediaries reporting requirements). We may use your information
where it is in the legitimate interests of BGBS – primarily so that we can act on your
request if you show an interest to working for us and ensure we uphold our duties as a
responsible organisation by recruiting suitable candidates. We’ll always ensure the
way we process your information is safe and not unfair to you.

Sometimes we will collect, or you might want to give us, information that we call
‘special category data’. This could be information about your health so that we can
make reasonable adjustments for you during your recruitment journey, or in the
workplace if you are offered an assignment. It could also be information about your
ethnicity, religion or sexual orientation by monitoring the fair operation of our
engagement practices. Where we collect information about your ethnicity, religion or
sexual orientation, this information will not be used for decision making in the
recruitment process.

Normally we will collect this information to ensure that we can comply with our legal
obligations. You will be asked whether you wish to provide this information and we will
provide you with the option to ‘prefer not to say’.

HOW LONG WILL BGBS KEEP YOUR DATA FOR?

BGBS will keep your personal data for the purposes of matching your details to a
potential future role/Associate role for as long as is necessary to achieve the
Purposes, which may be for the duration of your career, or until such point that either
you ask us to delete the personal data or we believe that there is no realistic prospect
of BGBS identifying a potential future role/Associate role. We will contact you
periodically to request an update of your personal information, and to remind you of
your rights under this statement.

Where additional data is collected or created during the application, sourcing and
selection, or screening process and your application is unsuccessful, BGBS will retain
that information for 12 months, after which it will be deleted.

If you are successfully recruited or engaged to provide services, then BGBS will need
to hold your personal data for the length of any employment/assignment and for as
long thereafter as may be required to ensure compliance with statutory and other
obligations. Typically, this will be for 7 years after the point that your employment/last
assignment ends, however in some limited circumstances this may be longer for
example your information may be kept longer than 7 years if the
employment/assignment was terminated immediately for serious breach of contract or
there is a pending investigation.

A DESCRIPTION OF YOUR RIGHTS

You have a right to request a copy of the information that we hold about you. If you
would like a copy of some or all of the personal data we hold about you, please email
or write to us at the addresses set out below.

BGBS would like to make you aware that you also have the following rights regarding
the data we are required to collect about you:

  • Make a Subject Access Request;
  • Rectification of any incorrect information we hold about you;
  • Restriction of further processing of data;
  • Right to be forgotten where information has been provided with consent.


You also have a right to make a data protection complaint to the Information
Commissioner’s Office in the UK if you think we are mishandling your personal data.
You can contact them on https://ico.org.uk

WHO DO BGBS SHARE YOUR PERSONAL DATA WITH?

In order to process your application (and, if successful, manage your
employment/assignment), we may need to pass your information to other Bailie Group
companies, clients, and nominated suppliers for progressing the Purposes described
above. These could include Bailie Group technology providers, insurance companies,
credit checking agencies, fraud prevention agencies, third party screening providers,
payroll providers, and government bodies, as well as third parties that you provide us,
such as your referees.

Your personal data will be processed by BGBS within the UK or the European Union
and any personal data provided by you will be stored within the UK or the European
Union. When working with our suppliers and/or transferring information to other
organisations, we take appropriate steps to ensure that there are adequate steps
taken to prevent the data being further transferred outside the UK or the European
Union.

HOW WILL BGBS PROTECT YOUR PERSONAL DATA?

BGBS are committed to protecting the security of your personal information. A variety
of security technologies, contractual controls, industry leading standards (such as
ISO27001), policies and procedures are used to help protect your personal information
from unauthorised access, use, or disclosure.

CHANGES TO THIS PRIVACY POLICY

We keep our privacy policy under regular review. Any substantial changes to the way
in which we process personal data will be notified by sending an updated copy to the
email address that you provide to us.

HOW TO CONTACT BGBS

Please contact us if you have any queries about our privacy policy or the information
we hold about you.

You can reach us:

  • by writing to us at Bailie Group Business Services, Riverside House, 7 Canal Wharf
    Leeds, LS11 5AS
  • by emailing us at recruitment@bailiegroup.co.uk