Privacy Policy - UK & EU

If you are a resident of the United Arab Emirates click here.
If you are a resident of South Africa click here.

This Privacy Policy outlines how Inbound Talent processes all personal data collected from you or provided by you through our website, inboundtalent.co.uk, and any other affiliated platforms. We encourage you to carefully review the following to understand our practices regarding your personal data and how we manage it.

For information on how to request the removal of your details from our records, please contact us at info@inboundtalent.co.uk

If you do not agree to the processing of your data, please do not submit any personal data to Inbound Talent through our website or other affiliated platforms.

Introduction

This Privacy Policy outlines our practices regarding the collection, use, and processing of your personal data in compliance with our legal obligations to you. We prioritize your privacy and are dedicated to protecting your data privacy rights.

This policy applies to the personal data of various categories of individuals, including Candidates, Temporary Workers, Contractors, Clients, Suppliers, Third Parties, People Whose Data We Receive, Website Users, and Visitors.

We adhere to relevant data protection laws, including the General Data Protection Regulation (GDPR) and the UK GDPR. References to the GDPR in this Privacy Policy encompass both the GDPR and UK GDPR.

The entity responsible for your personal data is Inbound Talent Ltd.

Please note that we may update this Privacy Policy periodically. For the latest information, please check this page regularly, as we will post any revisions here. If you have any concerns regarding our Privacy Policy, you may have legal rights, which we describe in this document where applicable.

This privacy policy applies in relevant countries and regions however, different countries may approach data protection and privacy differently. We have country-specific Privacy Policies for different regions, ensure you refer to the correct country-specific privacy policy. This ensures that we are complying with local, applicable data privacy protection laws.

If you are a resident of the UAE, USA or RSA please refer to the above mentioned privacy policy relevant to your region.

Inbound Talent Ltd.

Inbound Talent Ltd, trading as Inbound Talent, is an IT, Sales and GTM (go-to-market) recruitment and marketing agency offering recruitment and marketing services across the UK, EMEA and North America.

Inbound Talent is a company registered in Scotland with registration number SC779403 and having it’s registered office address at 272 Bath Street, Glasgow, G2 4JR.

Inbound Talent was founded in 2023 and started officially operating in November 2023. We offer contingency based, retained and embedded recruitment services to clients and candidates, from our Falkirk office, address at Antonine House, Callendar Business Park, Callendar Rd, Falkirk, FK1 1XE. We provide services in permanent, interim and temporary engagements.

If you have any inquiries regarding our Privacy Notice or our general data protection practices, please contact us:
For initial questions, please reach out to our Falkirk office:

By post: Antonine House, Callendar Business Park, Callendar Rd, Falkirk, FK1 1XE
By phone: 07391127321
By email: info@inboundtalent.co.uk

You can also contact us at our Glasgow office located at 272 Bath Street, Glasgow, G2 4JR, or our registered office address.

Our Data Protection Officer is Gabrielle van Wyk.

Our Commitment

We are dedicated to managing personal information in compliance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018, both effective from 25 May 2018.

Your personal information will be handled as follows:

- Processed lawfully, fairly, and transparently.
- Collected for specific, explicit, and legitimate purposes.
- Gathered only to the extent necessary for our lawful purposes.
- Regularly reviewed.
- Retained only as long as necessary, in line with our retention policy.
- Processed securely to ensure integrity.

It is crucial that you are informed of our practices and understand your rights concerning your personal data. This Privacy Notice serves to educate you about these aspects.

This Privacy Notice is applicable to the following categories of data subjects:

- Temporary workers or contractors who are engaged or seek to engage in a "contract for services" with our clients.
- Job seekers and other applicants for permanent positions in the public and private sectors, either directly contacting our clients or referred to us.
- Former and potential temporary workers or candidates.
- Employees or representatives of our corporate clients whose personal data we process to fulfill our contractual obligations.
- Business contacts including individuals whose organizations supply goods or services to us, provide professional services, have expressed interest in our activities, or maintain any other business relationship with us (including public authorities, industry bodies, or regulatory authorities).
- Website users who visit our website www.inboundtalent.co.uk or our social media platforms.

Please note that this Privacy Notice does not cover employees and other current, former, or prospective staff of Inbound Talent; separate privacy notices are in place for those purposes.

Purpose of Processing Personal Data

Temporary workers and candidates: We need to process your personal data throughout our relationship with you for recruitment purposes, payroll purposes, assignments with clients, health and safety, human resource requirements, regulatory requirements, statutory reasons such as HMRC requirements.

Client contacts: We need to process your personal data throughout our relationship with you (or your organisation) in order to manage our relationship with you as our client contact and in order to provide our services to your organisation including: (a) providing information about our services on request; (b) carrying out our services; (c) managing payments, fees and charges; (d) collecting and recovering money owed to us; (e) dealing with any client complaints and receiving feedback; or (f) corresponding with you in connection with our services.

Business contacts: We need to process your personal data throughout our relationship with you (or your organisation) in order to manage our business relationships with suppliers and sub-contractors, professional advisors, regulatory authorities, public authorities and others, which will include: (a) seeking or maintaining business relationships with various organisations, including accreditation and regulatory authorities; (b) assessing the suitability of any existing or potential supplier or other business relationship; (c) negotiating and entering into appropriate contracts for the supply of goods or services to us, carrying out any obligations under such contracts (including obligations of payment) and if necessary enforcing any such contracts; (d) undertaking on-going monitoring and management of our relationship with suppliers and other professional and business contacts; (e) interacting with other organisations (including partners or sub-contractors) in the course of providing services to our clients; or (f) investigating any complaints or enquiries.

Website users: We need to process your personal data while you visit or use our website in order to respond to general and specific enquiries via our website; to improve the user experience; and to administer the functionality and network security of our website.

Types of Personal Data We Collect

"Personal data" or "personal information" refers to any details that can be used to directly or indirectly identify an individual. This category does not encompass anonymized data, from which personal identifiers have been removed.

Sensitive personal data falls under "special categories" that necessitate greater protective measures. Such data may include information about an individual's health, racial or ethnic origins, political beliefs, religious or philosophical affiliations, or criminal records.

Temporary Workers and Candidates: Throughout your engagement with us, either as a temporary worker or a candidate, we may collect various types of personal information, including:

- Full name and contact details such as home address, telephone numbers (home and mobile), email address, and emergency contact information (name, relationship, and contact numbers).
- National Insurance (NI) number, tax information, tax code, and date of birth.
- Details of professional qualifications, records of continuous professional development (CPD), and re-validation data necessary for compliance with employment standards.
- Medical information pertinent to employment involving vulnerable groups.
- Work-related data such as timesheets, payment information including bank account details for payroll purposes.
- Health-related information contained within sickness and absence records.
- Copies of both digital and physical correspondence.
- Performance-related data including appraisals, experience surveys, client feedback surveys, and records of supervision and support discussions.
- Records of any complaints or grievances made by or against you.
- Information gathered during the recruitment process such as application forms and references from past employers.
- Nationality, immigration status, and evidence of eligibility to work in the UK, including other relevant immigration details.
- Identification documents like passports, proof of residence, and a copy of your driving license for business-related insurance purposes.

Client Contacts and Business Contacts: In our interactions with you or your organization, we may collect:

- Name and professional contact details, including business address, email, and phone numbers.
- Employment information such as your employer's name, your job title, and role within the company.
- Details gathered from providing services to your organization or receiving products and services from you.
- Records of interactions including correspondence and conversation details.

Website Users: During your use of our website or our social media platforms, we may collect technical data about you, which includes:

- Internet protocol (IP) address, type and version of browser, settings for time zone and location, types of browser plug-ins, operating system, and the platform.
- Usage data detailing your visits and how you interact with our website, including navigation and user behavior patterns.

Methods of Collecting Information

Temporary Workers and Candidates: We gather your personal data from multiple sources, including directly from you when you engage in a contract with us, from our clients, from the Home Office, and HM Revenue and Customs (HMRC), or through our client assignments where you work as a temporary worker or job candidate.

Client Contacts and Business Contacts: Your information can be collected directly from interactions with you, such as when you hand us your business card, or we may receive it from your organization. We also source information from third parties and publicly accessible resources like Companies House, your company’s website, or through recommendations from mutual contacts.

Website Users: While you use our website or interact with our social media accounts, we automatically collect technical data about your devices and browsing behavior. This information is gathered through the deployment of cookies and other similar technologies.

Our Legal Grounds for Processing Your Personal Data:

We process your personal data in strict compliance with legal regulations, primarily in these scenarios:

- Contractual Necessities: We use personal data to fulfill our contractual obligations to you.
- Legal Requirements: We process data to adhere to various legal obligations.
- Legitimate Business Interests: We handle personal data based on legitimate business interests, which include:
- Assisting our clients in the recruitment sectors and other industries.
- Executing agreements with corporate clients or other entities.
- Managing and maintaining client and third-party relationships.
- Operating our business efficiently to ensure profitability.
- Developing and improving our services.
- Protecting our legal rights, including legal claims management.
- Ensuring the security of our network and maintaining our website’s functionality.
- Advancing our business goals, provided these do not compromise your rights and freedoms.

- Consent: When other lawful bases do not apply, we rely on your explicit consent to process your personal data.

We might also process personal data to safeguard someone's vital interests or for tasks carried out in the public interest.

Our data processing adheres to employment regulations, including compliance with the HMRC requirements, the Modern Slavery Act 2015, the Equality Act 2010, and other relevant employment laws. This ensures all personnel meet industry-specific legal standards and obligations.

Consequences of Not Providing Personal Information

If you fail to provide certain information when requested, we may not be able to perform the services and fulfil our contractual obligations with our clients and find you new employment or the contract we have entered into with you (such as paying you), or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our workers).

Purpose Modification for Personal Information Use

We initially use your personal information for the reasons it was collected. If there is a need to use this data for another related purpose that is compatible with the original intent, we will proceed accordingly. If we must use your information for a purpose that is not related to the original one, we will inform you, explaining the legal grounds for such usage.

It is important to note that we might process your personal information without your consent in line with specific legal requirements when permitted by law.

Management of Highly Sensitive Information

Highly sensitive personal information falls under "special categories" and requires enhanced levels of protection. We must have substantial justification for handling this type of information.

In specific scenarios, we may process sensitive personal information of temporary workers and candidates:

- When we have your explicit written consent, though this is limited to particular situations.
- To meet our legal responsibilities in compliance with this Privacy Notice.
- When it is necessary for public interest objectives, such as monitoring equal opportunities, aligning with this Privacy Notice.
- For assessing your ability to work on health-related grounds, ensuring all confidentiality safeguards are observed.
- Occasionally, this type of information may be processed when necessary for legal claims, protecting interests when you cannot consent, or if you have made the information publicly accessible.

Usage of Highly Sensitive Personal Information

We utilize particularly sensitive personal information in these ways:

- We use data about leaves of absence, which might include sickness or family-related leaves, to adhere to employment and legal statutes.
- We use details concerning your physical or mental health, or disability status, to maintain workplace safety, evaluate fitness for work, facilitate necessary workplace adjustments, manage health-related absences, and administer associated benefits.

Sensitive personal information is not collected for client contacts, business contacts, or website users.

Do We Require Your Consent?

We do not generally require your consent to process special categories of your personal data when it is done in accordance with our established policies to fulfill our legal obligations. However, in certain limited circumstances, we might seek your explicit written consent to process specific types of particularly sensitive data. If we request your consent, we will provide you with detailed information about the data we wish to process and the reasons for processing, enabling you to make an informed decision. It is important to note that consenting to this data processing is not a mandatory condition of your contract or other form of engagement with us.

Handling Information on Criminal Convictions

We may process information related to criminal convictions only when permitted by law. Typically, this is necessary to fulfill our contractual obligations and is conducted in accordance with our Privacy Notice.

In less common situations, we might use information about criminal convictions in connection with legal claims, to protect your interests or those of another person when consent cannot be obtained, or when such information has been made public by you.

As part of the recruitment process and during your tenure with us—whether as a temporary worker, candidate, or other staff member engaged in regulated work—we collect information regarding criminal convictions. This helps us assess and continually verify your suitability for roles with our clients and for the regulated tasks they perform.

Our lawful basis for using this personal information in such a manner includes complying with our obligations to our clients to ensure we provide suitable personnel and protecting the interests of the end users.

We do not gather information on criminal convictions or offenses related to client contacts, business contacts, or website users.

Disclosure of Personal Information to Third Parties

We may disclose your personal information to third parties under certain circumstances, such as to comply with legal requirements, to manage our working relationship effectively, or when it aligns with our legitimate business interests.

Entities We Share Information With Include:

- Our clients in both public and private sectors.
- Umbrella companies for the purpose of handling payments.
- HM Revenue & Customs (HMRC) and other statutory authorities as needed.
- Third-party software providers that assist in our operations.
- Our legal and other professional advisors.
- (For client and business contacts only) Your business or organization, to facilitate the provision of our services to you or the receipt of goods and services from you.
- Regulatory bodies or law enforcement agencies, including courts or tribunals that may require disclosure under specific circumstances.
- Third parties in the event of a potential sale, merger, or transfer of our business assets.

This list is indicative and subject to change; should any significant changes affect your data, we will notify you.

Specific Cases for Temporary Workers and Candidates:

Initially, we share your personal data with our clients only if you have consented to this for purposes such as taking on a temporary role or applying for a permanent position. After you have commenced such roles, we may continue sharing your data to fulfill contracts, meet legal obligations, or protect personal interests as detailed in this Privacy Notice.

We commit to securing the transfer of your data and require third-party partners to adhere to similar security standards. This is ensured through contractual agreements that set clear expectations and comply with GDPR regulations.

International Data Transfers

Certain group companies and corporate clients are based outside the European Economic Area (EEA), necessitating occasional transfers of personal data outside the EEA, based strictly on business necessity and confidentiality. We strive to keep your personal data within the EEA whenever feasible.

When transferring personal data outside the EEA, we implement safeguards such as:

- Transferring data only to countries recognized by the European Commission as providing adequate data protection.
- Using contractual clauses approved by the European Commission that offer data protection comparable to European standards.
- For transfers to the USA, engaging only with entities part of the Privacy Shield which mandates protections similar to those between the EU and the USA.

Additionally, we may transfer data based on your explicit consent or as necessary to fulfill a contract with you.

Retention of Personal Data

We retain personal data only as long as necessary to fulfill the purposes it was collected for, including for legal, accounting, or reporting requirements. The retention period is determined by factors such as the volume, nature, and sensitivity of the data, potential risks from unauthorized use or disclosure, and legal requirements. Typically, we retain personal data for two years after fulfilling its intended purposes. For more details on our data retention practices, please contact our Data Protection Officer.

Storage of Personal Data

We secure your data in a physical locked cabinet and digitally on a protected client relationship management (CRM) system, which is safeguarded by stringent password protocols.

Information about Our Website

Our website may contain links to external sites, plug-ins, and applications. Interacting with these links may allow third parties to collect or share your data. We do not oversee these third-party websites and are not accountable for their privacy statements. We encourage you to read the privacy notices of any website you visit after ours.

Cookies are small text files stored on your device that gather standard internet log and visitor behavior information. This data helps us track website usage and compile statistical reports on activity. For more information on cookies, and how to manage them, visit www.aboutcookies.org or www.allaboutcookies.org. You can configure your browser to reject cookies, but this may impair some website functionalities.

IP Addresses

While we do not accept applications online, we gather statistics through cookies and similar technologies about visits to our website and social media platforms. This includes collecting data from the devices used to access our site or information about your Internet Protocol (IP) address. We use this data for statistical purposes only and do not use it to identify any individual.

Data Breaches

Should there be a high-risk breach of personal data, affected individuals will be notified within 72 hours, as well as the Information Commissioners Office (ICO). Our team will adhere to our strict "Data Breach" policy and ICO guidelines to mitigate any impact on the individuals involved. All data breaches are recorded in our breach register.

Your Rights:

- Right to be informed: You are entitled to clear information about how we process your personal data, which this Privacy Notice aims to provide.
- Right of access: You can request access to your personal data and additional details about how we process it.
- Right to rectification: You can have any incorrect or incomplete data we hold about you corrected.
- Right to erasure: Also known as the right to be forgotten, you can request the deletion of your data where no compelling reason for its continued processing exists.
- Right to restrict processing: If you dispute the accuracy of the data we hold, you can request a pause on processing until it is rectified.
- Right to data portability: You can request to transfer your data to another service or provider.
- Right to object: You can object to our processing of your data based on our legitimate interests.
- Right not to be subject to automated decision-making: We do not use your data for automated decision-making or profiling.

Complaints

Should you have any complaints, we encourage you to discuss them with us directly. If unresolved, you may contact the Information Commissioners Office (ICO) for further assistance. Visit https://ico.org.uk/for-the-public/raising-concerns/ for more information.

Changes to Our Privacy Notice

We regularly review and update our Privacy Notice, with the most recent revision on 10 May 2024. Updates will be posted on our website.

For any inquiries regarding this notice, please contact us at 073 9112 7321.