Our
Privacy Policy

Privacy Notice 

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This privacy notice applies between you, as a User of our services and/or website and WithFrontier Limited (“WithFrontier”), the owner and provider of the services and Website.

WithFrontier is a recruitment agency and recruitment business. We may introduce candidates to clients for permanent employment, fixed-term contract, and temporary worker placements. The collection, use and transfer of personal information is a fundamental and an essential part of this process and we are committed to safeguarding the personal information of our clients, candidates, and others that we work with.

This privacy notice applies to our use of Personal Data collected by us or provided by you in relation to your use of our services, the Website and through other interactions with you. 

This privacy notice should be read alongside, and in addition to, our Terms of Use, which can be found at https://withfrontier.com/terms-of-service/.

Please read this privacy policy carefully.

Scope of this privacy policy

This privacy notice applies only to our services and this Website. It does not extend to any websites that can be accessed from this Website including, but not limited to, any links we may provide to social media websites.

WithFrontier is the “data controller” in respect of applicable Data Protection Laws. This means that WithFrontier determines the purposes for which, and the manner in which, your Data is processed.

Data collected

We may collect the following Data, which includes personal Data, from you, in each case, in accordance with this privacy policy:

CANDIDATES

We collect the following personal information:

  • Name, job title, address, telephone number and email address;
  • CV which may include your date of birth, education and employment history, your competencies and skills.
  • Third party referee information which will include the name and contact details of your referee.
  • Links to your professional profile on business social media, e.g. LinkedIn and other social media personal information.
  • Any other personal information you choose to share with us which may include current salary, aspirational salary, notice period and from time to time, special category or sensitive personal information.
  • Gender when requested by our clients as part of their diversity and inclusion reporting.
  • Information captured in contact forms available on our website.

Special category personal information:

We process the following special category personal information only with your prior consent:

  • Information relating to your health which you choose to share with us and which you feel is relevant to a role you are interested in. We do not share this information directly with our clients however, we will ensure that your need for workplace adjustments is shared with our clients.

 

CLIENTS

We collect, store, and use your contact details including your name, email address and work and personal telephone numbers which you provide directly to us.

How we collect Data

We collect Data in the following ways, in each case, in accordance with this privacy policy:

  1. Data that is given to us by you, for example:
  • when you use our services; or
  • when you apply for a job with us, or through us;
  • when you contact us through the Website, by telephone, post, e-mail or other means;
  • when you complete research surveys (although you are not obliged to respond to them);
  • when you consent to receive marketing communications from us;
  1. Data that is collected automatically when you access the Website, for example: your IP address, the date, times and frequency with which you access the Website and the way you use and interact with its content. 

This information helps us to make improvements to Website content and navigation and is collected via cookies in line with your browser settings and your consent. For more information about cookies, and how we use them on the Website, see the section below, headed “Cookies”.

  1. Data from third parties and publicly available sources

We may receive personal data from various third parties as set out below:

  • identity and contact data from colleagues or business-related social media;
  • information given to us by our clients and businesses that we work with;
  • technical data from analytics providers and/or search providers; 

Our use of Data and the legal basis for processing

  1. CANDIDATES

We use your personal information under the contract legal basis:

  • to provide you with recruitment services in relation to a current role which you have either applied for or expressed interest in.
  • to keep in touch to discuss your career aspirations and ensure you wish to remain registered with us.
  • to address any enquiries or complaints you may have.

We rely on the consent legal basis to send electronic marketing messages. Please refer to the section headed “Your rights” below to find out how to withdraw your consent to receiving these messages.

We may use your personal information where this is within our legitimate interests, for example:

  • to contact you with the offer of support.
  • to contact you with similar opportunities to those you have expressed interest in.
  • to manage our referral and rewards scheme. 
  • to meet our auditing, financial reporting, and governance obligations.
  • to defend our legal rights.

Where we rely on legitimate interest to process your data, we undertake an assessment to ensure that our interests are not outweighed by your interests.

We may also process your personal data to comply with a legal obligation. For example, to notify you about changes to our terms or privacy notice; or to address a complaint or request from a competent authority.

  1. CLIENTS

We use your personal information in line with our legitimate business interests to provide recruitment services or event sponsorship to you.

From time to time, we may also proactively promote current candidates to you and/or offer to discuss your current recruitment needs. To stop receiving these emails please contact: james@withfrontier.com. 

With whom we share Data

We may share your Data with the following groups of people for the following reasons:

  1. clients and candidates in relation to specific roles.
  2. any of our group companies or affiliates – to ensure the proper administration of our website and business.
  3. our employees, agents and/or consultants – to process enquiries from you.
  4. professional advisors – to obtain advice.
  5. third party service providers who provide services to us which require the processing of personal data, for example IT service providers.
  6. other third parties, if we are required to do so by law, or if we believe that such action is necessary to: (a) fulfil a government, or regulatory authority request; (b) conform with the requirements of the law or legal process; (c) protect or defend our legal rights or property, our website, or customers.

When we share your personal information with our clients, we do so on the basis that our clients are, like us, data controllers. To understand how our clients collect and use your personal information, please check their privacy policies which are usually available on their websites.

Where we share your information with our service providers, we do so only where those companies have appropriate technical and organisational measures in place to ensure the security of your personal information. The processing they undertake is carried out on our instruction.

Keeping Data secure

We use technical and organisational measures to safeguard your Data, for example we store your Data on secure servers with encryption.

Technical and organisational measures include measures to deal with a suspected data incident. If you suspect misuse or loss or unauthorised access to your Data, please let us know immediately by emailing: james@withfrontier.com.

If you want detailed information on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

Data retention

Unless a longer retention period is required or permitted by law, we will only hold your Data on our systems for the period necessary to fulfil the purposes outlined in this privacy policy.

Your rights

You have the following rights in relation to your Data:

  1. Right to access – the right to request copies of the information we hold about you.

If we provide you with access to the information we hold about you, we will not charge you for this, unless your request is “manifestly unfounded or excessive.” Where we are legally permitted, we may refuse your request, if we do so, we will tell you the reasons why.

  1. Right to correct – the right to have your Data corrected if it is inaccurate or incomplete.
  2. Right to erase – the right to request that we delete or remove your Data from our systems. Where this right is upheld, your Data may persist on backup or archival media for legal, tax or regulatory purposes.
  3. Right to restrict our use of your Data – the right to “block” us from using your Data or limit the way in which we can use it.
  4. Right to data portability – the right to request that we provide your data in an accessible format and, where practical, move, copy, or transfer your Data.
  5. Right to object – the right to object to our use of your Data, including where we use it for our legitimate interests.
  6. Rights in relation to automated decision making and profiling – WithFrontier does not undertake any automated decision making or profiling. 

Please contact: james@withfrontier.com to make enquiries, a complaint, exercise any of your rights set out above, or withdraw your consent to the processing of your Data (where consent is the legal basis relied on). Please note, the revocation of consent does not apply retrospectively.

If you are not satisfied with the way a complaint you make is handled, you can refer your complaint to the Information Commissioner’s Office (ICO). The ICO’s contact details can be found on their website at https://ico.org.uk.

It is important that the Data we hold about you is accurate and current. Please inform us if your Data changes during the period we hold and process it.

Transfers outside the UK

Data we collect from you may be stored and/or processed in countries outside of the UK. 

This could occur if our servers are in a country outside the UK or one of our service providers is situated in a country outside the UK. For example, if you give your consent to our use of Google Analytics, Google Inc. and its affiliates may process your data outside of the UK or EEA to provide analytical information to us about the use of our website.

We ensure data is only processed outside the UK or EEA where this complies with data protection legislation and the means of transfer provides adequate safeguards in relation to your data, e.g. by way of data transfer agreement incorporating the current standard contractual clauses adopted by the ICO and/or European Commission as applicable.

Links to other websites

This Website may, from time to time, provide links to other websites. We have no control over such websites and are not responsible for their content. This privacy policy does not extend to your use of such websites. You are advised to read the privacy policy or statement of other websites prior to using them.

Cookies

We may collect information using “cookies”. Cookies are small text files that are placed on your computer by websites that you visit. They are widely used to make websites work, or work more efficiently, as well as to provide information to the owners of the site. We only place necessary cookies when you visit our Website.

Changes to this privacy policy

WithFrontier reserves the right to change this privacy policy as deemed necessary from time to time or as may be required by law. An updated privacy policy will be posted on the Website and will apply from your first use of the Website following the update. 

Contact email: james@withfrontier.com

Policy last updated on 20 April 2024.