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RBK HR Solutions Privacy Statement for Job Applicants

HR Solutions Privacy Statement for Job Applicants RBK HR Solutions work with businesses of all sizes, across all industries in Ireland and specialise in recruiting high calibre employees. 

At RBK your right to privacy is paramount. We commit to following all principles and guidelines outlined by the General Data Protection Regulation (GDPR). 

The General Data Protection Regulation (GDPR) is a European Union Regulation that sets out the data entitlements of data subjects and the obligations of those who process the personal data of data subjects. GDPR seeks to protect and enhance the rights of data subjects. These rights cover the safeguarding of personal data, protection against the unlawful processing of personal data and the unrestricted movement of personal data within the EU. 

This Privacy Statement sets out how RBK HR Solutions uses and processes any information that you provide to us, and how, in doing so, we comply with our legal obligations to you. We are committed to protecting and safeguarding your data privacy rights. 

Data Protection Principles 

Under GDPR, all personal data obtained and held by us must be processed according to a set of core principles. In accordance with these principles, we will ensure that:

• Processing is fair, lawful and transparent 
• Data is collected for specific, explicit, and legitimate purposes 
• Data collected is adequate, relevant and limited to what is necessary for the purposes of processing 
• Data is kept accurate and up-to-date. Data which is found to be inaccurate will be rectified or erased without delay 
• Data is not kept for longer than is necessary for its given purpose 
• Data is processed in a manner that ensures appropriate security of personal data including protection against unauthorised or unlawful processing, accidental loss, destruction or damage by using appropriate technical or organisation measures 
• We comply with the relevant GDPR procedures for international transferring of personal data

Collection of Personal Data 

We collect personal data that you provide to us, which is information that identifies you as an individual. We keep this data in recruitment files on our database relating to each vacancy and we also hold the data within our computer systems.

This data may include: 

• Name 
• Address 
• Email Address 
• Phone Number 
• Right to work documentation 
• Information gathered via the recruitment process such as that entered into a CV or included in a CV cover letter 
• Details on your employment and employment history 
• References from former employers 

Collecting your Data 

HR Solutions collect personal data from you, the process we follow is that you send us your details because: 

1. You are applying for a position advertised by us on behalf of our client 
2. You wish to register with us to put yourself forward to any positions which may become available and are of interest to you 

We collect personal data about you from application forms and screening questions you may be asked to complete; we also gather personal data from records of our correspondence, phone calls and emails. 

In some cases, we will collect data about you from third parties, such as former employers when gathering references. If collecting information from a third party we will seek your consent or otherwise make you aware of the collection and the reasons for it.

Should you be successful in your job application, we will gather further information from you, on behalf of our client, for example, your bank details and next of kin details, once your employment begins.

Use of Personal Information 

HR Solutions collects and uses all data that you volunteer to deliver the job-seeking or related services you have requested. Your information will only be used for matching your skills with potential job opportunities and will be only disclosed to prospective employers at your expressed direction. By providing your data, and where you have agreed to receiving communications from us, we may use the information: 

• to consider your application for employment 
• to notify you of our new employment opportunities 
• to respond to your requests 
• to improve our level of service 
• share your information with prospective employers to increase your chances of securing the job you want

How Your Data Will be Stored 

We will store your data in our Recruitment Management System which is only accessible by our Recruitment Team. Our use of this system ensures that your data is securely stored. Our consultants can search and process this data, only in order to provide you with recruitment services. If you apply for a role via IrishJobs.ie, Indeed.ie or our website, a copy of your application and CV will be automatically stored by the system. 

Protecting your Data 

We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Retention Periods 

Candidates who are unsuccessful at the screening or interview stage will be contacted at the conclusion of their application process and asked if they would like to avail of the recruitment services of HR Solutions on the wider scale of that one position. 

If we have sought your consent to keep your data on file for future job vacancies, and you have provided consent, we will keep your data for one (1) year once the recruitment competition ends. At the end of this period, we will delete or destroy your data, unless you request the data be stored for a longer period. 

Permanent Placement Candidates who are successful may have their data retained indefinitely or until such time as they request to be removed from our database. 

Where you have provided consent to our use of your data, you also have the right to withdraw that consent at any time. This means that we will stop processing your data and there will be no consequences of withdrawing consent. 

Breaches 

HR Solutions will take all appropriate technical and organisational steps to safeguard your personal data. In the unlikely event of a data breach, we will contact you in line with our legal obligations. 

Queries and Complaints 

If you are unhappy with the way we handle your personal data, or if you require further information about the way your personal data will be used, please contact us at: 

RBK Chartered Accountants
RBK House
Irishtown
Athlone
Co. Westmeath
N37XP52 Ireland

If you feel your data rights have been breached, you have the right to lodge a complaint with the Data Protection Commission. To contact the Data Protection Commission, please use the following details:

Postal Address:
Data Protection Commission
21 Fitzwilliam Square South
Dublin
D02 RD28 Ireland

Online at: https://forms.dataprotection.ie/contact

Telephone: +353 (0)76 110 4800

Telephone: +353 (0)57 868 4800

Your Rights 

• Right of access – you have the right to request a copy of the information that we hold about you in accordance with Section 86 of the Data Protection Act 2018; this is not an absolute right and is subject to the privacy rights and entitlements of others also; 
• Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete in accordance with Section 87 and Section 89 of the Data Protection Act 2018; 
• Right to erasure – in certain circumstances, you can ask for the data we hold about you to be erased from our records in accordance with Section 87 and Section 89 of the Data Protection Act 2018; this is not an absolute right and is subject to the obligations of data retention imposed on us by statute; 
• Right to restriction of processing – where certain conditions apply to have a right to restrict the processing in accordance with Section 87 and Section 89 of the Data Protection Act 2018; 
• Right of portability – subject to certain restrictions, you have the right to have the data we hold about you transferred to another organisation where we hold it in electronic form. This right of data portability applies to: 
  • personal data that we process automatically (i.e. without any human intervention); 
  • personal data provided by you; and 
  • personal data that we process based on your consent or in order to fulfil a contract; 
• Right to object – you have the right to object to certain types of processing such as direct marketing.

DISCLAIMER: The information provided in this document is provided as part of RBK’s HR Consulting Service. As we are not legal advisors, we recommend that you seek legal advice on any potentially litigious matters. RBK cannot accept any liability in respect of the information supplied herein.

Team Members

Yvonne Clarke

HR Solutions Manager

+353 90 6480600

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