GDPR Candidate Agreement
This notice sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.
The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) is a new regulation which replaces the Data Protection Regulation (Directive 95/46/EC) The Regulation aims to harmonise data protection legislation across EU member states, enhancing privacy rights for individuals and providing a strict framework within which commercial organisations can legally operate.
Your new rights under the GDPR are set out in this notice, and were last updated on 26/04/2023.
The Information we collect
To carry out our core recruitment activities, we collect information about you which may include: your name, address and post code; private and corporate e-mail address and phone number; financial information and compliance documentation; references verifying your qualifications and experience and your right to work in the Republic of Ireland; curriculum vitae and photograph; employment details and preferences; links to your professional profiles available in the public domain e.g. LinkedIn, Twitter, Facebook for Business, job boards or corporate website.
How we collect this information
The information we collect about you will be provided by you, either by filling out a form on our website [company website] or by corresponding with us by phone, e-mail or otherwise. It will also include information you provide when you register to use our website, subscribe to our services, attend our events, participate in discussion boards or other social media functions on our website, enter a competition, promotion or survey, and when you report a problem with our site.
We may also obtain information about you from other sources such as LinkedIn, corporate websites, job board websites, online CV libraries, your business card, personal recommendations, and any relevant social media sites. In this case – and within 30 days of collecting – we will inform you that we hold this personal data, the source the data originated from, whether it came from publicly accessible sources, and for what purpose we intend to retain and process your personal data.
Our legal basis for processing data
We use personal data collected to fulfil our obligations to provide recruitment services and to enable the provision of services to support the LinkPlus Recruitment Agency.
We use personal data we gather for any of the following purposes:
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Process
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Purpose
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Legal Basis
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Pre-Recruitment
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To register a prospective data subject’s interest in recruitment for employment.
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Processing is necessary in order to take steps at the request of the data subject prior to entering into a contract.
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Background Checks
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To verify if the data subject is qualified and eligible for certain positions that LinkPlus is hiring for.
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Processing is necessary for compliance with a legal obligation to which LinkPlus is subject.
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Recruitment and Selection
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To complete the recruitment process and assess data subject suitability.
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Processing is necessary in order to take steps at the request of the data subject prior to entering into a contract.
Processing relates to our obligations in employment and for assessing data subject’s work capacity.
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Pension
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To administer a data subject’s pension entitlement and to comply with pension rules.
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To comply with various pension laws.
Processing is necessary for the performance of a contract to which the data subject is party
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Payroll
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To enable Link Plus to effect payment to the data subject.
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Processing is necessary for the performance of a contract to which the data subject is party.
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Personnel File
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To comply with employment and revenue laws and to ensure that terms and conditions of employment are adhered to.
Processing is necessary for the performance of a contract to which the data subject is party
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To comply with various employment and revenue laws.
To protect the vital interests of the data subject in the event of an accident or emergency.
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Entitlement to Work
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To enable Link Plus to achieve compliance with its obligations pursuant to any local legislation governing the entitlement to work.
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Processing is necessary for compliance with a legal obligation to which LinkPlus is subject.
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Time and Attendance Records
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To enable the data subject to avail of their rights and entitlement pursuant to the Organisation of Working Time Act, 1997.
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The processing is necessary for the performance of contract to which the data subject is party.
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Statutory Entitlement
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To enable Link Plus to achieve compliance with:
Its obligation to the data subject; Record keeping obligations pursuant to a variety of employment law statutes.
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The processing is necessary for compliance with legal obligation to which LinkPlus is subject.
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Training Records
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To ensure that Link Plus is in a position to assess the data subject’s training needs and to capture proof of training.
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The processing is necessary for the performance of contract to which the data subject is party.
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Performance Details
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To manage the data subject’s performance in accordance with relevant Link Plus policies.
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The processing is necessary for the performance of contract to which the data subject is party.
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Grievance
and Disciplinary
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To ensure the data subject’s complaints are fairly investigated in accordance with Link Plus Group policies.
To comply with Link Plus Group legal obligation to apply fair procedures to any data subject’s investigation.
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The processing is necessary for the performance of contract to which the data subject is party.
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Medical Information
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To manage the data subject’s absences, to manage sick pay in accordance with the contract of employment, and to manage the fitness to work of data subjects.
Processing is necessary to assess, subject to data subject safeguards, the working capacity of the data subject.
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To carry out obligations and exercise rights under employment law.
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Making or Receiving Payments
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To make or receive any payments in the discharge of normal business functions, dispute settlement, or to carry out any other payment requirements.
Processing is necessary for compliance with various employment and revenue laws.
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The processing is necessary for the performance of contract to which the data subject is party
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Voice of the Customer
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To obtain the data subject’s feedback by survey on the Link Plus recruitment processes, client services and for research purposes.
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Processing is based on request of consent which will be taken from the data subject.
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Attracting Talent
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To provide support and assistance on recruitment services to data subjects via third party sources, such as LinkedIn and other job sites, from which Link Plus obtain personal data.
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Processing is based on legitimate interest.
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Supporting Talent
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To support data subjects in their career guidance and communicate with them directly with useful information, advice, and support materials through email, messaging, or mobile/web notification.
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Processing is based on legitimate interests and contractual obligations.
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Campaign Images
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To obtain the data subject’s photos which are used externally (e.g. Link Plus’s website, on social media or even in marketing) for campaign.
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Processing is based on request of consent which will be taken from the data subject.
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Regulatory Compliance
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To comply with financial regulations and any other relevant laws and regulations.
Processing is necessary for compliance with a legal obligation to which Link Plus Group is subject.
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Processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.
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Third Party
Data Sharing
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To allow Link Plus to conduct and carry out functions with third party service providers that enable us to deliver our services.
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Processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.
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Back-ups
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To store personal data and make back-ups of that data in case of emergencies and for disaster recovery purposes.
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Processing is necessary for compliance with a legal obligation to which the Link Plus is subject.
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Evidence Submissions
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To gather information for dispute resolution services and legal proceedings.
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Processing is necessary for compliance with a legal obligation to which the Link Plus is subject.
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Information for Parties Legal Proceedings
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To allow parties to commence legal proceedings.
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Processing is necessary for compliance with a legal obligation to which the Link Plus is subject.
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CCTV systems
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For the security, health, and safety of individuals on LinkPlus premises.
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Processing is based on legitimate interest and is necessary for compliance with a legal obligation to which the Link Plus is subject.
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Accidents and Incidents
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To enable Link Plus to comply with record keeping obligation pursuant to the Safety, Health, and Welfare Act.
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Processing is necessary for compliance with a legal obligation to which the Link Plus is subject.
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Where we store your personal data
All information stored on our recruitment software is secured through the Microsoft Azure Infrastructure and located at two data centres locations within Europe. Our primary centre is located in Microsoft’s Western European centre, and these facilities are secured by a series of measures, including (but not limited to) biometric access, security alarm systems and round-the-clock security staff. Additional security information on Microsoft’s data centres can be found here.
How long we keep your data for
We retain different types of data for differing periods of time. The criteria we use to determine whether we should retain your personal data and how long for includes:
- The nature of the personal data
- Its perceived accuracy of your date
- Your engagement levels with our services
- Our legal obligations following an offer or when a placement has been made.
We may archive part or all of your personal data, or retain it on our financial systems but delete all or part of it from our recruitment software system. On removal, we may anonymise parts of your data – particularly following a request for suppression or deletion of your data – to ensure we do not re-enter your personal data to our database, unless you have requested us to do so.
Our current retention period for data on candidates who have not been placed, or are no longer showing any signs of engagement, is 12 months.
Your rights
The GDPR provides you with the following rights.:
- The right to be informed about the personal data we process on you
- The right of access to the personal data we process 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
- The right not to be subjected to automated decision-making and profiling.
Therefore, we encourage you to log in to your profile through our website to ensure your data is accurate, complete and up to date at all times.
Changes to our privacy notice
Any changes we make to our privacy notice in future will be posted on this page and, where appropriate, you will be notified by e-mail. Please check back frequently to view any updates or changes to our privacy notice or for any further information please email admin@linkplus.ie