Few&Far Group Ltd
Few&Far's Privacy Notice
Here is Few&Far’s privacy notice. It is important to us that you read this carefully to ensure you are aware of what we do, why we collect your data, where we may need to share it with third parties and how we may store it. It also includes your rights in relation to your personal data, how to contact us if you are not happy with how we have processed your data and also contact information for the Information Commissioner’s Office. The Information Commissioner’s Office (ICO) will review any complaints handled by us where you feel you are unhappy with how we are processing your personal data.
Who we are
We are Few&Far Group Limited (trading simply under Few&Far), a company registered in England and Wales (registered number 08490515) whose registered address is The Retreat, 406 Roding Lane South, Woodford Green, Essex, England IG8 8EY.
Few&Far collects, uses and is responsible for certain personal information about you. When we do so we process data in line with the requirements of the General Data Protection Regulation which applies across the European Union, the UK General Data Protection Regulation (incorporated under the UK withdrawal Agreement) and any national data protection and privacy laws. We are responsible as ‘controller’ of that personal information for the purposes of those laws.
The mandatory personal information we collect and use
Information collected by us
In our role as a Talent Consultancy, we collect specific personal information where you are a job seeker wishing to utilise our recruitment services, or whether you are a client who has contacted us to help you to find your newest employee. When we refer to clients in this policy, we also refer to our commercial business suppliers, partners and vendors.
If you apply for a position with us as a permanent member of staff, we will process:- Name, email address, phone number, home address, current salary, job title, current place of work and full CV.
Where you are identified as a contractor- In addition to the permanent staff personal data, we will also process- Proof of home address (Including utility bills and/or driving licence), Passport, VAT number/certificate (If applicable), Certificate of Incorporation, NI number, Insurance documents, Company bank details and proof such as bank statement.
Our client information is equally as important and we will only process data relating to job roles, business contact information and client organisation information.
Information collected from other sources
If you apply for a position with us, we will process your:- Name, email address, phone number, home address, current salary, job title, current place of work and full CV.
Where you are Contractor- In addition to the permanent staff personal data, we will also process- Proof of home address (Including utility bills and/or driving licence), Passport, VAT number/certificate (If applicable), Certificate of incorporation, NI number, Insurance documents, Company bank details and proof such as bank statement.
If you apply for a position via us, we will process- Name, email address, phone number, home address, current salary, job title, current place of work and full CV.
In general, we do not generally obtain personal information from our clients from other sources, but this can occur on occasion, such as:
- From professional social media sites where such information is in the public domain.
- From any professional marketing materials or other publications (including your company’s website) which have been issued and maintained by your company.
- From information that may have been gained or exchanged from trade fairs, industry talks or networking forums.
- From your company itself, where we have initially been dealing with another department or another group entity.
In respect of our prospective candidates, and where an offer has been submitted, we will collect information from third parties such as previous employers, your school, university or college, professional regulators or government bodies based on information that has been provided by candidates themselves. More information about this is set out in the Schedule below, but here are examples of some of the categories of information collected and organisations who might provide us with that information:
- Your previous academic institution and/or employers. (This will only be requested if your prospective employer requires to see this).
- Government authorities such as the Disclosure and Barring Service (DBS) (providing information regarding your criminal record, in criminal records certificates (CRCs) and enhanced criminal records certificates (ECRCs)), or from the Home Office regarding your nationality and immigration status.
- Professional bodies or regulators regarding your professional qualifications or certifications.
On some occasions, we obtain information about candidates from third parties, such as from Job Boards with which the candidates may be registered, or from publicly available, professional networking sites.
In this case, if one of our candidates uploads their CV to a job board website and we consider that the candidate may have the skills that our clients are looking for we might decide to collect that candidate’s information in order to pass the CV to those companies.
How we use your personal information
In respect of our clients, contractors, prospective job seekers and employees we use any information we collect about you (where applicable) :
Training purposes- We will process your data where any training is undertaken for a role or prospective role.
Seeking employment for job seekers- Where we are looking to place you in employment, we will assess your suitability for the role. Where your skillset is suitable for the role, we will share your personal data with our prospective clients who will process your personal data in accordance with our recruitment process. Where we have successfully posted you in a post or with a client, we will maintain a relationship by contacting you regularly to see how you are getting on within your role and offering any additional support where available.
Employee contractual obligation- Additionally, information provided during the recruitment process will form part of your employment record and will be used to carry out the contract we have with you, provide you access to business services required for your role and manage our human resources processes. We will also use it to meet our obligations as a recruitment specialist. Information on these processing activities will be made available by our Employee Privacy Notice with out Team Guide.
Marketing- Upon signing up to our marketing mailing list, we will send you regular updates detailing anything we feel may be of interest to you, at any point you can opt out of marketing by either unsubscribing on the bottom of the marketing email or by contacting: firstname.lastname@example.org
Cloud based storage- Where we need to store personal data within a secure setting to ensure we maintain your information for our set retention period.
Contractual obligations- We do need to adhere to contractual obligations with our clients and to process your recruitment within our business model, this means we may need to process your personal data with third parties in order for us to adhere to our obligations.
Surveys- From time to time we may send surveys out to review our processes and the organisation as a whole, you will be asked to opt in to receive these communications and you are also able to opt out if you do not wish to receive them at any point in the future.
Website interaction- Where you engage with us on our website, you will be asked to upload your CV and record your contact information. You will then be contacted by our recruitment team to discuss employment or placement.
Client interaction- Where you engage with us via our website, you will be asked to provide your contact information in order for us to engage with you and understand your business needs.
Legal obligations- Where we are required to divulge your information to a statutory body or law enforcement agency, or external lawyers.
Who we share your personal information with
Where we have processed personal data about our candidates, we will need to share your information with our clients, who are seeking individuals with skillsets similar to yours in order to offer you employment opportunities. This will enable us to help you in your job search, and allows us to fulfil our contractual obligations to our clients.
However, candidates, please rest assured! We are proud to take our data protection obligations seriously and will not share your personal information with any other third party, unless we have your express consent to do so. Please rest assured that we are committed to providing high quality recruitment services and will never forward on your CV without first having obtained your consent or where there is a legal obligation.
Similarly, we do share client data with our candidates when we think that we have found a good fit. This data is limited to information about the role, the company, hiring manager’s name, professional contact details and office address. Again, we will only ever share such information provided that our client contact has confirmed to us that we can do so, and that they are happy to meet with the candidate.
We might also share data pursuant to data processing agreements, such as on external IT servers or on cloud-based storage. We might also give your details to our third-party providers , or external lawyers to make sure that we are able to complete our contractual obligations to you. In any case, we always make sure that we have appropriate technical, security and organisational methods in place to secure the confidentiality and proper processing of your data, and we require that our third-party providers adhere to these guarantees too.
On occasion, some of those third-party recipients may be based outside the European Economic Area — for further information including on how we safeguard your personal data when this occurs, see ‘Transfer of your information out of the EEA’.
We will also share candidate and client information with law enforcement or other government or official authorities, and our external lawyers, if required by applicable law or in pursuit or defence of a claim.
Whether information has to be provided by you, and if so why
The provision of details sent to us by our clients, such as the name, job title and professional contact details of the hiring manager, or account manager, as well as the appropriate office address (for billing or interview purposes) is required from our clients to enable us to ensure the proper administration of our services to you, to prepare the terms of business, to enter into a contract, to respect billing and payment procedures, to fulfil our general obligations to you (for example, by discussing your needs, requirements and providing you with our recruitment expertise), and administer the contract generally.
In respect of our candidates, in the table set out in the Schedule below we have explained how and when we are required to seek certain information from you as part of the recruitment process, either by law, or pursuant to contractual obligations with our clients, and once we are at the final selection stage, to ensure that the client has all of the relevant information at their disposal to be able to properly hire you.
How long your personal information will be kept for
In respect of our clients:
We will hold any personal data about our client contacts for no longer than is reasonable in order to carry out our recruitment services pursuant to the intended conclusion of a contract, during the performance of the contract, and after its termination (for example, keeping any data in accordance with legal or fiscal obligations to be in pursuit or defence of a claim). It may be that some personal data is retained on these documents, but this is purely incidental to documents which are generally required strictly for commercial purposes. Where possible, we will ensure that any personal data is anonomysed where it is not strictly necessary.
As a general rule, we will keep all client contacts on file for a period of 10 years following our last meaningful contact with you, unless you expressly tell us otherwise
In respect of our candidates:
We keep the personal information that we obtain about you during the recruitment process for no longer than is necessary for the purposes for which it is processed. How long we keep your information will depend on whether your application is successful and whether you become employed by us or one of our clients, the nature of the information concerned and the purposes for which it is processed.
Generally, we will keep recruitment information (including interview notes) for 6 years following our last meaningful contact with you.
Sometimes we may hold some data for longer than this, taking into account the limitation periods for potential legal or contractual claims. For example, if your application is successful, we will keep only the recruitment information that is necessary in relation to your employment with the client and pursuant to our contractual obligations with them.
In all cases, when checking with clients and candidates as to whether you still want to continue to receive direct marketing activities we carry out, In this case, we will always ask you at the outset and will always provide you with the possibility to opt-in and opt-out.
Reasons we can collect and use your personal information
As far as our clients are concerned, we process your personal information (i) with a view to entering into a commercial contract or to perform that commercial contract; (ii) in accordance with our legal obligations (for example, our accounting and HMRC obligations); and (iii) in our mutual legitimate interests – we both have the same or similar legitimate interests in collaborating together –
In respect of our candidates, the table at the Schedule below sets out the reasons we can collect and use your personal information.
We will only retain your personal information for as long as necessary to fulfil the purposes for which we collect it, including satisfying any legal, insurance, accounting or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, sensitivity of the personal data, the potential risk or harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, insurance and compliance requirements.
In some circumstances, we may anonymise your personal information so that it can no longer be associated with you. We will retain and securely destroy your personal information in accordance with our data retention policy, considering applicable laws and regulations, where we no longer have a legitimate reason for retaining it.
We will also base any retention decisions on criteria, including:
- any legal or regulatory requirements to delete or retain the data for a specific timeframe
- our legitimate business reasons for keeping the data, such as to analyse and assess our activities. This includes assessing the fairness of our recruitment practices,
- the likelihood of a claim arising where we would need to defend our conduct; and
- whether the data is likely to remain up to date
Transfer of your information out of the EEA
For both clients and candidates, we may transfer your personal information to locations outside the European Economic Area (EEA), for example, for storage on servers based outside of the EEA.
Sometimes, countries outside of the EEA do not have the same data protection laws as the United Kingdom and the EEA. Therefore, if we do transfer your personal information outside of the EEA, we will always ensure that appropriate or suitable relevant safeguards, such as the Standard Contractual Clauses, or as otherwise specified in the General Data Protection Regulation are applied, in order to help safeguard your privacy rights and give you remedies in the unlikely event of a misuse of your personal information.
If you would like further information, please contact us (see ‘How to contact us’ below). We will not otherwise transfer your personal data outside of the EEA or to any organisation (or subordinate bodies) governed by public international law or which is set up under any agreement between two or more countries.
Under the General Data Protection Regulation you have a number of important rights. In summary, those include rights to:
- Be informed how we will use your personal data and the purpose of the use.
- Access to the information that we have processed about you
- Rectification, should any of the information we hold about you be incorrect or require updating.
- The erasure of personal information concerning you in certain situations
- Receive the personal information concerning you which you have provided to us, in a structured format and have the right to transmit those data to a third party in certain situations
- object at any time to processing of personal information concerning you for direct marketing
- object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
- object in certain other situations to our continued processing of your personal information
- otherwise restrict our processing of your personal information in certain circumstances
For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation.
If you would like to exercise any of those rights, please:
- Email email@example.com
- Let us have enough information to identify you
- Let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill), and
- Let us know the information to which your request relates.
If you would like to unsubscribe from any emails you receive from us, you can also click on the ‘unsubscribe’ button at the bottom of the email. It may take up to 30 days for this to take place.
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an anonymized way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an anonymized manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
If you want detailed information from Get Safe Online 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.
How to complain
We hope that we can resolve any query or concern you raise about our use of your information.
The General Data Protection Regulation also gives you the right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or by telephone: 0303 123 1113.
Changes to this privacy notice
This privacy notice was published on 4th November 2022 and last updated on 4th November 2022.
We will review this privacy notice from time to time, when we do we will inform you via the email address that we hold on file for you.
How to contact us
Please contact us if you have any questions about this privacy notice or the information we hold about you.
If you wish to contact us, please send an email to firstname.lastname@example.org , write to Few&Far 15 Worship St, London, EC2A 2DT marking your correspondence for the attention of our Data Protection Officer or call 020 3693 9000.
Do you need extra help?
If you would like this notice in another format (for example: audio, large print, braille) please contact us (see ‘How to contact us’ above).