Portfolio is a recruitment business providing work-finding services to its clients and work-seekers. The Company must process personal data (including sensitive personal data) so that it can provide these services – in doing so, the Company acts as a data controller. You may give your personal details to the Company directly, such as on an application or registration form or via our website, or we may collect them from another source such as a jobs board. The Company must have a legal basis for processing your personal data. For the purposes of providing you with work-finding services and/or information relating to roles relevant to you we will only use your personal data in accordance with the terms of the following statement.

1. Collection and use of personal data

a. Purpose of processing and legal basis
The Company will collect your personal data (which may include sensitive personal data) and will process your personal data for the purposes of providing you with work-finding services. The legal bases we rely upon to offer these services to you are:

  • Consent – when freely given and with the right to withdraw
  • Legitimate interest – provision of work finding services to both candidates and clients
  • Legal obligation – to ensure compliance under GDPR and be accountable for data protection processes
  • Contractual obligation – when data is necessary in relation to a contract to which an individual has entered into and consented to

b. Legitimate interest
Where the Company has relied on a legitimate interest to process your personal data our legitimate interests is/are as follows:

  • Portfolio provide work finding services to candidates and clients as part of our business and have a legitimate requirement to process personal data to provide those services including the need to check the identity of candidates, their right to work, qualifications as well a processing pay and manage entitlement to certain statutory rights. It is in the legitimate interest of all parties involved (the recruiter, the work seeker and the client) that Portfolio can process personal data

c. Recipient/s of data
The Company will process your personal data and/or sensitive personal data with the following recipients:

  • Companies with relevant job opportunities with your prior consent
  • As required for a statutory/legal requirement eg: payroll information to HMRC

d. Statutory/contractual requirement
Certain personal data is required by law and/or a contractual requirement (e.g. our client may require this personal data), and/or a requirement necessary to enter into a contract. You are obliged to provide the personal data and if you do not the consequences of failure to provide the data are:

Portfolio will be unable to provide work finding services if certain information is not provided eg: eligibility to work, evidence of qualifications required for a specific vacancy

2. Data retention

The Company will retain your personal data only for as long as is necessary. Different laws require us to keep different data for different periods of time.

The Conduct of Employment Agencies and Employment Businesses Regulations 2003, require us to keep work-seeker records for at least one year from (a) the date of their creation or (b) after the date on which we last provide you with work-finding services. We will keep your information for as long as you require our work finding services and thereafter for the period required in order to meet our business and regulatory responsibilities.

We must also keep your payroll records, holiday pay, sick pay and pensions auto-enrolment records for as long as is legally required by HMRC and associated national minimum wage, social security and tax legislation.

Where the Company has obtained your consent to process your personal and sensitive personal data, we will do so in line with our retention policy. Upon expiry of that period the Company will seek further consent from you. Where consent is not granted the Company will cease to process your personal data and sensitive personal data.

3. Your rights

Please be aware that you have the following data protection rights:

    • The right to be informed about the personal data the Company processes on you;
    • The right of access to the personal data the Company processes 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 that was based on a public or legitimate interest;
    • The right to withdraw consent at any time.

Where you have consented to the Company processing your personal data and sensitive personal data you have the right to withdraw that consent at any time by contacting Leanne Brett, Tel: 01420 541099

4. Complaints or queries

If you wish to complain about this privacy notice or any of the procedures set out in it please contact: Leanne Brett Tel: 01420 541099. You also have the right to raise concerns with Information Commissioner’s Office on 0303 123 1113 or at https://ico.org.uk/concerns/, or any other relevant supervisory authority should your personal data be processed outside of the UK, if you believe that your data protection rights have not been adhered to.