Policies

 

 

Candidate Privacy Policy
 

Data Protection Policy
 

Website Privacy Statement
 

Equal Opportunities Statement
 

Environmental and Carbon Reduction Policy Statement
 

 

 

 

 

 

Candidate Privacy Policy

The Company is a recruitment business which provides 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. This includes for example, contacting you about job opportunities, assessing your suitability for those opportunities, adding your details to our databases, putting you forward for job opportunities (which includes passing your details on to third parties), arranging payments to you and developing and managing our services and relationship with you and our clients. 

In some cases we may be required to use your data for the purpose of investigating, reporting and detecting crime and also to comply with laws that apply to us. We may also use your information during the course of internal audits to demonstrate our compliance with certain industry standards. 

The legal bases we rely upon to offer these services to you are: 

  • Your consent
  • Where we have a legitimate interest
  • To comply with a legal obligation that we have
  • To fulfil a contractual obligation that we have with you 

Legitimate interest 

This is where the Company has a legitimate reason to process your data provided it is reasonable and does not go against what you would reasonably expect from us. Where the Company has relied on a legitimate interest to process your personal data our legitimate interests is/are as follows: 

Managing our database and keeping work-seeker records up to date; 

Contacting you to seek your consent where we need it;

Providing work-finding services to an individual, including sending their information to your clients where they have demonstrated an interest in doing that particular type of work but not expressly consented to you passing on their cv; and

Contacting the individual with information about similar products or services that they have used from us recently.  

C. Recipient/s of data 

The Company will process your personal data and/or sensitive personal data with the following recipients:

  • Clients that we introduce or supply individuals to for the purposes of providing work-finding services
  • Candidates’ former or prospective new employers that you provide as part of the recruitment process
  • Payroll service providers Sage
  • Our legal advisers if necessary
  • Our IT suppliers HBP Ltd, and our CRM provider Invenias. 

Should a client require background checks (such as DBS, Credit checks, previous Directorships etc), we will pass your personal details on to Annurca Risk who will carry out these checks. We will always inform you if this is happening and seek your additional consent.

Should a client request that a candidate completes psychometric testing, we will share your personal data with our test provider Thomas International.

We may use public databases to carry out suitability checks on work-seekers e.g. Companies House, DVLA Government, law enforcement agencies and other regulators e.g the Police, Home Office, HMRC, Employment Agencies Standards Inspectorate (EASI), Local Authority Designated Officers (LADOs), GLAA. 

We will always make it clear to you as a work-seeker where and with whom we are sharing your data. 

2. Overseas transfers 

The Company may transfer only the information you provide to us to countries outside the European Economic Area (‘EEA’) for the purposes of providing you with work-finding services. We will take steps to ensure adequate protections are in place to ensure the security of your information. The EEA comprises the EU member states plus Norway, Iceland and Liechtenstein. 

3. Data retention 

The Company will retain your personal data only for as long as is necessary for the purpose we collect it. Different laws may also 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 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/sensitive data, we will do so in line with our retention policy. This stipulates that we will only keep personal data as long as is necessary, and we will review the bases for holding your data in the instance that we have not engaged with you in over 1 year. 

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/sensitive data. 

4. 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 not to be subjected to automated decision making and profiling; and
  • The right to withdraw consent at any time. 

Where you have consented to the Company processing your personal/sensitive data you have the right to withdraw that consent at any time by emailing
data-protection@faerfield.co.uk 

There may be circumstances where the Company will still need to process your data for legal or official reasons. We will inform you if this is the case. Where this is the case, we will restrict the data to only what is necessary for the purpose of meeting those specific reasons. 

If you believe that any of your data that the Company processes is incorrect or incomplete, please contact us using the details above and we will take reasonable steps to check its accuracy and correct it where necessary. You can also contact us using the above details if you want us to restrict the type or amount of data we process for you, access your personal data or exercise any of the other rights listed above. 

5. Complaints or queries 

If you wish to complain about this privacy notice or any of the procedures set out in it please email
data-protection@faerfield.co.uk

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. 

Withdrawal of consent 

We take our candidate’s privacy and data protection very seriously, and we respect your right to withdraw your consent for us to process your personal data on our systems. Should you wish to withdraw your consent, please download our Withdrawal of Consent form here and send it to info@faerfield.co.uk 

Alternatively, if you have issues completing and/or submitting the form, please send an email with your full name and details of your request to withdraw your consent to
data-protection@faerfield.co.uk and we will ensure your details are deleted.

 

 

Data Protection Policy

Introduction 

All organisations that process personal data are required to comply with data protection legislation. This includes in particular the Data Protection Act 1998 (or its successor) and the EU General Data Protection Regulation (together the ‘Data Protection Laws’).

The Data Protection Laws give individuals (known as ‘data subjects’) certain rights over their personal data whilst imposing certain obligations on the organisations that process their data. As a recruitment business the Company collects and processes both personal data and sensitive personal data. It is required to do so to comply with other legislation. It is also required to keep this data for different periods depending on the nature of the data. 

This policy sets out how the Company implements the Data Protection Laws. It should be read in conjunction with the Data Protection Procedure. 

Definitions 

In this policy the following terms have the following meanings: 

‘consent’ means any freely given, specific, informed and unambiguous indication of an individual’s wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of persona data relating to him or her; 

‘data controller’ means an individual or organisation which, alone or jointly with others, determines the purposes and means of the processing of personal data; 

‘data processor’ means an individual or organisation which processes personal data on behalf of the data controller; 

‘personal data’* means any information relating to an individual who can be identified, such as by a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person. 

‘personal data breach’ means a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data;

‘processing’ means any operation or set of operations performed on personal data, such as collection, recording, organisation, structuring, storage (including archiving), adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction. 

‘profiling’ means any form of automated processing of personal data consisting of the use of personal data to evaluate certain personal aspects relating to an individual, in particular to analyse or predict aspects concerning that natural person’s performance at work, economic situation, health, personal preferences, interests, reliability, behaviour, location or movements; 

‘pseudonymisation’ means the processing of personal data in such a manner that the personal data can no longer be attributed to an individual without the use of additional information, provided that such additional information is kept separately and is subject to technical and organisational measures to ensure that the personal data are not attributed to an identified or identifiable individual; 

‘sensitive personal data’* means personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data, data concerning health, an individual’s sex life or sexual orientation and an individual’s criminal convictions. 

*For the purposes of this policy we use the term ‘personal data’ to include ‘sensitive personal data’ except where we specifically need to refer to sensitive personal data. 

‘Supervisory authority’ means an independent public authority which is responsible for monitoring the application of data protection. In the UK the supervisory authority is the Information Commissioner’s Office (ICO). 

Data processing under the Data Protection Laws 

The Company processes personal data in relation to its own staff, work-seekers and individual client contacts and is a data controller for the purposes of the Data Protection Laws.

The Company has registered with the ICO and its registration number is ZA515941.

The Company may hold personal data on individuals for the following purposes:

  • Staff administration;
  • Advertising, marketing and public relations;
  • Accounts and records; 
  • Administration and processing of work-seekers’ personal data for the purposes of providing work-finding services, including processing, using software solution providers and back office support;
  • Administration and processing of leadership development programme participants' personal data for the purposes of providing leadership development programmes (which may include psychometric testing), including processing, using software solution providers and back office support; 
  • Administration and processing of clients’ personal data for the purposes of supplying/introducing work-seekers and/or the provision of leadership development programmes.

1. The data protection principles 

The Data Protection Laws require the Company acting as either data controller or data processor to process data in accordance with the principles of data protection. These require that personal data is: 

  1. Processed lawfully, fairly and in a transparent manner; 
  2. Collected for specified and legitimate purposes and not further processed in a manner that is incompatible with those purposes; 
  3. Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed; 
  4. Accurate and kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
  5. Kept for no longer than is necessary for the purposes for which the personal data are processed;
  6. Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures; and that 
  7. The data controller shall be responsible for, and be able to demonstrate, compliance with the principles. 

2. Legal bases for processing

The Company will only process personal data where it has a legal basis for doing so (see Annex A). Where the Company does not have a legal reason for processing personal data any processing will be a breach of the Data Protection Laws. The Company will review the personal data it holds on a regular basis to ensure it is being lawfully processed and it is accurate, relevant and up to date and those people listed in the Appendix shall be responsible for doing this. 

Before transferring personal data to any third party (such as past, current or prospective employers, suppliers, customers and clients, intermediaries such as umbrella companies, persons making an enquiry or complaint and any other third party (such as software solutions providers and back office support), the Company will establish that it has a legal reason for making the transfer. 

3. Privacy by design and by default 

The Company has implemented measures and procedures that adequately protect the privacy of individuals and ensures that data protection is integral to all processing activities. This includes implementing measures such as:

  • data minimisation (i.e. not keeping data for longer than is necessary); 
  • pseudonymisation;
  • anonymization; 
  • cyber security. 

For further information in regards to our data security, please email:
data-protection@faerfield.co.uk 

Rights of the individual 

The Company shall provide any information relating to data processing to an individual in a concise, transparent, intelligible and easily accessible form, using clear and plain language. The information shall be provided in writing, or by other means, including, where appropriate, by electronic means. The Company may provide this information orally if requested to do so by the individual. 

1. Privacy notices 

Where the Company collects personal data from the individual, the Company will give the individual a privacy notice at the time when it first obtains the personal data. Where the Company collects personal data other than from the individual directly, it will give the individual a privacy notice within a reasonable period after obtaining the personal data, but at the latest within one month. 

If the Company intends to disclose the personal data to a third party then the privacy notice will be issued when the personal data are first disclosed (if not issued sooner). Where the Company intends to further process the personal data for a purpose other than that for which the data was initially collected, the Company will give the individual information on that other purpose and any relevant further information before it does the further processing. 

2. Subject access requests 

The individual is entitled to access their personal data on request from the data controller. 

3. Rectification 

The individual or another data controller at the individual’s request, has the right to ask the Company to rectify any inaccurate or incomplete personal data concerning an individual. If the Company has given the personal data to any third parties it will tell those third parties that it has received a request to rectify the personal data unless this proves impossible or involves disproportionate effort. Those third parties should also rectify the personal data they hold - however the Company will not be in a position to audit those third parties to ensure that the rectification has occurred. 

4. Erasure

The individual or another data controller at the individual’s request, has the right to ask the Company to erase an individual’s personal data. If the Company receives a request to erase it will ask the individual if s/he wants his personal data to be removed entirely or whether s/he is happy for his or her details to be kept on a list of individuals who do not want to be contacted in the future (for a specified period or otherwise). 

The Company cannot keep a record of individuals whose data it has erased so the individual may be contacted again by the Company should the Company come into possession of the individual’s personal data at a later date. If the Company has made the data public, it shall take reasonable steps to inform other data controllers and data processors processing the personal data to erase the personal data, taking into account available technology and the cost of implementation. 

If the Company has given the personal data to any third parties it will tell those third parties that it has received a request to erase the personal data, unless this proves impossible or involves disproportionate effort. Those third parties should also rectify the personal data they hold - however the Company will not be in a position to audit those third parties to ensure that the rectification has occurred. 

5. Restriction of processing 

The individual or a data controller at the individual’s request, has the right to ask the Company to restrict its processing of an individual’s personal data where:

  • The individual challenges the accuracy of the personal data;
  • The processing is unlawful and the individual opposes its erasure;
  • The Company no longer needs the personal data for the purposes of the processing, but the personal data is required for the establishment, exercise or defence of legal claims; or 
  • The individual has objected to processing (on the grounds of a public interest or legitimate interest) pending the verification whether the legitimate grounds of the Company override those of the individual. 

If the Company has given the personal data to any third parties it will tell those third parties that it has received a request to restrict the personal data, unless this proves impossible or involves disproportionate effort. Those third parties should also rectify the personal data they hold - however the Company will not be in a position to audit those third parties to ensure that the rectification has occurred. 

6. Data portability 

The individual shall have the right to receive personal data concerning him or her, which he or she has provided to the Company, in a structured, commonly used and machine-readable format and have the right to transmit those data to another data controller in circumstances where:

  • The processing is based on the individual’s consent or a contract; and
  • The processing is carried out by automated means. 

Where feasible, the Company will send the personal data to a named third party on the individual’s request. 

7. Object to processing 

The individual has the right to object to their personal data being processed based on a public interest or a legitimate interest. The individual will also be able to object to the profiling of their data based on a public interest or a legitimate interest.

The Company shall cease processing unless it has compelling legitimate grounds to continue to process the personal data which override the individual’s interests, rights and freedoms or for the establishment, exercise or defence of legal claims. 

The individual has the right to object and withdraw consent for the use of their personal data for direct marketing. 

8. Enforcement of rights

All requests regarding individual rights should be sent to the person whose details are listed in the Appendix. The Company shall act upon any subject access request, or any request relating to rectification, erasure, restriction, data portability or objection or automated decision making processes or profiling within one month of receipt of the request. The Company may extend this period for two further months where necessary, taking into account the complexity and the number of requests.

Where the Company considers that a request under this section is manifestly unfounded or excessive due to the request’s repetitive nature the Company may either refuse to act on the request or may charge a reasonable fee taking into account the administrative costs involved. 

The Company will not subject individuals to decisions based on automated processing that produce a legal effect or a similarly significant effect on the individual, except where the automated decision:

  • Is necessary for the entering into or performance of a contract between the data controller and the individual;
  • Is authorised by law; or
  • The individual has given their explicit consent. 

The Company will not carry out any automated decision-making or profiling using the personal data of a child. 

Personal data breaches 

Reporting personal data breaches 

All data breaches should be referred to the persons whose details are listed in the Appendix. 

1. Personal data breaches where the Company is the data controller: 

Where the Company establishes that a personal data breach has taken place, the Company will take steps to contain and recover the breach. Where a personal data breach is likely to result in a risk to the rights and freedoms of any individual the Company will notify the ICO. Where the personal data breach happens outside the UK, the Company shall alert the relevant supervisory authority for data breaches in the effected jurisdiction. 

2. Personal data breaches where the Company is the data processor: 

The Company will alert the relevant data controller as to the personal data breach as soon as they are aware of the breach.

3. Communicating personal data breaches to individuals:

Where the Company has identified a personal data breach resulting in a high risk to the rights and freedoms of any individual, the Company shall tell all affected individuals without undue delay. 

The Company will not be required to tell individuals about the personal data breach where:

  • The Company has implemented appropriate technical and organisational protection measures to the personal data affected by the breach, in particular to make the personal data unintelligible to any person who is not authorised to access it, such as encryption. 
  • The Company has taken subsequent measures which ensure that the high risk to the rights and freedoms of the individual is no longer likely to materialise.
  • It would involve disproportionate effort to tell all affected individuals. 

Instead, the Company shall make a public communication or similar measure to tell all affected individuals. 

The Human Rights Act 1998 

All individuals have the following rights under the Human Rights Act 1998 (HRA) and in dealing with personal data these should be respected at all times:

  • Right to respect for private and family life (Article 8).
  • Freedom of thought, belief and religion (Article 9).
  • Freedom of expression (Article 10).
  • Freedom of assembly and association (Article 11). 
  • Protection from discrimination in respect of rights and freedoms under the HRA (Article 14). 

Complaints 

If you have a complaint or suggestion about the Company’s handling of personal data then please contact the person whose details are listed in the Appendix to this policy. Alternatively you can contact the ICO directly on 0303 123 1113 or at https://ico.org.uk/global/contact-us/email/ 

Annex A 

Bee Lucas-Buckley is your contact for all matters regarding:

  • adding, amending or deleting personal data; 
  • responding to subject access requests/requests for rectification, erasure, restriction data portability, objection and automated decision making processes and profiling; 
  • reporting data breaches/dealing with complaints 

a) The lawfulness of processing conditions for personal data are: 

  1. Consent of the individual for one or more specific purposes.
  2. Processing is necessary for the performance of a contract with the individual or in order to take steps at the request of the individual to enter into a contract.
  3. Processing is necessary for compliance with a legal obligation that the controller is subject to.
  4. Processing is necessary to protect the vital interests of the individual or another person.
  5. Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller.
  6. Processing is necessary for the purposes of legitimate interests pursued by the controller or a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of the individual which require protection of personal data, in particular where the individual is a child. 

b) The lawfulness of processing conditions for sensitive personal data are: 

  1. Explicit consent of the individual for one or more specified purposes, unless reliance on consent is prohibited by EU or Member State law. 
  2. Processing is necessary for carrying out data controller’s obligations under employment, social security or social protection law, or a collective agreement, providing for appropriate safeguards for the fundamental rights and interests of the individual. 
  3. Processing is necessary to protect the vital interests of the individual or another individual where the individual is physically or legally incapable of giving consent.
  4. In the course of its legitimate activities, processing is carried out with appropriate safeguards by a foundation, association or any other not-for-profit body, with a political, philosophical, religious or trade union aim and on condition that the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes) and provided there is no disclosure to a third party without the consent of the individual.
  5. Processing relates to personal data which are manifestly made public by the individual.
  6. Processing is necessary for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity. 
  7. Processing is necessary for reasons of substantial public interest on the basis of EU or Member State law which shall be proportionate to the aim pursued, respects the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and interests of the individual.
  8. Processing is necessary for the purposes of preventative or occupational medicine, for assessing the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services on the basis of EU or Member State law or a contract with a health professional and subject to the necessary conditions and safeguards.
  9. Processing is necessary for reasons of public interest in the area of public health, such as protecting against serious cross-border threats to health or ensuring high standards of quality and safety of healthcare and of medicinal products or medical devices, on the basis of EU or Member State law which provides for suitable and specific measures to safeguard the rights and freedoms of the individual, in particular professional secrecy.
  10. Processing is necessary for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes, which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard fundamental rights and interests of the individual.

 

 

Website Privacy Statement

The Company will collect the personal details that you provide to us on our website for the purposes of providing you with services and/or information. In providing such services and/or information to you we will only use your personal data in accordance with the terms of the following statement.

This statement sets out below: 

  1. How the Company collects your personally identifiable information through the website.
  2. How the Company uses this information.
  3. Who the Company may share the information with and for what purpose(s). 
  4. What choices are available to you regarding collection, use and distribution of your information.
  5. The kind of security procedures that are in place to protect the loss, misuse or alteration of information collected through the Company’s website.
  6. How you can correct any inaccuracies in the information collected through the website.

If you feel that this company is not abiding by its posted privacy policy, you should first contact data-protection@faerfield.co.uk

Information Collection and Use

The Company collects information from our users at several different points on our website. The Company is the sole owner of the information collected on this site. We will not sell, share, or rent this information to others with exception of any applications submitted through the Jobseekers section of the website, or any of the attached microsites. Information received via applications through the website will be dealt with in accordance with our Data Protection Policy. You can view this here.

Registration/Applications

We request information from you on our online registration forms. Here you must provide contact information and information regarding the type of work you are seeking and your skills, qualifications and experience. This information is used to enable us to provide you with work-finding services, and we will use this information to contact you in regards to your job search.

If we have trouble processing your application, this contact information is used to get in touch with you. We will make it clear how we will use your personal data.

Cookies

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

We use cookies for:

  • Remembering settings, so you won’t have to re-complete an entire form if there is a mistake, using a cookie named brewster_pratap_session.
  • Security, to help ensure forms you submit on our site is not intercepted or altered, using a cookie named XSRF-TOKEN.
  • Measuring how our website is used so we can improve your experience (see Google Analytics below).

Our cookies aren’t used to identify you personally. You can manage and/or delete them as you wish. Refer to your web browser's help documentation and settings for details on how to do this, the information is usually found under privacy/security settings.

Google Analytics

We use Google Analytics to collect information about how many people use this site and how they use it. Google Analytics stores information about what pages you visit, how long you are on the site, how you got here and what you click on. We do not collect or store your personal information (e.g. your name or address) so this information cannot be used to identify who you are. Google Analytics sets cookies named _ga, _gid & _gat You can opt out of Google Analytics cookies by visiting this page on Google.

Log Files 

We use IP addresses to analyse trends, administer the site, track users’ movements, and to gather broad demographic information for aggregate use. IP addresses are not linked to personally identifiable information.

Sharing

We may share aggregated demographic information with our clients. This is not linked to any personal information that can identify any individual person.

Overseas Transfers

The Company may transfer only the information you provide to us to countries outside the European Economic Area (‘EEA’) for the purposes of providing you with work-finding services. We will take steps to ensure adequate protections are in place to ensure the security of your information. The EEA comprises the EU member states plus Norway, Iceland and Liechtenstein. We will inform you before any personal data is transferred.

Sale of business

If the Company’s business is sold or integrated with another business your details may be disclosed to our advisers and any prospective purchasers and their advisers and will be passed on to the new owners of the business.

Links

This website contains links to other external websites. Please be aware that the Company is not responsible for the privacy practices of such other sites. We encourage you to be aware of this when you leave our site and to read the privacy statements of each and every website that collects personally identifiable information. This privacy statement applies solely to information collected by the Company’s website.

Security

The Company takes every precaution to protect our users’ information. Our IT Infrastructure consists of several Virtualised Servers performing various security roles; Domain Controllers. Remote Desktop Servers, Secure Gateway Servers and an Application Server. Each of these systems are all running Microsoft Server 2012 R2 and have a dedicated IT Engineer from our third party provider allocated to regularly maintain and apply both critical and security updates to each server.

All of these servers have a high level business grade endpoint protection solution installed offering both Antivirus and Malware protection. Additional to this, the endpoint protection software has Data Loss Prevention (DLP) configured, restricting staff members from copying company data, which can include stakeholders personally identifiable information to USB, Portable media, personal email accounts and cloud storage solutions. The DLP rule also monitors activity via business email covering information sent out the business which contains set information,  e.g. identifiable data such as multiple email address, contact details and banking details. This DLP rule is set to alert management if staff members attempt to send this kind of information with an alert and block policy.

All staff user accounts are configured to utilise Microsoft complexity policies encouraging staff to regularly change passwords to the system. This security policy is applied at both device authentication level and document storage level. NTFS security permissions are applied to regulate access privileges at document folder level, and these are restricted to required access dependant on the staff members role.

Further security measures are applied to the CRM solution. Each user has a dedicated application log on password that is NOT synchronised to Active Directory ensuring a secondary level of security is applied when accessing client data. Again these are encouraged to be changed at regular intervals.

Our main network is protected by and an Advanced Security Firewall – Sophos UTM. This firewall has restrictions applied that ensures access to the network is restricted to the static IP address allocated to BPRG via their ISP. This Firewall has Intrusion Protection rules configured and Denial of Service protection enabled ensuring that the BPRG data perimeter is secured. This Firewall also offers web content filtering both at a restricted access level from the management – meaning websites that they do not want staff accessing, and also at a known threat web site level. This database is managed via the Sophos Centrally managed portal and updated via the central solution.

Additional to this, each third party provider have individual user accounts applied to the network which are controlled by our IT Provider. The third parties can only connect into the network via a secure VPN though the Sophos Firewall and each account can only be enabled and disabled through the IT provider as and when required meaning external access is only available with management permission. Finally we have multiple Wireless networks configured and each are restricted for business requirements. All Wireless SSID passphrases are regularly changed and a separate Guest SSID is applied fully segregated from their internal network. This guest SSID is applied via a token generated passphrase which is only valid for the timeframe that the guest is within the premises. Once this device leaves the building it cannot re access the network ensuring that no connections are available without knowing who is utilising our Wi-Fi.

Only employees who need the information to perform a specific job (for example, recruitment consultants, our accounts clerk or our administrative team) are granted access to your information.

The Company uses all reasonable efforts to safeguard your personal information. However, you should be aware that the use of the Internet is not entirely secure and for this reason the Company cannot guarantee the security or integrity of any personal information which is transferred from you or to you via the Internet.

If you have any questions about the security at our website, you can send an email to data-protection@faerfield.co.uk

Correction/Updating Personal Information

If your personally identifiable information changes (such as office address), we will endeavour to provide a way to correct, update or remove the personal data provided to us. This can usually be done by emailing data-protection@faerfield.co.uk

Notification of Changes

If we decide to change our privacy policy, we will post those changes on our Homepage so our users are always aware of what information we collect, how we use it, and under circumstances, if any, we disclose it. If at any point we decide to use personally identifiable information in a manner different from that stated at the time it was collected, we will notify users by way of an email. Users will have a choice as to whether or not we use their information in this different manner. We will use information in accordance with the privacy policy under which the information was collected.

This policy was last updated 25/04/2019

Complaints or queries

The Company tries to meet the highest standards when collecting and using personal information.

We take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

If you wish to complain about this policy or any of the procedures set out in it please email data-protection@faerfield.co.uk

 

 

Equal Opportunity

Faerfield Ltd is committed to a policy of equal opportunities for all work seekers and shall adhere to such a policy at all times and will review on an on-going basis on all aspects of recruitment to avoid unlawful or undesirable discrimination.

We will treat everyone equally irrespective of sex, sexual orientation, gender reassignment, marital or civil partnership status, age, disability, colour, race, nationality, ethnic or national origin, religion or belief, political beliefs or membership or non-membership of a Trade Union, and we place an obligation upon all staff to respect and act in accordance with the policy.

Faerfield Ltd shall not discriminate unlawfully when deciding which candidate is submitted for a vacancy or assignment, or in any terms of employment or terms of engagement for temporary workers. Faerfield Ltd will ensure that each candidate is assessed only in accordance with the candidate’s merits, qualification and ability to perform the relevant duties required by the particular vacancy.

 

 

Environmental and Carbon Reduction Policy Statement

Faerfield is committed to managing our environmental impact and carbon footprint as an integral part of our operations. It is our policy to assure the environmental integrity of our processes and facilities at all times. Our quality management system follows ISO 9001 principles and the PDCA model, with feedback central to our process development.

We do this by adhering to the following principles:

  1. We comply with the Environment Act 2021 and other applicable legislation.
     
  2. We employ management systems and procedures designed to minimise the use of hazardous materials, energy and other natural resources and the generation of waste, and to enable recycling and re-use of materials.  To this end, we are committed to the principles of the waste hierarchy:
    a. Eliminate - avoid producing waste in the first place
    b. Reduce - minimise the amount of waste you do produce
    c. Re-use - use items as many times as possible
    d. Recycle – recycle what you can only after you have re-used it
    e. Dispose - dispose of what’s left in a responsible way.
     
  3. In line with the Carbon Trust’s guidance for SME’s on moving towards Net Zero we will continually seek opportunities to improve our environmental performance and reduce our organisational and supply chain footprint by establishing objectives and targets, measuring progress and, where applicable, reporting our results; including but not limited to energy, water, paper and fuel consumption and vehicle miles travelled.  Examples include:
    a. our flexible working model minimises the use of travel and environmentally costly office space;
    b. whilst recognising that the health and safety of our colleagues is paramount, we use public transport where possible; where this is impractical, we use vehicle sharing where multiple colleagues are travelling from/to destinations which allow for this;
    c. we encourage colleagues to cycle to work and have introduced subsidised bicycle purchase scheme as part of the Governments “Ride to work initiative”;
    d. we subscribe to a “paperless office” model obviating the use of potentially hazardous printer materials, paper and power in printing.  In the rare instances where printing is necessary, the use of recycled/recyclable products is encouraged;
    e. colleagues are encouraged to use rechargeable batteries and dispose of these in an environmentally safe way (e.g. via supermarket or municipal facility collection boxes);
    f. we utilise digital rather than printed marketing materials;
    g. where items are purchased by our business (e.g. stationery, technical equipment, etc.) we encourage the use of suppliers local to the point of delivery or suppliers using a supply chain where other local deliveries are made in rounds (rather than single delivery) to minimise miles travelled;
    h. for both data security and reduction in energy consumption, colleagues must shut down all Faerfield electronic equipment when not in use and our work premises has an active light switch off mechanism and environmentally efficient heating systems.

This is not an exhaustive list and colleagues are encouraged to utilise and share environmentally friendly measures wherever possible.

4. We promote participation and communicate our commitment to responsible environmental management among our colleagues by providing the necessary training and support to enable them to implement this policy.

5. We work with clients, suppliers and others who espouse environmental principles similar to our own.

6. We recognise the importance of small changes to make an impact on wider climate change. We encourage all of our employees to use the search engine Ecosia, which uses advertising revenue to plant trees. It is estimated that each web search with Ecosia removes about 0.5kg of CO2 from the atmosphere.

7. Once we place a Search candidate, or one of our Interims completes an assignment, we send these candidates satisfaction surveys. Upon the completion of each survey, as a “thank you” and to benefit the environment, we plant trees under the National Trust Tree-Planting Scheme.

8. Our shared office space in Birmingham and London both have top-tier EPC A rating, alongside WELL Platinum and BREEAM Outstanding accreditations.

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