PRIVACY POLICY

This Privacy Policy is intended to describe how your personal information is processed and used. Please note that by visiting and using https://www.exactsourcing.com/, you are accepting the practices described. This site may from time to time contain links to other sites. We are not responsible for the content, accuracy, privacy practices and performance of those sites.

Visitor information

Every computer connected to the Internet is provided with a domain name and an IP address. When a visitor requests a web page from within Exact Sourcing’s website, our servers automatically identify and log the HTTP request that is made. This information reveals no personal data about you. In fact, the only information that we automatically gather and log is as follows:

• The IP address of the site that may have referred you
• Your IP address
• The web page that you may have linked to us from – if any
• The product identifier for version and make of browser

The operating system platform that you may be running Search words or terms that are passed from a search engine

Exact Sourcing has found it advantageous to examine visitor traffic so that we can ensure maximum compatibility for the various browsers and operating systems that visit our site. By analysing visitation patterns, referring URLs and search engine terms, we can strategically enhance our exposure across the Internet.

Cookies and log information

This website does issue cookies (these are small files of information which websites use to identify its users); however, these do not contain personal information. Exact Sourcing does not share this data with third parties. You can disable cookies by altering the settings of your browser and the website will still function.

Use of information

We may also request your email address or mailing address for the purposes of conducting a survey or to add you to our mailing list, or by your request to have someone contact you for additional information. Whenever we request the identity of a visitor, we will clearly indicate the purpose of the inquiry before the information is requested.

Anti-spam statement

We enforce a strict Anti-spam policy that means we do not intend to sell, rent, or otherwise give your e-mail address to a third-party without your consent.

Exact Sourcing will only disclose your personal information or any of its log file information when required by law or in the good-faith belief that such actions are necessary.

In addition, Exact Sourcing will not send you emails that you have not agreed to receive. If you are a member of our mailing list, you may be contacted with announcements, blog posts, resources additions, and new publications or services.

Security

Exact Sourcing uses all reasonable precautions to keep the information disclosed to us secure. Exact Sourcing reserves the right to transfer information in connection with the sale of all or part of Exact Sourcing’s capital stock or assets to any third party.

Any changes to our Privacy policy will be published on this page so that you are always aware of the information that we collect, how we use it, and under what circumstances we disclose it.

Should you still have any concerns about our use of your personal information, please feel free to contact Exact Sourcing.

GDPR Privacy Notice

This Privacy Notice tells you what to expect in relation to personal information about you which is collected, handled and processed by Exact Sourcing Ltd.

Rosa Dos Santos is the Data Controller at Exact Sourcing, St Johns Innovation Centre, Cowley Road, CB4 0WS.

We acknowledge and agree that any personal data of yours that we handle will be processed in accordance with all applicable data protection laws in force from time to time. Currently, the Data Protection Act 1998 applies. With effect from 25 May 2018, the General Data Protection Regulations (“GDPR”) will come into force, which will change the law.

Information collected

(A) Information collected and processed for finding you a suitable role is as follows:

• Your name
• Your address
• Your email addresses
• Your telephone numbers
• CV/work history
• Job preferences including role, geographical areas and salary
• Any other work-related information you provide, for example, education or training certificates

(B) Information in respect to individuals that have worked for us previously or may work for us is as follows:

• Passport
• In some cases, permits and visas
• DOB
• National insurance number
• Full details of job offer and placements
• Outcome of criminal record checks and security clearance for certain roles
• In certain cases, medical information
• References
• Financial information (including but not limited to payroll details and terms, HMRC data, pension scheme details, court orders and statutory payments)
• A log of our communications with you by email and telephone

How we use the information

This information will have been provided, or will be provided, by you or a third party who we work with, such as a Job Board Company or another employment business or agency. In the case of references, these will be from your previous employer. Medical information may be supplied by a third party such as your GP, Consultant or Occupational Health. The outcome of criminal record checks and security clearance checks, where relevant, will be supplied by the Disclosure and Barring Service or other external company applicable to the placement.

The above information is used to provide our services to you in our capacity as an employment business / agency to find you suitable work whether on a temporary or permanent basis based on your requirements as set out below.

The information under A above may be used as follows:

• To match your skill sets with job vacancies to assist in finding you the positions that most suit you
• To put forward your details to our clients and prospective employers for you to be considered for vacancies
• To place you with our clients and prospective employers
• To keep you informed of available opportunities as they arise
• To keep you informed of the services offered by us

The information under B above may be used as follows:

• To establish that you have the right to work
• To undertake relevant security and criminal record checks as required by our clients and prospective employers and as permitted by law
• To deal with any medical and health and safety issues relating to certain positions
• To put in place contractual arrangements and documentation once a role has been secured
• To pay you if placed

How we hold the information

All the personal data we have is stored on our database in the UK.

Disclosure of your information

Your CV and related information will be shared or sent to prospective employers and our clients. Once you have secured a placement additional information will be provided to them to enable the placement to proceed. Such employers and clients will usually be located inside the European Economic Area (EEA) but may be outside of the EEA. Personal data shall not be transferred to a country or territory outside the EEA unless that country or territory ensures an adequate level of protection or the appropriate safeguards are in place for your rights and freedoms. Before such a transfer takes place outside of the EEA, we will provide you with further information concerning this.

We may also share your information with EC Resourcing, which is a sister organisation that works closely with Exact Sourcing, for the purpose of finding you a suitable role.

Other trusted third parties that we may share your data with are as follows: HM Revenue and Customs, pension scheme providers, legal advisors and other companies for the purpose of undertaking pre engagement checks for the role or for paying you.

What is the legal basis for processing the information?

We will rely on your consent to process the information marked with an * above which is collected at the outset of the recruitment process.

Information and documentation to establish your right to work is processed by us as we are legally obliged to do so.

In respect of medical information, the basis for us processing this will depend on the circumstances but will usually be for one of the following reasons: it is necessary to protect health and safety or to prevent discrimination on the grounds of disability or where consent has been obtained, if required.

Information in relation to criminal record checks, which are relevant for some roles, will be processed on the basis that it is necessary for us to comply with the law or consent will be obtained, if required.

Once a position has been found for you, we will process your personal data, including financial information, for the purpose of you entering into a contract to fulfil your role and to enable us to pay you, depending on the specific contractual arrangements and circumstances.

For the purposes of paying you, where relevant, we are legally obliged to provide information to HMRC.

Once a placement has been secured, we may also process your data on the basis of our legitimate interests i.e. for administrative purposes.

Your rights

You currently have the right at any time to ask for a copy of the information about you that we hold. If you would like to make a request for information please email Rosa.

In addition to this right of access, when the GDPR comes into force, you will also have the following rights: erasure, restriction of processing, objection and data portability. We will update you further in connection with these rights when they come into force.

Retention of your data

Your data will be retained for no longer than is necessary and in accordance with our Data Retention Policy.

Withdrawal of consent

If you have provided us with your consent to process your data, for the purpose of using our services and us finding you suitable work, you have the right to withdraw this at any time. In order to do so you should contact us by emailing rosa@exactsourcing.com

Concerns

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance by emailing rosa@exactsourcing.com.

Contact

Please address any questions, comments and requests regarding our data processing practices to Rosa Dos Santos via email.

Changes to the Privacy Notice

This Privacy Notice may be changed by us at any time. This Privacy Notice has been updated to comply with further GDPR requirements which came into force on 25 May 2018.