Privacy Policy

Website Privacy Policy

(Long and Comprehensive GDPR Version)

 

Who Are We?

Eximius is an international specialist search and selection firm who operate in the UK and Hong Kong. Our recruiting services are within the Financial Services, Law, IT, Secretarial and our vacancies are on a permanent, temporary and contractual basis.

 

Our GDPR Sponsor and GDPR Lead representatives can be contacted directly here for all our office locations:

 

GDPR Lead – Anna Krecisz

Email –Anna.Krecisz@eximius.com

Phone – 0207 648 6991

GDPR Sponsor – Nick Harrington

Email –Nick.Harrington@eximius.com

Phone – 0207 648 6950

Or alternatively at Privacy@eximius.com

 

The Personal Data We Would Like To Collect From You and Process On Are:

Candidate Data:

Depending on the relevant circumstances and applicable local laws and requirements, we may collect some or all of the information listed below to enable us to offer you our recruitment services which are tailored to you and your interests:

• Full Name
• Contact details;
• Age/date of birth;
• Gender;
• Photograph;
• Marital status;
• Education details;
• Employment history;
• Professional Qualifications;
• Emergency contacts and details of any dependants;
• Referee details;
• Immigration status (whether you need a work permit);
• Nationality/citizenship/place of birth;
• A copy of your driving licence and/or passport/identity card;
• Financial information (where we need to carry out financial background checks);
• Social security number (or equivalent in your country) and any other tax-related information;
• Information for Vetting checks;
• Diversity details including racial or ethnic origin, religious or other similar beliefs, and physical or mental health, including disability-related information;
• Details of any criminal convictions;
• Details about your current remuneration;
• Information on your interests and needs regarding future employment, both collected directly and inferred, for example from jobs viewed or articles read on our website;
• Extra information that your referees chooses to tell us about you;
• Extra information that our Clients may tell us about you, or that we find from other third party sources such as job boards;
• The dates, times and frequency with which you access our services;
• CCTV footage if you attend our premises; and
• Any additional information you choose to tell us.

 

Client Data:

We process client data but actually store relatively limited amount of information. The necessary details we store are names, telephone numbers and email addresses. We intend to hold only the minimum amount of data needed with our clients to foster a successful relationship.

 

Supplier Data:

We process our supplier data but actually store relatively limited amount of information. The necessary details we store are names, telephone numbers, email addresses and the relative payment details that we might need to pay you. We intend to hold only the minimum amount of data needed with our suppliers to foster a successful relationship.

 

The Personal Data We Collect Will Be Used For The Following Purposes:

• Recruitment Activities
• Marketing Activities
• Legal Claims

 

Candidate Data:

Recruitment Activities

Our main services at Eximius are recruitment whereby we try and fill vacancies with candidates that are presented to us by our clients. Purposes to why we use your personal information are in the list below:

• Collecting your data from you and sources, eg LinkedIn, Telephone, Email.
• Processing and storing your data on our database so we can contact you in relation to a relevant role.
• Comparing data about you to vacancies that might be a suitable option for you.
• Sending your data to our clients in relation to a job application or eligibility.
• Your data will be processed from any contract entered between you and us.
• Your data will be processed from any contract entered between Eximius and third parties in relation to your recruitment process.
• Processing our payroll and invoices operations.
• Using your data to enable us to send you targeted marketing materials or other communications that we think will be relevant to you.

Marketing Activities

We may send you information on the following purposes that we think might be of interest to you in aid of connecting candidates to job roles, such as:

• To market our recruitment services to you.
• To send you detailed reports on market conditions, promotional offers, client’s events and emergency roles.
• Promote marketing offers that we may have on for a period of time (consent given).

Certain marketing activities will require consent to be given if some of these activities do not fall under a legitimate interest and depending on the scenario we will ask for you to opt-in for our marketing purposes by subscribing to our email send outs.

There is also a ‘soft opt in’ option where we might send you information where we have obtained a person’s details, due to the fact that you have been affiliated with us in the past. Our marketing activities will only be similar to that of the past and we will offer you a simple opt-out option.

Our marketing activities are based on what our candidates and clients would be interested in. If this is not of interest to you then you can withdraw your consent and also opt out of our marketing interests.

Legal Claims

In certain situations we may use your data to prepare or exercise legal claims against us.

Client Data:

Recruitment Activities

Our main services at Eximius are recruitment through administering candidates to you on a permanent basis or contractually through us. Some of the purposes of using your data are below:

• Storing your details and data on our database so we can contact you in regards to candidates that we feel may be of interest to you.
• Keeping records of our conversations on our databases so we can record and offer a bespoke service to you.
• Processing your data for our targeted marketing campaigns.

We possibly may use your data if it is deemed to be necessary for our legitimate interests. If this is not something you would like to have, you have the right to object.

Marketing activities

We will not seek your consent when sending you marketing content to a corporate post address or email address. If you wish to no longer receive our marketing information then please find out more and opt out of our marketing communications by emailing opt-out@eximius.com

Legal Claims

In certain situations we may use your data to prepare or exercise legal claims against us.

Supplier Data:

We only use your data for the following activities, for our suppliers and those who are operating with Eximius:

• To store your data on our database so we can contact you regarding our current contract, agreement or relating to a past issue.
• To retain or gain support from you in our services.
• Help us to offer a tailored marketing approach
• In certain situations we may use your data to prepare or exercise legal claims against us.

We may use your data if it is deemed to be necessary for our legitimate interests.

In any event, we are committed to ensuring that the information we collect and use is appropriate and accurate for this purpose, and does not constitute an invasion of your privacy.

In terms of being contacted for marketing purposes Eximius would contact you for additional consent. We will not seek your consent when sending you marketing content to a corporate post address or email address. If this is not something you would like to have, you have the right to object.

Our Legal Basis for Processing your Personal Data:

Legitimate Interests

Article 6(1)(f) gives you a lawful basis for processing where “processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.”

 

Candidate Data:

We believe that if you are under contract with us, in the process of starting a contract with us (contract placements) or have been placed with one of our clients (permanent placements), then it is necessary for us to acquire your personal data through purposes of legitimate interest. We normally would like to check the information you have provided to us or to confirm references, qualifications and any criminal checks to the extent that it is appropriate with local laws.

To carrying on providing our services, to you our candidates, we need to process your data for internal administrative duties, for example payroll or invoicing. As a result this falls under the purposes of legitimate interests, as you the candidate, are under a contract (contractors) with us or our respective clients (permanent).

If we believe that you are looking for employment or we have received your personal data from a job board where you have uploaded your personal data, and you match some of the vacancies we have from our clients, then if we contacted you, this would fall under the purpose of legitimate interest for processing your personal data.

We also want to offer detailed job recommendations that are tailored to you, to aid your job search. As a result we believe it is appropriate for us to process your data to make sure you receive the most tailored content which in turn falls under the purpose of legitimate interests for processing your data.

If certain specific obligations fall on us, then by law, we have a legitimate interest to share your data with certain crime detection, tax collection or any litigation purposes.

Client Data:

To ensure we foster a well working relationship with our clients, we store your personal data/or the personal data of individual contacts, for each specific client of ours on a CRM database. This is also used to store records of our conversations, meetings, vacancies and placements with you. As a result we deem your data to be necessary in our relationship with you, which falls under our legitimate interests as we provide our executive search and recruitment services to you

Supplier Data:

We store data from individuals from our suppliers in order to warrant the services that you offer to us as our suppliers. We will also hold your financial data because we will need to reimburse you for your services. As a result we deem it to be within the scope of legitimate interest as a legal basis for processing your personal data as we are a beneficiary of your services.

Your Consent

By consenting to this privacy notice you are giving us permission to process your personal data specifically for the purposes identified.

Consent is required for Eximius to process both types of personal data, but it must be explicitly given. Where we are asking for your sensitive personal data we will always tell you why and how the information will be used.

You may withdraw consent to process your personal data for certain activities or for consent in our marketing purposes at any time by emailing privacy@eximius.com or writing to us at 50 Mark Lane, London, EC3M 7QR.

 

Disclosure of Your Information

Eximius Group collects and processes information from our clients, candidates and other third parties with whom we do business with. Primarily we also share your data with prospective clients to increase your chances of matching to a relevant vacancy listed. We may also share your data with third parties, our service providers, to provide you with the best possible service from us.

Retention Period

Eximius processes personal data for a period of 3 years and will store personal data on our systems for that period of time unless the law or any other regulation requires us to keep that data. (for example, any obligations with the tax authorities or in any connection to any possible litigation.)

 

Your Rights as A Data Subject

At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:

• Right of access – you have the right to request a copy of the information that we hold about you.
• Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
• Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
• Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
• Right of portability – you have the right to have the data we hold about you transferred to another organisation.
• Right to object – you have the right to object to certain types of processing such as direct marketing.
• Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
• Right to judicial review: in the event that Eximius refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined below.

All of the above requests will be forwarded on should there be a third party involved (as stated above) in the processing of your personal data.

Please download the Subject Access Request form and send it to us in writing if you would like to understand what data we hold on you.

SAR Form Here

 

Complaints

In the event that you wish to make a complaint about how your personal data is being processed by Eximius (or third parties as described above), or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority of Eximius’ data protection representatives reachable at Privacy@eximius.com

 

The details for individual contacts are:

GDPR Lead – Anna Krecisz

Email –Anna.Krecisz@eximius.com

Phone – 0207 648 6991

GDPR Sponsor – Nick Harrington

Email –Nick.harrington@eximius.com

Phone – 0207 648 6950

Or alternatively at Privacy@eximius.com