Privacy Policy

CANDIDATE PRIVACY & SECURITY

Incubis Associates Ltd is committed to respecting the privacy rights of individuals. This privacy policy explains how we collect, store and use personal data about you and the rights you have to control our use of your personal data.

WHO WE ARE

Incubis Associates Ltd is a company registered in England and Wales.

For the purposes of the General Data Protection Regulation (GDPR), Incubis Associates Ltd is the data controller and you can contact us on info@incubisassociates.com .

PURPOSE OF PROCESSING

We process your personal data to allow the company to conduct business as a recruitment agency.

THE PERSONAL DATA WE COLLECT ABOUT CANDIDATES

  • Your name and address
  • Your phone and email details
  • Your current employer
  • A link to your LinkedIn profile
  • Your CV and any detail contained therein
  • Any observations that we take about you as part of our interaction
  • Any other data that you choose to share with us

    Where you do not provide your personal data directly to us, we may obtain your LinkedIn profile and contact details directly from LinkedIn.  Where this is the case we have classified it as Candidate personal data.

    LAWFUL BASIS FOR PROCESSINGDATA COLLECTION

    Where we first contact you about roles that we think may be of interest to you, we have identified the following lawful basis for processing:

     

    • 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.

      The legitimate interest is that of conducting business as a recruitment agency and introducing you to employment opportunities that may be of interest to you.

       

      Where you agree that we should work on your behalf to put you forward for a role, we have identified the following lawful basis for processing:

       

    • Processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract;

       

      HOW WE MAY STORE AND USE YOUR INFORMATION

  • Incubis Associates Ltd may collect, store and process your personal data.
  • Your personal data is stored on a hosted cloud-based Applicant Tracking Software (ATS) system which is accessible by staff of Incubis Associates and also by technical administrators of the hosting company. The ATS uses Internet standard encryption technology ("SSL" or "Secure Socket Layer" technology) to encode all personal data stored.
  • Your personal data might also be stored temporarily in an MS or Adobe Document on a personal computer using normal security safeguards to protect the data.
  • We will share your personal data only with those clients and for those roles that we have discussed with you.
  • Note it is out part of our fundamental policy and method of operating that we will never forward your details or identify you to any client without your prior consent.

    TRANSFER OF YOUR PERSONAL DATA OUTSIDE OF THE EUROPEAN UNION

    We may approach you about roles outside of the European Union, where that is the case we may transfer your personal data to our clients in those countries.  We will only transfer your personal data where the transfer is necessary for the conclusion or performance of a contract concluded in your interest between us and our clients.

    HOW LONG WE WILL KEEP YOUR PERSONAL DATA

    We will retain your personal data indefinitely on our ATS so that we can contact you in the future for any roles that we think might be appropriate.  As described in the ‘YOUR RIGHTS’ section below you have the right to ask us to erase your details from our database, which we will do on request.

    YOUR RIGHTS

    Given the nature of the processing we carry out, and the lawful bases for processing we have identified, the GDPR gives you, as a data subject, the following rights:

  • You may request from us access to the personal data we process concerning you through making a subject access request (or SAR).
  • You may request rectification of the personal data we process concerning you where it is incomplete or inaccurate.
  • You may request, subject to certain criteria, the erasure of the personal data we process concerning you.
  • You may request that we restrict the processing of personal data concerning you.Restriction means that we will only store the personal data and not further process it.
  • Where we have identified legitimate interest as the lawful basis for processing your personal data, you have the right to object to your personal data being processed.If we receive such an objection, we will, where required under the GDPR stop processing your personal data.
  • You have the right to data portability whereby we will provide you your personal data in a structured, commonly used and machine-readable format.

    If you wish to exercise any of the above rights, please contact us on info@IncubisAssociates.com.

    LODGING A COMPLAINT WITH THE INFORMATION COMMISSIONER’S OFFICE (ICO)

    If you feel that your personal data has been, or is being, processed in an inappropriate manner; or you feel that your rights, as described above have been infringed, you may lodge a complaint with the Information Commissioner’s Office (ICO).  The ICO is the UK’s supervisory authority regarding data protection matters and has a responsibility to act on complaints made to it.  You may lodge a complaint by visiting the website below or calling the ICO’s helpline on 0303 123 1113.

    https://ico.org.uk/concerns/

    This privacy policy was last updated in May 2018. Please check back regularly to keep informed of updates to this privacy policy.

     

     

    CUSTOMER AND SUPPLIER PRIVACY & SECURITY

    Incubis Associates Ltd is committed to respecting the privacy rights of individuals. This privacy policy explains how we collect, store and use personal data about you and the rights you have to control our use of your personal data.

    WHO WE ARE

    Incubis Associates Ltd is a company registered in England and Wales.

    For the purposes of the General Data Protection Regulation (GDPR), Incubis Associates Ltd is the data controller and you can contact us on info@incubisassociates.com .

    PURPOSE OF PROCESSING

    We process your personal data to allow the company to conduct business as a recruitment agency.  This includes procuring services and products from suppliers and providing candidates to our customers.

    THE PERSONAL DATA WE MAY COLLECT ABOUT CUSTOMERS AND SUPPLIERS

  • Your name
  • Your email address
  • Your telephone number(s)
  • Your LinkedIn address

This personal data is collected for the purposes of conducting business between us and our clients and between us and our suppliers.  If you do not allow us to process personal data for this purpose, for example to be able to send or receive an invoice, then we may not be able to provide you a service or receive goods and services from you.

LAWFUL BASIS FOR PROCESSINGDATA COLLECTION

We have identified the lawful basis for this purpose of processing as:

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.

The legitimate interest is that of conducting business as a recruitment agency.

WHO WE SHARE YOUR PERSONAL DATA WITH

Customer and supplier personal data will be stored on our accounting and ATS databases, these are hosted by external providers.  We also use the services of an external provider to back up all of our computer data.  Your personal data may also be viewed by our company accountant.

TRANSFER OF YOUR PERSONAL DATA OUTSIDE OF THE EUROPEAN UNION

Our IT backup provider (Carbonite Inc.) may store personal data on servers that are geographically located in the U.S.A.  Carbonite Inc. have registered with the EU-US Privacy Shield Framework.  The European Commission has recognised organisations that are registered with this framework as providing adequate protection of personal data.

HOW LONG WE WILL KEEP YOUR PERSONAL DATA

Client and supplier personal data is retained for as long as we maintain a working relationship with you and may be kept for 3 years after that period in order to comply with company accounting regulations.

YOUR RIGHTS

Given the nature of the processing we carry out, and the lawful bases for processing we have identified, the GDPR gives you, as a data subject, the following rights:

  • You may request from us access to the personal data we process concerning you through making a subject access request (or SAR).
  • You may request rectification of the personal data we process concerning you where it is incomplete or inaccurate.
  • You may request, subject to certain criteria, the erasure of the personal data we process concerning you.
  • You may request that we restrict the processing of personal data concerning you.Restriction means that we will only store the personal data and not further process it.
  • Where we have identified legitimate interest as the lawful basis for processing your personal data, you have the right to object to your personal data being processed.If we receive such an objection, we will, where required under the GDPR stop processing your personal data.
  • You have the right to data portability whereby we will provide you your personal data in a structured, commonly used and machine-readable format.

If you wish to exercise any of the above rights, please contact us on info@IncubisAssociates.com.

LODGING A COMPLAINT WITH THE INFORMATION COMMISSIONER’S OFFICE (ICO)

If you feel that your personal data has been, or is being, processed in an inappropriate manner; or you feel that your rights, as described above have been infringed, you may lodge a complaint with the Information Commissioner’s Office (ICO).  The ICO is the UK’s supervisory authority regarding data protection matters and has a responsibility to act on complaints made to it.  You may lodge a complaint by visiting the website below or calling the ICO’s helpline on 0303 123 1113.

https://ico.org.uk/concerns/

This privacy policy was last updated in May 2018. Please check back regularly to keep informed of updates to this privacy policy.