privacy policy

What is a privacy policy?
A privacy policy is a statement that declares a company’s policy on collecting and distributing information about a visitor. It usually declares what specific information is collected and whether it is kept confidential or shared with or sold to other firms, researchers or sellers.

Why does the visitor need sight of a privacy policy?
Here at Gem partnership we want you to be familiar with what information we collect and use from you when you register to this website. This privacy policy describes our practises in connection to both the registration form for the candidate and enquiry form for clients. By providing personal information to us you are agreeing to the terms and conditions of this privacy policy, however you will be prompted to once again review the details of this privacy policy at the point of submission before giving your explicit consent.

Our commitment
GEM Partnership Ltd are fully committed to respecting your privacy and to protecting any information you provide to us. We treat both privacy and security as a priority, make every effort to ensure that all the information you provide is protected and hope that this will remove any concerns you may have about supplying information to us. GEM may disclose information provided by you for the purpose of completing a business or statuatory transaction, to process any associated administration, for general statistical purposes where your details will not be personally identifiable, and for obtaining any relevant professional advice.

What we do with the information you provide us
GEM Partnership Ltd do not disclose information to third parties, other than when details are required and processed as part of contractual fulfilment. In this case, the third party will not disclose any of the details to anyone else unless you specifically provide your consent, or in special circumstances, such as when we are required to by law.

Data Protection
GEM Partnership Ltd are registered in accordance with United Kingdom Data Protection Legislation and will hold and use your personal data strictly in accordance with UK data protection legislation, all of which has been updated in relation to the requirements of the General Data Protection Regulations 2018. Our privacy obligations under GDPR regulatons are laid out below:

GEM Partnership Privacy Policy (Updated April 2021)
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 (paper or electronic), via our website, via Odro (video interviewing platform), via SurveyMonkey, via Jotform (online form partner) or we may collect them from another source such as a jobs board or social media (social media only if you apply for a role through this source). 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.

Collection and use of personal data

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
• Legitimate interest
• Legal obligation
• Contractual obligations

Consent
We will clearly obtain your consent for the processing of personal and or sensitive personal data. This will be freely given, specific, informed, unambiguous and we will make it easy for you to withdraw that consent in the future if required.

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

• Providing work finding services to candidates, as such collecting data to enable matching decisions for both candidates and clients.

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

• Clients who are looking to employ candidates into either temporary or permanent assignments.
• Payroll partners.
• Government departments where applicable.
• Credit or disclosure and barring service providers where applicable.
• IT and system partners who host and archive our data.

Statutory/contractual requirement 

Your personal data may required by law and/or a contractual requirement (e.g. our client may require this personal data, we need to hold your data in line with HMRC obligations or recruitment legislation), 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:

• We would not be able to consider your details for future assignments with our clients.
• Where we are obliged to process your data via contractual or statutory obligations, GDPR status on our internal CRM system (candidate database) will default to opted in.

Categories of data
The Company may have collected the following personal data on you:
Personal data:

• Name, address and contact details
• Date of birth
• CV and work history
• Qualifications
• Reference information
• Salary and benefits
• Application history
• National insurance number

Sensitive personal data (subsequently obtained post contact with you):

• Health and disability related information
• Criminal convictions
• Ethnicity

Source of the personal data
The Company has sourced your personal data and/or sensitive personal data by one of the following means:

• Online cv repositories such as Reed, Totaljobs, CV Library and Monster.
• LinkedIn and other social media channels.
• Applications received via a variety of advertising tools we use to publish vacancies
• Our website

This information did come from a publicly accessible sources.

COVID-19 Pandemic
In response to the ongoing COVID-19 global pandemic that first came to the UK in early 2020, GEM would advise that we will collect data from our temporary workforce only, in relation to any symptoms, testing, isolation, test results and vaccinations in this regard to ensure the safety of our temporary workforce and to comply with government legislation.

This information may highlight any potential COVID-19 “hotspots” within the temporary workforce, and will be collected by email, telephone, in person and via confidential survey. This data may be shared confidentially with client’s in relation to your assignment, GEM’s internal compliance team and Public Health England if required. This data will be stored securely on GEM’s IT networks and for 1 year following the end of your assignment.

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.

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 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 (a copy of which is available to download from Our Policies page here). 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.

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 data and/or sensitive personal data you have the right to withdraw that consent at any time by contacting us on removemydata@gempartnership.com. We will acknowledge your request within 5 working days.

Complaints or queries
If you wish to complain about this privacy notice or any of the procedures set out in it please contact Lee Rankin – Managing Director on lee.rankin@gempartnership.com

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.

What are cookies?
A cookie is a small piece of information stored on your computer by us which enables us to recognise your computer when you access the GEM Partnership web site and also provides you with an expedient means of access. Cookies also protect the reliability of recorded user names and passwords and limit access to services.

Your browser is probably set to accept cookies. However, if you would prefer not to receive cookies, you can alter the configuration of your browser to refuse cookies. If you choose to have your browser refuse cookies, it is possible that some areas of our sites will not function properly when you view them.

What we use cookies for
We use two types of cookies here at GEM partnership, the first type of cookie is the ‘session cookie’ these are used to remember your searches when you navigate around the search jobs section of our website. These cookies stop working when the browser is closed or the page has been inactive for 20 minutes. Another use of these cookies is the registration form, the information you enter on these pages (Candidate and client) is stored in our internal database when you sign up to our website. This is crucial information to help us keep you logged in as you move between pages, without the session cookie you may not be able to apply for jobs through our website.

The other type of cookie we use is known as a ‘third party cookie’. GEM are signed up to Google analytics, this is software set up by Google to monitor the flow of traffic on the website. This cookie uses your IP address from the device you are using to generate an estimated location and what browser you may be using to provide us with data on what pages you visited. We use this information to help improve our website and its content.

Policy for children
GEM Partnership Ltd realise and understand that children may visit this site. We believe that it is the responsibility of parents to supervise children when on-line and whilst we recommend that parental control tools be put in place, we aim to make our website suitable for viewing by all the family.

Consent
By disclosing any personal information to GEM Partnership Ltd through this internet site, email or via the telephone, you consent to the collection and storage of all personal information as set out in this Privacy Notice and the related company privacy policies. If the company makes any changes to these Privacy Notices and/or policies these changes will be detailed on this page in order to ensure that you are fully aware of what information is collected, how it is used and under what circumstances, if any, it will be disclosed.

If you have any questions relating to this privacy policy then please contact us at info@gempartnership.com