Privacy Policy

Keeping your data safe and sound. See what we’re doing with your personal information and how we’re keeping it secure.

Who are we?

Initial Talent Ltd, John de Mierre House, Bridge Road, Haywards Heath, RH17 7DP, UK. info@initialtalent.com. 0203 8653672. We provide Executive Search services to clients looking to recruit personnel for their businesses. We also provide book keeping, accountancy and payroll services for clients looking to outsource those functions.

What does this Policy cover?

We at Initial Talent take your personal data seriously. This policy:

  • sets out the types of personal data that we collect about you

  • explains how and why we collect and use your personal data

  • explains how long we keep your personal data for

  • explains when, why and with who we may share your personal data;

  • sets out the legal basis we have for processing your personal data;

  • explains the effect of refusing to provide the personal data requested;

  • explains the different rights and choices you have when it comes to your personal data; and

  • explains how we may contact you and how you can contact us.

What is the purpose of processing your data?

For our Executive Search services we process your personal data in order to be able to find available job opportunities for you and to assess your eligibility through the different stages of recruitment. This information includes CV's, identification documents (including but not limited to passport details, driving license, bank details, gender and remuneration & compensation details), educational records, work history, employment and references, psychometric test results.

For our book keeping and payroll services, we process your personal data in order to fulfil our contractual obligations and responsibilities to you as well as to provide, maintain and improve our services.  This data includes financial records relating to your company's trading performance as well as (but not limited to) identification documents such as passport details, driving license, bank details, National Insurance numbers, P45's, P46's (and equivalent), gender and remuneration & compensation details.

In the normal course of business we do not generally process special categories of personal data in relation to your racial or ethnic origin, political opinions, religious or philisophical beliefs, trade union membership or genetic data, biometric data or data concerning your health, sex life or sexual orientation.  However, if you do provide us with such information, we will only process it with your explicit and informed consent.

Where do we collect personal data about you from?

The following are the different sources we may collect personal data about you from:

  • Directly from you. This is information you provide while searching for a new opportunity and/or during the different recruitment stages.

  • From an agent/third party acting on your behalf. e.g. Interim Management Company.

  • Through publicly available sources. We use the following public sources:

    • LinkedIn

    • Xing

    • Job Boards

  • By Reference or word of mouth. For example, you may be recommended by a friend, a former employer, a former colleague or even a present employer.

How do we process your personal data?

For our Executive Search services, we process your personal data to match your skills, experience and education with a potential employer. We will initially collect basic information on you such as contact details, job role and experience and then pass this on to the client in search of personnel. If you are chosen
by the client and go through to the next stage we will then be collecting more information from you at the interview (or equivalent) stage and onwards in that manner.

For our book keeping services we collect financial information about you, your business and your employees in order to ensure that your accounting records and related financial information are prepared and maintained correctly.  We also require this information to manage your payroll and year-end returns, respond to your requests, queries and any potential problems as well as informing you of any changes to our services and related notices such as security and fraud notices.

How long do we keep your personal data for?

We only retain your information for as long as is necessary for us to use your information as described above or to comply with our legal or regulatory obligations. However, please be advised that we may retain some of your information after you cease to use our services, for instance if this is necessary to meet our legal or regulatory obligations, such as retaining the information for tax and accounting purposes.

When determining the relevant retention periods, we will take into account factors including:

  1. our contractual obligations and rights in relation to the information involved;

  2. legal obligation(s) under applicable law to retain data for a certain period of time;

  3. our legitimate interest where we have carried out a balancing test (see legal basis below);

  4. statute of limitations under applicable law(s);

  5. (potential) disputes;

  6. if you have made a request to have your information deleted; and

  7. guidelines issued by relevant data protection authorities.

Otherwise, we securely erase your information once this is no longer needed.

Who do we share your personal data with?

For our recruitment services we share your personal data with the client who has a position to fill, in order to determine with the client whether you are a good fit for the available position. These clients are typically international software vendors based within the UK or more broadly, Europe.

We may also conduct checks on you to verify the information you have provided and where we do this we share your information with staff internally as well as with the client.

For our book keeping services, it may be necessary for us to share your personal data in certain situations.  The people/institutions with whom we may need to share your personal data include (but are not limited to): your suppliers, contractors and sub-contractors, HMRC, ICB and other governmental and regulatory bodies.

What legal basis do we have for using your information?

For prospective candidates, interim managers, referees and clients, our processing is necessary for our legitimate interests in that we need the information in order to be able to assess suitability for potential roles, to find potential candidates, to contact clients and referees and to to provide our accounting and book keeping services. We carry out a 'balancing test' to ensure that our processing is necessary and that your fundamental rights of privacy are not outweighed by our legitimate interests, before we go ahead with such processing. We keep a record of these balancing tests. You have a right to and can find out more about the information in these balancing tests by contacting us using the details below.

If you are shortlisted as a candidate [or if you are coached by us], then this may involve the processing of special categories of personal data including sensitive data such as health information that you or others provide about you. In that case, we always ask for your consent before undertaking such processing.

For clients, we may also rely on our processing being necessary to perform a contract for you, for example in contacting you.

What happens if you do not provide us with the information we request or ask that we stop processing your information?

If you do not provide the personal data necessary or withdraw your consent for the processing of your personal data, we may not be able to match you with available job opportunities or provide the services for which you have retained us.

Do we make automated decisions concerning you?

No, we do not carry out automated profiling.

Do we use Cookies to collect personal data on you?

To provide better service to you on our websites, we use cookies to collect your personal data when you browse. See our cookie policy for more details.

Do we transfer your data outside the EEA?

To better match your employee profile with current opportunities we may transfer your personal data to clients and partners in countries outside the EEA. These countries privacy laws may be different from those in your home country. Where we transfer data to a country which has not been deemed to provide adequate data protection standards we always have security measures and approved model clauses in place to protect your personal data.

At present we transfer personal data to the following countries outside the EEA:

  • United States of America

To find out more about how we safeguard your information as related to transfers and to obtain a copy of such safeguard, contact us at info@initialtalent.com

What rights do you have in relation to the data we hold on you?

By law, you have a number of rights when it comes to your personal data. Further information and advice about your rights can be obtained from the data protection regulator in your country.

Rights What does this mean?

  1. The right to be informed: You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we're providing you with the information in this Policy.

  2. The right of access: You have the right to obtain access to your information (if we're processing it), and certain other information (similar to that provided in this Privacy Policy).
    This is so you're aware and can check that we're using your information in accordance with data protection law.

  3. The right to rectification: You are entitled to have your information corrected if it's inaccurate or incomplete.

  4. The right to erasure: This is also known as 'the right to be forgotten' and, in simple terms, enables you to request the deletion or removal of your information where there's no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.

  5. The right to restrict processing: You have the right to 'block' or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be 'blocked' to make sure the restriction is respected in future.

  6. The right to data portability: You have the right to obtain and reuse your personal data for your own purposes across different services. For example, if you decide to switch to a new provider, this enables you to move, copy or transfer your information easily between our IT systems and theirs safely and securely without affecting its usability.

  7. The right to object to processing: You have the right to object to certain types of processing, including processing for direct marketing (i.e. if you no longer want to be contacted with potential opportunities).

  8. The right to lodge a complaint: You have the right to lodge a complaint about the way we handle or process your personal data with your national data protection regulator.

  9. The right to withdraw consent: If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful). This includes your right to withdraw consent to us using your personal data for marketing purposes.

We usually act on requests and provide information free of charge, but may charge a reasonable fee to cover our administrative costs of providing the information for:

  • baseless or excessive/repeated requests, or

  • further copies of the same information.

Alternatively, we may be entitled to refuse to act on the request.

Please consider your request responsibly before submitting it. We'll respond as soon as we can. Generally, this will be within one month from when we receive your request but, if the request is going to take longer to deal with, we'll come back to you and let you know.

How will we contact you?

We may contact you by phone, email or social media. If you prefer a particular contact means over another please just let us know.

How can you contact us?

If you are unhappy with how we've handled your information or have further questions on the processing of your personal data, contact us here: Initial Talent Ltd. John de Mierre House, Bridge Road, Haywards Heath, RH16 1UA. UK. Info@initialtalent.com