Introduction

Hybrid Global Solutions Solutions Limited, (referred to as Hybrid Group or we or our or us) is committed to protecting and respecting your privacy. We want to provide a safe and secure user experience. We will ensure that the information you submit to us, or which we collect, via various channels (including our website, through written correspondence (including e-mail), conversations or meetings with our consultants, or through any of our offices or websites globally), is only used for the purposes set out in this Privacy Policy.

This Privacy Policy aims to describe how we collect, use and process your personal data, whether we are in the process of helping you find a job, continuing our relationship with you once we have found you a role, providing you with a service, receiving a service from you or if you are visiting our website.

This Privacy Policy applies to the personal data of our:

Candidates: applicants for roles advertised or promoted by us (through our website, job boards, social media sites or other sources) as well as people who have supplied a speculative CV to Hybrid Global Solutions not in relation to a specific job. In this Privacy Policy the term Candidate includes individual contractors and individuals supplying their services via personal services and umbrella companies.

Clients and business contacts: our customers, clients and prospective customers and clients to whom we provide or market our recruitment services in the course of our business.

Suppliers: partnerships and companies (including sole traders) contractors and consultants, who provide services to Hybrid Global Solutions. The Supplier will be responsible for communicating this Privacy Policy to their or its employees.

It does not apply to Hybrid Global Solutions staff and employees who will be issued with separate fair processing information.

For the purposes of the UK GDPR and any other data protection legislation that may be applicable, Hybrid Global Solutions is the data controller and is responsible for your personal data.

Our nominated Data Protection Representative (DPR) is Ian Coyle and the DPR’s contact details can be found at the end of this Privacy Policy.

What kind of information do we collect?

Candidate Data

Depending on the circumstances, we may collect some or all of the information listed below to enable us to offer you employment opportunities tailored to your circumstances and interests. This may include: your name, contact numbers, email addresses, curriculum vitae, photograph, education details, employment history, links to your professional profiles available in the public domain e.g.LinkedIn, Twitter, business Facebook or corporate website) immigration status, financial information (where we need it to carry out financial background checks or pay you), social security number and tax related information, referee details, details about your current remuneration, pensions and benefits arrangements and emergency contact details, In addition, you may choose to share other information with us that you think is relevant.

Where appropriate or necessary (and in accordance with legal requirements) we may also collect information related to your health or details of any criminal convictions (where this is required for a role that you are applying for). We may ask you to provide diversity information (on a voluntary basis) for the reasons and in the circumstances set out below.

Client Data

We collect your personal data (such as name and contact details) when we receive it directly from you such as where you contact us proactively (by phone, email, in person) or where you connect with our consultants on business networking sites or through our consultant’s business development activities more generally.

We may seek more information about you from analysing online and offline media and we may be supplied with information about you by Candidates (for example when you are named as a referee).

Supplier Data

We need a small amount of personal data to ensure our relationship with you runs smoothly such as contact details of relevant individuals at your organization so that we can communicate with you and we may need bank details so that we can pay you for the services you provide.

How do we collect personal data?

We collect information about Candidates when you register as a Candidate with Hybrid Global Solutions by sending us your CV or by corresponding with our consultants by phone, e-mail or in person.

You may also provide us with your personal data when you use our website, subscribe to our services, participate in salary and other market surveys, attend our events, participate in discussion boards or other social media functions on our site, apply for jobs with us via a job board which then redirects you to our website and if you report a problem with our website.

We may also receive personal data about you from other sources such as referees, our Clients and from third party sources, such as LinkedIn and other job board websites, your business card and personal recommendations. For example, if you ‘like’ our page on Facebook or ‘follow’ us on Twitter we will receive your personal information from those sites and if you were referred to us through a recruitment process outsourcer (RPO) or other Supplier – they may share personal information about you with us.

Where we obtain your information through LinkedIn or other business networking sites (for example where you choose to connect with one of our consultants) you will be able to access this Privacy Policy so that you can review it and decide what information you would like us to provide to you.

We also work closely with third parties including our group companies, business partners, sub- contractors in technical, professional, payment and other services, advertising networks, analytics providers, search information providers, credit reference agencies and professional advisors. We may receive information about you from them for the purposes of our recruitment services and ancillary support services.

What information do we collect about website users?

When you visit our website there is certain information that we may automatically collect, whether or not you decide to use our services. This includes your IP address, the date and the times and frequency with which you access the website and the way you browse its content.

We will also collect data from you automatically via cookies in line with the cookie settings in your browser. If you would like to know more about cookies including how we use them and the choices available please refer to the Cookies section of this Privacy Policy.

How do we use your personal data and what is the legal basis for the processing?

We use Candidate data as follows:

Storing your details (and updating them when necessary) on our database, so that we can contact you in relation to recruitment services.

Providing you with our recruitment services and to facilitate the recruitment process. Assessing data about you against vacancies which we think may be suitable for you. Sending your information to Clients (with your prior consent) in order to apply for jobs or to assess your eligibility for jobs.

Enabling you to submit your CV, apply online for jobs or to subscribe to alerts about jobs we think may be of interest to you.

Carrying out our obligations arising from any contracts entered into between us.

Carrying out our obligations arising from any contracts entered into between Hybrid Global Solutions and third parties in relation to your recruitment.

Facilitating our payroll and invoicing processes (when Hybrid Global Solutions is responsible for paying you). Carrying out market surveys and market reports. Verifying details you have provided, using third party resources (such as psychometric evaluations and regulatory checks).

To request information (such as references, qualifications and potentially any criminal convictions, to the extent that this is appropriate and necessary with respect to roles you are applying for).

Complying with our legal obligations in connection with the detection of crime or the collection of taxes or duties.

To establish, exercise or defend legal claims. Processing your data to enable us to send you targeted, relevant marketing materials or other communications which we think are likely to be of interest to you such as, industry reports and insights, events, promotions and competitions, and other content in accordance with your marketing choices.

We use Client data as follows:

To provide our Clients with the best service possible. We may store your personal data and/or the personal data of individual contacts at your organisation as well as keeping records of our conversations, meetings, registered jobs and placements on our database.From time to time, we may also ask you to undertake a customer satisfaction survey.

To establish, exercise or defend legal claims. Processing your data to enable us to send you targeted, relevant marketing materials or other communications which we think are likely to be of interest to you such as, industry reports and insights, events, promotions and competitions, and other content in accordance with your marketing choices.

We use Supplier data as follows:

To facilitate receipt of services from you and we hold your financial data so that we can pay you for your services.

To establish, exercise or defend legal claims.

To enable us to send you targeted, relevant marketing materials or other communications which we think are likely to be of interest to you.

Legal Grounds for Processing your Personal data

Our legal basis for the processing of personal data is our legitimate business interests, described in more detail below, although we will also rely on contract, legal obligation and consent for specific uses of data.

We will rely on contract if we are negotiating or have entered into a placement agreement with you or your organization or any other contract to provide services to you or receive services from you or your organization.

We will rely on legal obligation if we are legally required to hold information on you to fulfill our legal obligations – including where you are applying for roles or are placed in a role in a regulated environment.

We will in some circumstances rely on consent for particular uses of your data and you will be asked for your express consent, if legally required. Examples of when consent may be the lawful basis for processing include permission to introduce a Candidate to a Client and in relation to sending third party marketing communications to you via email. To the extent that we are processing your personal data based on your consent, you have the right to withdraw your consent at any time. Please contact us on data@hybridglobalsolutions.com if you would like to withdraw your consent. With respect to marketing – you have the right to opt out of receiving marketing from us at any time by contacting us on data@hybridglobalsolutions.com We will inform you about our services (job opportunities, industry reports and insights, events, promotions and competitions (the legitimate interest of Hybrid Global Solutions is to inform Clients and Candidates about similar services and products)unless or until you opt out.

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

Our Legitimate Business Interests

Our legitimate interests in collecting and retaining your personal data are described below:

In order to support our Candidates’ career aspirations and our Clients’ resourcing needs we require a database of Candidate and Client personal data containing historical information as well as current resourcing requirements.

As a recruitment business and recruitment agency we introduce Candidates to Clients for permanent employment, temporary worker placements or independent professional contracts. The exchange of personal data of our Candidates and our Client contacts is a fundamental, essential part of this process.

We think that it is reasonable to expect that if you are looking for employment or have posted your professional background and information on a job board or professional networking site which allows the public (including recruiters) to view your information – that you are happy for us to collect and otherwise use your personal data to offer or provide our recruitment services to you, assess your skills against our bank of vacancies and, with your consent, share that information with prospective employers.

Once an offer of a role is made to a Candidate, your prospective employer may also want to double check any information you’ve given us (such as the results from psychometric evaluations or confirm your references, qualifications and criminal record) to the extent that this is appropriate and necessary for the role.

Consent

Should we want or need to rely on consent to lawfully process your data we will request your consent orally, by email or by an online process for the specific activity we require consent for and record your response on our system. Where consent is the lawful basis for our processing you have the right to withdraw your consent to this particular processing at any time (as set out below).

Establishing or defending legal claims

Sometimes it may be necessary for us to process personal data and, where appropriate and in accordance with local laws and requirements, special category personal data in connection with exercising or defending legal claims.

This may arise for example where we need to take legal advice in relation to legal proceedings or are required by law to preserve or disclose certain information as part of the legal process.

Equal opportunities monitoring

We are committed to ensuring that our recruitment processes are aligned with our approach to equal opportunities.

We may ask you to provide personal data about your ethnic background, gender, disability, age, sexual orientation, religion or other similar beliefs in order that we can use this information – on an anonymised basis – to monitor our compliance with our equal opportunities policy.

We may also disclose this anonymised data to Clients where this is contractually required or the Client specifically requests such information to enable them to comply with their own diversity goals and employment processes. You will be asked to explicitly and clearly tell us that you agree to us collecting and using this information (i.e. opting in).

You have the right to withdraw your consent at any time and we will cease to carry out the particular activity that you previously consented to unless we consider that there is an alternative reason to justify our continued processing of your data for this purpose in which case we will inform you of this condition.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us data@hybridglobalsolutions.com If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Automated Decision Making or Profiling

We do not undertake automated decision making or profiling. We do use our computer systems to search and identify personal data in accordance with parameters set by a person. A person will always be involved in the decision making process.

Sharing your personal data

Third Parties

In addition, we may disclose your personal data:

if we are legally required to do so;

to law enforcement agencies, regulators or other government officials; and

to the new business owners and their advisers in the event of a re-organisation, merger, sale, joint venture, assignment, or other transfer or disposition of all or any part of our business.

Data Security

It is important to be aware that unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorized access. All information you provide to us is stored on our secure servers in the UK. We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorized way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Retention of your data

We understand our legal duty to retain accurate data and only retain personal data for as long as we need it for our legitimate business interests and where you are happy for us to do so. We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

We may archive part or all of your personal data or retain it on our financial systems only, deleting all or part of it from our main Customer Relationship Manager (CRM) system. We may pseudonymize parts of your data, particularly following a request for suppression or deletion of your data, to ensure that we do not re-enter your personal data on to our database, unless requested to do so. For your information, Pseudonymized Data is created by taking identifying fields within a database and replacing them with artificial identifiers, or pseudonyms. Details of retention periods for different aspects of your personal data are available in our retention policy which you can request from us by sending an email to data@hybridglobalsolutions.com .

Your legal rights

Under the UK and EU GDPR, you have the right to:

Request access to your personal information which involves confirming with us whether we are processing your personal data and fi we are, to request access to that personal data including the categories of personal data processed, the purpose of the processing and the recipients or categories of recipients. We do have to take into account the interests of others though, so this is not an absolute right. Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.

Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).

Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes. To stop receiving marketing communications from us or change your preferences please contact us data@hybridglobalsolutions.com.

Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.

Request the transfer of your personal information to another party in certain formats, if practicable.

Withdraw consent to processing at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact the DPR at data@hybridglobalsolutions.com

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Changes to our Privacy Policy

This Privacy Policy is effective as of 1 January 2022. Any changes we make to our Privacy Policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our Privacy Policy.