Privacy Notice

Contents

1.        Introduction 
2.        What personal data do we collect?
3.        Why do we collect your personal data?
4.        How do we collect your personal data?
5.        How will we use your personal data?
6.        How long will we keep your personal data?
7.        Your rights
8.        Cookies and Tracking Technologies
9.        Updates
10.      Complaints or queries


1.  Introduction 

Prodrill Engineering Limited, trading as Prodrill Energy Resource Solutions is an employment business which provides work-finding services to its clients and work-seekers. Prodrill is committed to protecting your personal data.  This Privacy Notice describes how we collect and use personal information about you, during and after your relationship with us, in accordance with Data Protection Legislation, including but not limited to General Data Protection Regulation (Regulation (EU) 2016/679) (GDPR).  Prodrill Energy Resource Solutions are known as the “Data Controller”.

This Privacy Notice explains how we collect, use and process your personal data, whether you are a work-seeker and 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 you are visiting our website.

2.  What personal data do we collect?

You may give your personal data to us directly, such as via our website www.prodrill-ers.com or we may collect it from another source such as external job aggregators/jobs boards that we use as part of the recruitment process. We may sometimes collect additional information from third parties including former employers, educational establishments, training and medical providers or other background check agencies. 

We may, where necessary, collect additional personal information during the period in which we continue to provide work-seeking services to you. 

Candidate Data
To enable us to provide the best work-finding services and job opportunities for you, we need to process certain information about you. We will only ask for details that will genuinely help us to find you employment, an assignment or project. 

Should you be successful in proceeding to assignment or job offer stage, we may require further information from you but we will not request more personal data from you than is required to help us manage our contractual relationship.

Such personal data may include (but not limited to):

• Contact details (including name, title, addresses, telephone numbers and personal email addresses)
• Date of birth/nationality/citizenship/place of birth
• Gender
• Identification for right to work purposes
• A copy of your passport/identity card/or your driving licence
• Work-finding information (including education details/qualifications, employment history, referee details, details about your current remuneration, pensions and benefits arrangements, other information contained in a CV or cover letter)
• Training and competency records, including professional affiliation certification, professional memberships
• Interview notes
• Payroll and tax information (including bank details, national insurance number)
• Medical certification/assessment including current inoculations
• Proof of residential address
• Supporting information/documents to secure visa or work permit
• Emergency contact and next of kin details 
• Any other information which is voluntarily disclosed during the application process

If you choose not to provide personal information
If you choose not to provide certain information when requested, we may not be able to perform the contract we have entered in to with you (such as paying you or providing a benefit), or we may be prevented from complying with our legal obligations.

Change of purpose
We will only use your personal information for the purposes for which we have 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 we need to use your personal information for any unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Special Categories
We may also collect, store and use the following “special categories” of more sensitive personal information:
• Diversity information including racial or ethnic origin, religious or similar belief. 
• Information about your health, including any medical conditions, including disability related information
• Information about criminal convictions and offences

“Special categories” or particularly sensitive personal information require higher level of protection. We need to have further justification for collecting, storing and using this type of personal information. 

1. In limited circumstances, with your explicit written consent
2. Where we need to carry our legal obligations and in line with our Data Protection Procedure
3. Where it is needed in the public interest, and in line with our Data Protection Procedure
4. Where is it needed to assess our working capacity on health grounds, subject to the appropriate confidentiality safeguards
5. Where you have already made the information public

Do we need your consent?
We do not need your consent if we use special categories of your personal information in accordance with our Data Protection Procedure to carry out legal obligations or exercise specific rights in the field of employment law. In limited circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data.

Client Data
The data we collect about Clients is actually very limited. The main reasons for using information about Clients is to ensure that the contractual arrangements between us can be properly implemented so that the relationship runs smoothly. We generally only need to have your contact details or the details of individual contacts at your organisation (such as names, email address, telephone numbers). We primarily use this information for: 

• To ensure all marketing communications to you are relevant and timely
• Identifying candidates who we think will be the right fit for your company
• Providing you with information to aid in your recruitment processes
• Providing you with information to support your MSP or RPO programmes
• To engage with our Finance and Debt recovery team

If we need any additional personal data from you to fulfil our contractual obligations we will contact you with a specific request.

Supplier Data
We do not collect much data about suppliers, other than to ensure the relationship runs smoothly. We will collect the detail contacts within your organisation (such as names, email address, telephone numbers). We will also collect bank details, so that we can pay you. We may also hold extra information that someone in your organisation has chosen to tell us. In certain circumstances, such as when we engage with our Finance and Debt recovery team.

Referees and Emergency Contacts 
It may be necessary to obtain references on prospective candidate so that they can secure the position applied for. To ask for a reference, we will need the referees contact details (such as name, email address and telephone numbers). Emergency contact details give us somebody to call in an emergency, we will need emergency contact details (such as name, email address and telephone numbers).

3.  Why do we collect your personal data?

Purpose
We will collect and process your personal data for the purposes of providing you with work-finding services and maintaining any contractual relationship with you – in doing so, we act as a “Data Controller”.

Legal bases for processing
We must have a legal basis for processing your personal data. Most commonly, this will be one of the following:

• Legitimate interests – we think it is reasonable to expect that, if you engage with us for work-finding services, you are happy for us to collect and use your personal data for the purposes of finding you work and we do not consider that such processing prejudices you.
• Compliance with a legal obligation – where we need to comply with a legal obligation. For example, to verify your identity and right to work and to comply with HMRC reporting requirements.
• Performance of a contract – where we need to perform any contract we have entered into with you. For example, medical certification to satisfy a client’s requirement.
• Consent – where required due to the sensitive nature of the personal data and, in the absence of any legal obligation upon us, we may seek your explicit consent to undertake certain activities.

4. How do we collect your personal data? 

There are numerous ways you can share your information with us. It all depends on what suits you: These may include:

• Entering you details on to the Prodrill website or via a contact form, as part of the registration process
• Emailing your CV to Prodrill or being interviewed by a representative of the company.
• Leaving a hard copy CV at the Prodrill office or a recruitment event
• Applying for jobs via the Prodrill website or through other job aggregators or job boards, which then redirects you to the Prodrill website. 
• Downloading our company brochure via our website
• Providing us with a business card
• Visiting our offices and providing us with details on your arrival
• Entering through a social media channel such as Twitter, Facebook, LinkedIn

Prodrill website –  www.prodrill-ers.com

We may collect a limited amount of data from our website users which we use to help us to improve your experience when using our website and help us manage the services we provide. We may collect, store and use the following kinds of personal data:

• Information about your visits to and use of our website
• Browser type
• The location you view our website from
• The times that our website is most popular
• Information that you provide to us for the purposes of registering with us and/or subscribing to our website services 

Personal data we receive from other sources including:

• Your referees may disclose personal information about you
• Our clients may share personal information about you with us
• We may obtain information about you from searching for potential candidates from third party sources such as LinkedIn and other job sites
• If you ‘like’ any of our social media pages or follow us on ‘Twitter’ we may receive your personal information from those sites
• If you were referred to us through a Client, RPO or an MSP supplier, they may share personal information about you with us

5.  How will we use your personal data?

Main Uses
Where appropriate, we will use your personal data for the following work-finding services:

• Storing your details on our Recruitment and Customer Relationship Management System so we can contact you in relation to work
• Checking you are legally entitled to work 
• Providing you with our work-finding services 
• Assessing opportunities which we think may be suitable for you
• Sending your information to clients to apply for work
• Carrying out obligations arising from any contracts entered into between us
• Carrying out obligations arising from any contracts entered into between us and third parties in relation to your work
• Facilitating our payroll and invoicing processes
• Complying with our legal obligations in connection with the collection of taxes
• Establishing emergency contact details

Data Protection Procedure
We have technical and organisational measures in place to oversee the effective and secure processing of your personal data. More information on these measures are detailed in our Data Protection Procedure, which is available on request.

Third Party Sharing
We may, where appropriate, process your personal data with the following recipients:

• Any of our group companies
• Our Clients
• MSP (Managed Service Providers) or RPO (Recruitment Process Outsourcing) companies appointed by our Clients
• Referees
• Third party service providers who perform services on our behalf (including professional advisers such as lawyers, accountants, auditors and IT consultants, benefits providers such as pension organisations, payroll providers and storage providers) where we have an appropriate processing agreement in place
• Statutory bodies such as tax authorities

Overseas Transfers 
We may transfer 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. 

6.  How long will we keep your personal data? 

Different laws require us to keep different data for different periods of time. We will retain your personal data only for as long as necessary and in line with our Retention of Records Guide, which is available on request.

Your hiring and assignment data is retained securely both physically and electronically in our Payroll Finance, Recruitment and Customer Relationship Management Systems.

We retain documentation relating to work finding services for a period of 2 years.  Should we have not had any meaningful contact with you (or, where appropriate, the company you are working for or with) during that period, then your record will be deleted from our Recruitment and Customer Relationship Management System subject to the necessary relevant or regulatory requirements.
Documentation relating to completed or current assignments and/or contracts are retained for seven years, or in line with the relevant legal and regulatory requirements, such a PAYE, HMRC, Employment Law, etc.

Data Type                   Purpose                                                                  Retention Period
Emails                          Request for information, communication                2 years


Website Contact         Request for information, communication                2 years


Financial Info               Payroll and benefit, raising quotes, payments,       As per HMRC                                          invoices, purchase orders, etc                                 requirements

7.  Your rights

Please be aware that you have the following data protection rights:

• The right to be informed about the personal data we process on you
• The right of access to the personal data we process 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 legitimate interest
• The right not to be subjected to automated decision-making and profiling
• The right to withdraw consent at any time

We want to make sure that your personal data is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.

8.  Cookies and Tracking Technologies

Cookies are small text files placed on your computer by websites that you visit to collect standard internet log information and visitor behavior information. This information is used to track visitor use of our website and to compile statistical reports on website activity.

You can set your web browser not to accept cookies and the websites noted below tell you how to remove cookies from your browser although in a few cases some of our website features may not function as a result.

To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org  

We use IP addresses to analyse trends, administer the site, track users’ movements, and to gather broad demographic information for aggregate use.  IP addresses are not linked to personally identifiable information.

The following third-party companies may be used apart of our work-seeking services and may use tracking technologies in conjunction with providing these services.

Google Analytics: maybe used to track anonymous interactions and visits to www.prodrill-ers.com and basic analytical tools for search engine optimization (SEO) and marketing purposes.

Idibu:  is a cloud based Applicant Tracking System (ATS) that reduces the time to hire and facilitates better relationships between candidate and Prodrill. The software integrates seamlessly into the candidate’s job seeking journey and directly in to our Recruitment and Customer Relationships Management System. 

Mailchimp: is a marketing automation platform that maybe used by use to engage with our customers.

Links to other websites
Please note that clicking on links and banner advertisements and RSS feeds may result in your transfer to another website, where data privacy practices may be different to this Privacy Notice. It is your responsibility to check other website privacy policies to ensure that you agree to your personal information being used in accordance with those third parties’ privacy policies. We accept no responsibility for and have no control over third party websites, links, advertisements or RSS feeds or information that is submitted or collected by third parties.

9.  Updates 

We may update this Privacy Notice from time-to-time by posting a new version on our website. You should check this page occasionally to ensure you are happy with any changes. We may also notify you of changes to our Privacy Notice by email. This Privacy Notice was last updated on 1st May 2018.

10.  Complaints or queries

If you have any questions about this Privacy Notice or our treatment of your personal data or, if you wish to complain, please contact: Louise Wood, Managing Director at: louise.wood@prodrill-ers.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.