Privacy Policy
We understand that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our clients, candidates and contacts and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
1. Information About Us
Company: Shuter Smith International BV Address: Brinkstraat 13, 3741 AM Baarn, The Netherlands Email address: info@shutersmith.com
2. What Does This Notice Cover?
This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.
3. What is Personal Data?
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’. Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
The personal data that we use is set out in Part 5, below.
4. What Are My Rights?
Under the GDPR, you have the following rights, which we will always work to uphold:
1. The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 11.
2. The right to access the personal data we hold about you. Part 10 will tell you how to do this.
3. The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 11 to find out more.
4. The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details in Part 11 to find out more.
5. The right to restrict (i.e. prevent) the processing of your personal data.
6. The right to object to us using your personal data for a particular purpose or purposes.
7. The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases. We do not use your personal data in this way.
8. Rights relating to automated decision-making and profiling. We do not use your personal data in this way. For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 11. Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Advice Bureau. If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
5. What Personal Data Do You Collect?
We may collect some or all of the following personal data. If you do not allow us to collect this data, then we may not be able to fulfil our contractual or legal requirements or act on your behalf.
· Name, age, nationality
· Your contact details including email, phone number and address
· Your CV and cover letters (when required)
· Your availability for work opportunities
· Education plus certificates if required
· Language skills
· Salary information
· Certain job-related information
· Details of reference contacts as required
· Payment information if required
If you make an enquiry but do not engage our services, we will keep your personal data for 3 months from the date of last communication.
If you engage with our services, we will keep your personal data for 7 years from the date of last communication.
6. How Do You Use My Personal Data?
Under the GDPR, we must always have a lawful basis for using personal data. Some ways we can use your data include:
· Communicating with you by phone or by email
· Providing and managing your account
· Assessing skills and suitability to a job
· Arranging interviews with clients and Shuter Smith employees
· Providing information regarding the outcome of your job applications
· Sharing your CV and other employment details with our clients
· Requesting reference information and contact details
· Providing your information to a third-party reference check company
· Because you have consented to our use of your personal data
· Because it is a legal requirement
· With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email with information, news, and offers on our services. You will not be sent any unlawful marketing or spam
We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.
7. How Long Will You Keep My Personal Data?
Under Dutch law and when you join our employment, we are required to keep your documents for 7 years according to the Data Retention Policy. After this period, your personal data will be irreversibly destroyed.
Any personal data provided to us at registration or via our contact forms will be kept by us until such time that you notify us that you no longer wish us to keep this information or for a maximum of 5 years if no longer relevant.
We will not keep your personal data for any longer than is necessary in respect of the reason(s) for which it was first collected.
8. How and Where Do You Store or Transfer My Personal Data?
We will only store or transfer your personal data within the European Economic Area (the “EEA”). The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein. This means that your personal data will be fully protected under the GDPR or to equivalent standards by law.
9. Do You Share My Personal Data?
We may need to share your personal data with the following recipients:
· External accountant or payroll
· Contractors working on our behalf In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings
or complying with legal obligations, a court order, or at the instructions of a government authority.
10. How Can I Access My Personal Data?
If you want to know what personal data we have about you, you can ask us for details of that data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email or postal addresses shown in Section 1.
There is not normally any charge for a subject access request. If your request is “manifestly unfounded or excessive” (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
11. How Do I Contact You?
To contact us regarding your personal data and data protection, including to make a subject access request, please use the contact details in section 1.
12. Changes to this Privacy Notice
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.
Any changes will be made available in the latest version of this document, which is always available from our website.
Last updated: 01/03/2022