Privacy Statement

INTRODUCTION

iKas International and its companies (collectively "We") understand the importance of data security and are committed to protecting your privacy. This notice, together with our Privacy Policy, Employee Privacy Statement, and our Data Protection Policy, sets out:

  • the categories of personal data we collect;
  • how we collect personal data;
  • our legal basis for personal data processing;
  • how we share or transmit personal data; and
  • the individual rights and choices of the data subject.

DATA CONTROLLER

The Data Controller is the person or business that determines the manner in which personal data is processed, and is responsible for the security of any personal data that has been collected. For the purposes of data protection legislation in force from time to time the data controller is iKas International (or "we"), while the Data Subject is any individual we process personal data for (referred to throughout as “you”). Our nominated data protection representative is our Head of Operations, and can be contacted at the following:

Email: compliance@ikasinternational.com

Address: 1 Old Street Yard, London, EC1Y 8AF, United Kingdom

WHO WE ARE

We are a global recruitment consultancy (our business). We collect the personal data of the following types of people to allow us to undertake our business activities;

Prospective and placed candidates for permanent or temporary roles;

Prospective and live client contacts;

Supplier contacts to support our services;

    Employees, consultants, temporary workers.

PERSONAL DATA WE COLLECT

Sources we collect personal data from include, but are not limited to, the following:

  • when you send your CV to us
  • when you apply for a role we advertise
  • through our website (please refer to our website Privacy Policy for details)
  • online jobsites
  • social media (i.e. LinkedIn)
  • telephone call
  • the public domain

The information you give us, or we collect about you, may include your name, address, private and business e-mail address, phone number, your right to work, and your curriculum vitae. If you are a candidate we successfully source a role for, we may be required to collect your identification document number (i.e. passport number or drivers licence), financial information, references verifying your qualifications and experience, and compliance documentation. You may choose not to provide us with requested personal data. In such cases, however, it is possible that your application for a particular role might not be considered further or in the full light of your strengths.

Where we collect your data via job application, we will inform you, by sending you a link to this privacy notice. We work closely with the companies within our Group, and we may receive information about you from them for the purposes of our recruitment services.

LEGAL BASIS FOR PROCESSING

The core service we offer to our candidates and clients is the introduction of candidates to our clients for the purpose of temporary or permanent engagement. We do not undertake automated decision making or profiling, and the information held about you will be used in the following ways:

  • to contact and interact with you (for example, notifying you of potential opportunities);
  • to assess your suitability for a potential role;
  • to ascertain your right to legally work in the country;
  • to determine a preliminary remuneration and benefits package, subject to selection for the position;
  • to carry out our obligations arising from any contracts we intend to enter into or have entered into between you and us;
  • to process your payments (where you are an existing contractor of ours); and
  • for law enforcement, legal compliance, safety or security purposes.

Our legal basis for the processing of personal data is our legitimate interests, although we will also rely on contractual obligations to which you are subject, legal obligations and consent for specific uses of data. We will rely on contractual obligations if we are negotiating or have entered into a placement agreement with you or your organisation or any other contract to provide services to you or receive services from you or your organisation. We will rely on legal obligation in some cases, where we are required by law or regulation to process your data. We will in some circumstances rely on consent for particular uses of your data. Where we rely on consent, you will be asked for your express consent. 

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

As a recruitment consultancy we introduce candidates to clients and the exchange of personal data is a fundamental part of this process. In order to support our candidates' in finding their next work opportunity, and our clients hiring needs, we require a database of candidate and client personal data. The database will contain historical information as well as current resourcing requirements.

DISCLOSURE OF PERSONAL DATA

We will share your personal information with:

  • affiliated companies or subsidiaries of the parent company of iKas International both in the EEA and outside of the EEA;
  • candidates (when arranging interviews);
  • clients (when introducing candidates and consent has been obtained to do so);
  • managed service suppliers if our clients have a managed service programme; and
  • clients, business partners, suppliers and sub-contractors to comply with the obligations of any contract we enter into with them or you;

We may disclose your personal data to carefully selected third parties:

  • for pre-engagement screening checks (e.g. credit reference agencies and compliance partners);
  • to the relevant tax authority in order to meet our reporting obligations (if you are engaged as a contractor);
  • to send you contract documents electronically via Zegal;
  • if we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets; and
  • where necessary to comply with any legal obligation.

If you apply for a role advertised by iKas via any of our advertisers, affiliates or partner networks, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

STORAGE AND PROCESSING OF PERSONAL DATA

The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (”EEA”). It may be transferred to third parties outside of the EEA for the purpose of our recruitment services. It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. By submitting your personal data, you agree to this processing.

iKas International know how important it is to protect your personal information and will always process your data in accordance with the standards set by data protection legislation in each of our office jurisdictions, and in accordance with this privacy notice.

 All information you provide to us is stored on our secure servers and we use computer safeguards such as firewalls, data encryption, two factor authentication, and a secure password policy. Where we have given you (or where you have chosen) a password which enables you to access certain our invoicing and timesheet portal, you are responsible for keeping this password confidential. We ask you not to share a password with anyone. Our IT service provider manages our Anti-Virus and regular OS patching. Backed up data is stored on a secure server, protected behind a firewall. We enforce physical access controls to our buildings to keep data safe, and any records stored physically in our office are accessible only to employees who need it to carry out their job responsibilities.

Whilst we take appropriate technical and organisational measures to safeguard your personal data, please note that we cannot guarantee the security of any personal data that you transfer over the internet to us.

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 interests.  Accordingly, we have a Record Retention and Destruction policy and run data routines to update or remove data that we no longer have a legitimate interest in maintaining.

The criteria we use to determine whether we should retain your personal data include:

  • the nature of the personal data;
  • its accuracy;
  • our legal obligations; and
  • whether an interview or placement has been arranged.

We may archive part or all of your personal data, retain it on our financial systems only or delete all or part of the data from our main CRM database. When you submit a Subject Access Request (SAR), we may need to retain some of your data on our systems. For example, where you have previously been placed with a client of ours, or to ensure that we do not re-enter your personal data on to our database, unless requested to do so. Our current Record Retention and Destruction policy is available upon request by emailing compliance@ikasinternational.com.

YOUR RIGHTS

Your personal data rights include the following:

  • To restrict the processing of your personal data;
  • To object to iKas Group processing your data;
  • To update or correct your data;
  • To request a copy of your personal data;
  • To erase your data;
  • To withdraw consent for specific data processing activities (where consent is the legal basis for doing so); and
  • To opt out of being contacted with new opportunities.

We will collect express consent from you, if legally required, prior to using your personal data for marketing purposes. You have the right to ask us not to process your personal data for marketing purposes.

You have a right to access information held about you.  We also encourage you to contact us to ensure your data is accurate and complete. A subject access request (SAR) should be submitted to compliance@ikasinternational.com. No fee will apply unless the requests from a data subject are manifestly unfounded or excessive, in particular because of their repetitive character. In such circumstances, we may charge a fee or refuse to act on the request.

CONTACT 

If you have any questions about how we collect, store and use personal data please contact us via the below details:

Email: compliance@ikasinternational.com

Post: Head of Operations, 2nd Floor, 1 old Street Yard, London, EC1Y 8AF, United Kingdom

VERSION CONTROL

This policy is version controlled. Any changes we make to our privacy notice in the future will be posted on this page and, where appropriate, notified to you by e-mail.