Candidate privacy notice
If we have your CV, have spoken to you about a role, or might, this is what we hold about you, who sees it, and what you can ask us to do.
Who this is for
This notice is for people the Ionyze talent service holds personal data about: candidates we have placed, candidates we have introduced to a client, people we have spoken to about a role, and people whose profile we have identified as relevant to the kind of work we place but have not yet contacted. It sits alongside our general privacy notice, which explains who we are, your rights and how to complain. Where the two overlap, this one is the more specific.
Ionyze Ltd is the data controller. Write to info@ionyze.co.uk about anything in this notice.
The short version
- We hold your CV, your work history and how to reach you, and notes of what we have discussed.
- We never send your details to a client without telling you which client and getting your agreement first.
- If you want to be removed from our records, one email does it, subject only to records we are legally required to keep.
What we hold, and where it comes from
| Source | What we get from it |
|---|---|
| You | Your CV, what you tell us in conversation, your availability, the kind of work and terms you want, and the contact details you give us |
| Professional networks and public sources | Your LinkedIn profile and other professional profiles you have made public, and the websites of companies you have worked for |
| Referrals | A colleague or contact who suggests you for a role. We tell you who, when we first get in touch |
| Clients, after an introduction | Interview feedback, and a decision on the role |
| Referees and checks, with your knowledge | References you have asked us to take up, and right to work or other checks required before an engagement starts |
We do not ask for, and ask you not to send, information about your health, ethnicity, religion, sexual orientation, trade union membership or criminal record. If a role lawfully requires a check of that kind, we will explain it and ask for your explicit consent before anything is collected. If we receive information of that kind that we did not ask for, we delete it.
Why we use it, and the lawful basis
Finding people who fit a role
We identify and approach people whose experience fits the senior Dynamics 365 roles we place, and we keep in touch with people who have told us they are open to the right opportunity. The lawful basis is legitimate interests: ours in running a talent service, and yours in hearing about relevant work. We have assessed this and recorded the assessment. You can object at any time and we will stop.
Introducing you to a client
Before we put you forward for a specific role we tell you which client it is and confirm you want to go ahead. From that point we share with the client what it needs to make a decision: your CV, availability, the terms you have told us you want, and our own view of your fit. The lawful basis is the steps taken at your request before a contract, and legitimate interests in running an orderly process.
Engaging you
If you are placed, we process what the engagement needs: the contract, timesheets, invoicing or payroll, and the checks the law requires before you start, such as the right to work in the UK. The lawful basis is the contract and our legal obligations.
Keeping records
We keep a record of the process and its outcome so that we can show it was fair and answer any question about it later. The lawful basis is legitimate interests, and legal obligation where a statute requires the record.
Who sees it
- The client, for a role you have agreed to be considered for, and only then.
- Our systems providers, which host our records and email. They act under our instructions and cannot use your data for themselves. The general privacy notice lists them and where they process data.
- Payroll, umbrella or screening partners, only where an engagement needs them and we have told you.
- Referees, only the ones you name, and only when you ask us to take up references.
We do not sell candidate data, and we do not share it with anyone for their own marketing. Where a client is outside the United Kingdom, we tell you before you agree to the introduction, and we put a recognised transfer safeguard in place.
How long we keep it
| Record | How long |
|---|---|
| Candidates we have been in touch with | 24 months from our last meaningful contact with you |
| Candidates we have placed | 7 years after the end of the engagement, because the contract and the payments under it are business records |
| Interview notes and client feedback | 12 months after the role is filled or withdrawn |
| Right to work and other statutory checks | For the period the law requires, which for right to work is 2 years after the engagement ends |
| A request not to be contacted | Kept for as long as we run the talent service, so we can honour it |
Meaningful contact means a conversation, an exchange of messages about a role, or your telling us you are open to work. A message from us that you did not answer does not count, and we do not keep your details on the strength of it.
Your choices and your rights
You can ask us at any time to send you what we hold, correct it, stop contacting you about roles, stop a specific introduction, or delete your records. We will do so within one month, keeping only what the law requires us to retain. The full list of your rights, and how to complain to the Information Commissioner's Office, is in the privacy notice. Email info@ionyze.co.uk to exercise any of them.
Changes to this notice
We review this notice at least once a year. The version in force is the one dated at the top of this page.