Privacy Policy

Knekt Hiring Hub - Privacy Notice

What is the purpose of this document?

Knekt Hub Ltd (Knekt) is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you. This privacy notice makes you aware of how and why your personal data will be used, namely for the purposes of recruitment, and how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation ((EU) 2016/679) (GDPR).

Data protection principles

We will comply with data protection law and principles, which means that your data will be:

• Used lawfully, fairly and in a transparent way.
• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
• Relevant to the purposes we have told you about and limited only to those purposes.
• Accurate and kept up to date.
• Kept only as long as necessary for the purposes we have told you about.
• Kept securely.

The kind of information we hold about you

In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:

• The information you have provided to us in your curriculum vitae and covering letter.
• The information you have provided on our application form, including name, title, address, telephone number, personal email address, date of birth, gender, employment history, qualifications, references (if applicable).
• Written records of any information you provide to us during an interview, or other conversations whether face to face, via email or over the telephone.
• Search criteria including role, location, current and desired salary.
• Educational history including any qualifications, training and certificates.
• Right to work documents (if applicable).
• Information supplied to us by your referees.
• Records of the services we have provided to you.

We may also collect, store and use the following types of more sensitive personal information:

• Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions.
• Information about your health, including any medical condition, health and sickness records.
• Information about criminal convictions and offences.
• Please also be advised when submitting your CV, or application you should not include:
• National Insurance Details
• Passport Details
• Bank Details or any other type of identification other than your name

These details are not required by Knekt and any legibility checks carried out will be the responsibility of the recruiting company and only required at the latter stages of selection. If in doubt, please contact our office for more information before submitting the application.

How is your personal information collected?

We collect personal information about candidates from the following sources:

• You, the candidate; this may be because:
  • You have registered with us as a candidate for whom we can facilitate an employment search.
  • You have applied via a third-party for a position advertised by Knekt on a job board website.
  • You have applied via a third-party job board website and you have consented to have your details and CV placed on their CV database.
  • You have otherwise provided this information to us, whether in a face-to-face meeting, by sending us your CV, making an email application, website applications or enquiries, or by way of telephone enquiries or applications.
• We may obtain your persona information by way of a recommendations or referrals from another candidates or one of our clients.
• Social media, including but not limited to LinkedIn, Twitter and Facebook.
• Providers of background checking services.
• Credit reference agencies.
• Your named referees, from whom we collect the following categories of data:
  • Details regarding your previous employment, including job title, pay, responsibilities, why you left previous employment and your work relationships with former colleagues.
  • Details regarding how you are known by the referee and their opinions on your suitability for a job role, your skills, achievements and your strengths and weaknesses.
• Publicly accessible sources.

How we will use information about you

We will use the personal information we collect about you to:

• Assess your skills, qualifications, and suitability for job vacancies.
• Carry out background and reference checks, where applicable.
• Communicate with you about the recruitment opportunities.
• Keep records related to our recruitment processes.
• Comply with legal or regulatory requirements.

Having received your CV or your application form, we will then process that information to decide whether you meet the basic requirements to be shortlisted for a job vacancy.

Your personal information is shared with employers that have asked us to find candidates for a job vacancy (see more on this in the “Data Sharing” section below).  Your personal information may be used to decide whether your application(s) is/are strong enough to invite you for an interview, to carry out interviews, to take up references and carry out a criminal record and carry out other checks.

It is in our legitimate interests as a recruitment agency, and in the legitimate interest of potential employers, to use your personal information in order to assess your suitability for job vacancies and to process your application(s).

If you fail to provide personal information

If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.

How we use particularly sensitive personal information

We will use your particularly sensitive personal information in the following ways:

• We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made at interview.
• We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.

Information about criminal convictions

We do not envisage that we will process information about criminal convictions.

Automated decision-making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

Data sharing

Why might you share my personal information with third parties?

We may share your personal information with the following third parties for the purposes of processing your application and/or accessing your suitability for job vacancies:

• Employers who have engaged us to provide recruitment services.
• IT suppliers who provide services that allow us to store, process and share your personal information with potential employers and other third parties.
• Third party suppliers of background checks such as credit reference agencies.
• Other recruiting company who are working directly with Knekt for recruitment advertising or recruitment purposes (we will request additional consent directly from you before submitting your personal information to any other recruitment company).

All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

Data security

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Data retention

How long will you use my information for?

We will retain your personal information for a period of 2 years after our last contact with you.  We retain your personal information for that period so that we can show, in the event of a legal claim against us or a prospective employer, that we have conducted the recruitment exercise in a fair and transparent way.

We also retain your personal information for a period of 2 years, with your consent, on the basis that a further job opportunity may arise in future and we, or a third party employer who has instructed us to conduct a recruitment exercise, may wish to consider you for a future job opportunity. To withdraw your consent, please contact our data protection team, whose details you will find at the end of this Privacy Notice. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject our need to retain any such data by law, we will dispose of your personal data securely.

After the above retention period, we will securely destroy your personal information in accordance with applicable laws and regulations.

Rights of access, correction, erasure, and restriction

Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

• Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
• 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.
• 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.
• Cookies and using our Website
• Cookies are small text files that can be used by websites to make a user's experience more efficient. The law states that we can store cookies on your device if they are strictly necessary for the operation of this site. For all other types of cookies we need your permission. Our website uses different types of cookies. Some cookies are placed by third party services that appear on our pages.
• You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see www.knekt.co.uk/cookie-policy.
• Contacting Us and Complaints
• If you want to contact us regarding any aspect of this Privacy Notice, or to make a request to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact our data protection team by email to support@knekthub.com
• Should you have a complaint, you may contact the Information Commissioners Office, but we would welcome the opportunity to resolve any concerns you may have and would encourage you to get in touch with us in the first instance.

About Us

We are: Knekt Hub Ltd

Unit 4 Withyfold Trading Estate, Withyfold Drive, Macclesfield, Cheshire, SK10 2ZR

Tel: 0333 307 7000 Email: support@knekthub.com

Knekt Hub Ltd is registered as a Data Controller with the Information Commissioners register – Registration number: [xxxxxxxxx].