Data Privacy Notice

Company Name:	‘Proman’ is the trading name of all companies of the Proman group including Proman Supply Chain Ltd, Proman Managed Services Ltd and Proman Recruitment Ltd (‘the Company’)
Company Contact details:	Proman Group Head Office Building 2 Think Park Mosley Road Manchester M17 1FQ
Document DP5A	Privacy Notice: When personal data is obtained from the data subject OR from a 3rd party
Topic:	Data Protection
Date:	1st April 2020
Version:	1

The Company is a recruitment business which provides work-finding services to its clients and work- seekers. The Company must process personal data (including sensitive personal data) so that it can provide these services – in doing so, the Company acts as a data controller.

You may give your personal details to the Company directly, such as on an application or registration form or via our website, or we may collect them from another source such as a jobs board. The Company must have a legal basis for processing your personal data. For the purposes of providing you with work-finding services and/or information relating to roles relevant to you we will only use your personal data in accordance with the terms of the following statement.

1. Collection and use of personal data

a.     Purpose of processing and legal basis

The Company will collect your personal data (which may include sensitive personal data) and will process your personal data for the purposes of providing you with work-finding services. The legal bases we rely upon to offer these services to you are:

• Consent
• Legitimate interest Contractual obligation

b.     Categories of data

The Company has collected the following personal data on you:

Personal data:

• Name &/or contact details
• CV which may or may not include work history, qualifications, education history and/or reference details.

c.     Legitimate interest

Where the Company has relied on a legitimate interest to process your personal data our legitimate interests is/are as follows:

1. Processing is necessary for the performance of a contract with the individual or in order to take steps at the request of the individual to enter into a contract.
2. Processing is necessary for compliance with a legal obligation that the controller is subject to. Recipient/s of data

Where appropriate and in accordance with local laws and requirements, we may share your personal data, in various ways and for various reasons, with the following categories of people:

• Any of our group companies;
• Individuals and organisations who hold information related to your reference or application to work with us, such as current, past or prospective employers, educators and examining bodies and employment and recruitment agencies;
• Tax, audit, or other authorities, when we believe in good faith that the law or other regulation requires us to share this data (for example, because of a request by a tax authority or in connection with any anticipated litigation);
• Third party service providers who perform functions on our behalf (including external consultants, business associates and professional advisers such as lawyers, auditors and accountants, technical support functions and IT consultants carrying out testing and development work on our business technology systems);
• Third party outsourced IT and document storage providers where we have an appropriate processing agreement (or similar protections) in place; - Marketing technology platforms and suppliers;
• In the case of Candidates: potential employers and other recruitment agencies/organisations to increase your chances of finding employment;
• In the case of Candidates: third party partners, job boards and job aggregators where we consider this will improve the chances of finding you the right job;
• In the case of Candidates and our Candidates' and prospective members of Staff's referees: third parties who we have retained to provide services such as reference, qualification and criminal convictions checks, to the extent that these checks are appropriate and in accordance with local laws; - If Proman Group acquires another business or company in the future, (or is in meaningful discussions about such a possibility) we may share your personal data with the (prospective) new owners of the business or company.

e.     Statutory/contractual requirement

Your personal data is required by law and/or a contractual requirement (e.g. our client may require this personal data), and/or a requirement necessary to enter into a contract. You are obliged to provide the personal data and if you do not the consequences of failure to provide the data are:

• The Company may be unable to provide work finding services or fulfil its contract to pay you for any services provided by you.

Reviewed Jan 2022

2. Overseas Transfers

The Company may transfer only 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.

3. Data retention

The Company will retain your personal data only for as long as is necessary. Different laws require us to keep different data for different periods of time.

The Conduct of Employment Agencies and Employment Businesses Regulations 2003, require us to keep work-seeker records for at least one year from (a) the date of their creation or (b) after the date on which we last provide you with work-finding services.

We must also keep your payroll records, holiday pay, sick pay and pensions auto-enrolment records for as long as is legally required by HMRC and associated national minimum wage, social security and tax legislation.

Where the Company has obtained your consent to process your personal data and sensitive personal we will do so in line with our retention policy detailed below:

The period for which we keep your information is dependent on whether or not we have placed you in a temporary or permanent booking.

Where we have been unsuccessful in placing you in a temporary or permanent booking, we will retain your data for 3 years from the date we created your record in our database. If we have placed you, we will retain your information for 5 years from the date of placement or date on which you last worked for us.

We will retain certain pay-related and other financial information for 7 years in order to comply with our legal obligations.

Upon expiry of that period the Company will seek further consent from you. Where consent is not granted the Company will cease to process your personal data and sensitive personal data.

4. Your rights

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

• The right to be informed about the personal data the Company processes on you;
• The right of access to the personal data the Company processes 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 public or legitimate interest;
• The right not to be subjected to automated decision making and profiling; and
• The right to withdraw consent at any time.

Where you have consented to the Company processing your personal data and sensitive personal data you have the right to withdraw that consent at any time by contacting the Company. Any Company

staff who receives a request from an individual to withdraw their consent to processing their data will be responsible for issuing the individual with the Company’s withdrawal of consent form. Once the form has been completed it should be given to The Data Protection Officer (DPO) and the Compliance Team.

5. Complaints or queries

If you wish to complain about this privacy notice or any of the procedures set out in it please contact: The Data Protection Officer and/or The Compliance Team;

Building 2

Think Park

Mosley Road

Manchester

M17 1FQ

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.

Annex A

1. The lawfulness of processing conditions for personal data are:
   1. Consent of the individual for one or more specific purposes.
   2. Processing is necessary for the performance of a contract with the individual or in order to take steps at the request of the individual to enter into a contract.
   3. Processing is necessary for compliance with a legal obligation that the controller is subject to.
   4. Processing is necessary to protect the vital interests of the individual or another person.
   5. Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller.
   6. Processing is necessary for the purposes of legitimate interests pursued by the controller or a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of the individual which require protection of personal data, in particular where the individual is a child.
2. The lawfulness of processing conditions for sensitive personal data are:
   1. Explicit consent of the individual for one or more specified purposes, unless reliance on consent is prohibited by EU or Member State law.
   2. Processing è necessario per adempiere agli obblighi del titolare del trattamento ai sensi della legge sul lavoro, sulla sicurezza sociale o sulla protezione sociale, o di un contratto collettivo, che preveda adeguate garanzie per i diritti e gli interessi fondamentali dell'individuo.
   3. Processing is necessario per proteggere gli interessi vitali  of  the  individual  or  un'altra persona, se questa è fisicamente o legalmente incapace di dare il proprio contributo. consent.
   4. Nel corso delle sue attività legittime, elaborazione è svolta con le opportune garanzie da una fondazione, un'associazione o qualsiasi altro ente senza scopo di lucro, con finalità politiche, filosofiche, religiose o sindacali e a condizione che la processing riguarda solo i soci o gli ex soci (o coloro che hanno contatti regolari con esso in relazione a tali scopi) e a condizione che non vi sia alcuna divulgazione a terzi senza il consenso del titolare. consent dell'individuo.
   5. Processing relates to dati personali che sono palesemente resi pubblici dall'individuo.
   6. Processing è necessario per l'accertamento, l'esercizio o la difesa di diritti legali o quando i tribunali agiscono nell'esercizio delle loro funzioni giurisdizionali.
   7. Processing è necessario per motivi di rilevante interesse pubblico sulla base del diritto dell'UE o degli Stati membri, che deve essere proporzionato alla finalità perseguita, rispettare l'essenza del diritto alla protezione dei dati e prevedere misure adeguate e specifiche per salvaguardare i diritti e gli interessi fondamentali dell'individuo.
   8. Processing è necessario ai fini della medicina preventiva o del lavoro, della valutazione della capacità lavorativa del dipendente, della diagnosi medica, della fornitura di assistenza o trattamento sanitario o sociale o della gestione di sistemi e servizi sanitari o sociali sulla base del diritto dell'UE o degli Stati membri o di un contratto con un professionista della salute e nel rispetto delle condizioni e delle garanzie necessarie.
   9. Processing è necessario per motivi di interesse pubblico nel settore della sanità pubblica, come la protezione da gravi minacce transfrontaliere alla salute o la garanzia di elevati standard di qualità e sicurezza dell'assistenza sanitaria e dei medicinali o dispositivi medici, sulla base del diritto dell'UE o degli Stati membri che prevede misure adeguate e specifiche per salvaguardare i diritti e le libertà dell'individuo, in particolare il segreto professionale.
   10. Processing è necessario per finalità di archiviazione nel pubblico interesse, per finalità di ricerca scientifica o storica o per finalità statistiche, che devono essere proporzionate alla finalità perseguita, rispettare l'essenza del diritto alla protezione dei dati e prevedere misure adeguate e specifiche per salvaguardare i diritti e gli interessi fondamentali dell'individuo.