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Privacy Policy

 

Privacy Policy for Recruitment Specialists – GDPR Compliance

 

The Government committed to updating and strengthening UK data protection laws through a new Data Protection Bill which came into force on 25 May 2018. Also known as the General Data Protection Regulations (GDRP), TwoKnights Ltd (TKL) trading as The Gateway are committed to upholding the new regulations and maintaining the trust and confidence of our clients.  We only collect personal data about you in order to provide recruitment services.  We will not collect any personal data from you that we do not need.

Use of Personal Information – How we Collect and Use your Personal Data.

The personal data we collect from you consists of your name, contact details such as your telephone number, mailing address and email address. There is also the option, via the Gateway, for you to e-sign an Agreement with your employer or agency. This means we will be collecting your signature.

 

All details provided by our users and partner organisations such as employers and/or agencies, via the Gateway, will be used for the administration of recruitment and employee management.

 

We will also, where necessary, collect Special Personal Data which could include nationality, immigration status and some generic health data. The collection of this data is for the purposes of administration of recruitment and employee management.

 

Data collected is provided by you when you sign up to use the Gateway.

 

We may share aggregated demographic information with our partner organisations. This will be in an anonymised format and not linked to any personal information that can identify any individual person. 

When your personal information is added onto the Gateway, you agree to use of the data across the Gateway. Personal details requested are listed on the Gateway and only used and shared with businesses you are or have been engaged with. 

All information contained on the Gateway may be shared with:

  • The Home Office (Including UK Visas and Immigration and the Police Service)

  • Any other Government department with an interest in the scheme

  • TKL auditing bodies (currently DB Compliance, Clearview)

  • All businesses directly engaged within the Gateway

 

 

Your Data Protection Rights

 

You are entitled to view, amend, or delete the personal information that we hold. You also have the right to restrict or object to any processing of your personal data. If you wish to do this, you should, in the first instance write to your employer or agent and make your request directly to them.

 

In the event your employer/agent is unable to assist you, you can then write to us immediately either via email at the email address provided below or by writing to us at the mailing address, also listed below.

 

In either instance, you will need to supply your worker ID number and date of birth on any correspondence. Please note, if you wish to restrict or object to any processing of your personal information, this may restrict the services we provide.

 

You may ask for a copy of the information that we keep about you. This is called a Subject Access Request (SAR). If you wish to request a copy of all the personal data we hold, we will also need proof of ID, such as a verified copy of your passport or driver’s licence. Subject access requests will be dealt with within one month. 

No charge will be made for subject access requests. 

Email: Hello@tkl.software

Mailing Address:  TwoKnights Limited, Overross House, Ross Park, Ross-on-Wye, Herefordshire, HR9 7US.

 

We will retain your data for legal business purposes for a period of up to seven years; in line with the requirements under Employment Law unless a request is received in writing to delete or destroy this information. Where a request for data to be removed or destroyed, this request will be carried out, unless we are prevented for doing so due to Statutory obligations or other legal obligations. In this event, we will keep you fully informed and advise any reasons for your data being retained. 

You also have the right to request that we port your data to another organisation, in certain circumstances. For further information regarding this, please contact us using the contact details above.

 

If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner’s Office (ICO) – please see details below:

 

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

 

You can also visit the ICO website and contact them via a webform or live chat at https://www.ico.org.uk

 

The Website and Gateway – Protecting your Privacy

The TKL website, Gateway and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience.  This website complies to all UK national laws and requirements for user privacy. 

 

TKL will not send out unwanted mail, junk mail or email messages, nor knowingly pass addresses or email addresses to any third party engaged in such activities. Furthermore, we take every precaution to minimise the risk of computer viruses using stored email address lists to send unsolicited email.

 

All data is permission based and password protected and held on a secure cloud. The system only allows data to be shared with the relevant user, for example data is only accessible by TKL and the Gateway and your employer or agent.

 

Disclosure of Information to Third Parties

Personal details will only be used by businesses using The Gateway and shared with the parties recorded above.  We will NOT disclose this information to anyone else without first obtaining permission. You can withdraw consent for us to share your personal data with any third parties at any time. This can be done by contacting us on the above contact details. If you do withdraw consent for us to share your personal details with the limited third parties noted above, it may affect how we can provide services to you.

 

This Privacy Policy was last updated: September 2022

Review Date: September 2024

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