Privacy Notice

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PRIVACY STATEMENT

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Taylor & Emmet LLP is committed to protecting your privacy when you use our on-line services. In this policy we explain how and why we collect your information, what we do with it and what controls you have over our use of it.

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From time to time, we add or change functions, features or products to our Web Sites or add or change Services. This, and our commitment to protecting the privacy of your personal information, may result in periodic changes to this Privacy Policy. As a result, please remember to refer back to this Privacy Policy regularly to review any amendments.

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DATA PROTECTION PRINCIPLES

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We will comply with the data protection principles when gathering and using personal information.

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Data protection law states that the personal information we hold about you must be:

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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.

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THE LEGAL BASIS FOR PROCESSING YOUR PERSONAL INFORMATION

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Under GDPR, the main grounds that we rely upon in order to process personal information of clients and candidates are the following:

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(a) Necessary for entering into, or performing, a contract – in order to perform obligations that we undertake in providing a service to you, or in order to take steps at your request to enter into a contract with us, it will be necessary for us to process your personal data;

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(b) Necessary for compliance with a legal obligation – we are subject to certain legal requirements which may require us to process your personal data. We may also be obliged by law to disclose your personal data to a regulatory body or law enforcement agency;

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(c) Necessary for the purposes of legitimate interests - either we, or a third party, will need to process your personal data for the purposes of our (or a third party's) legitimate interests, provided we have established that those interests are not overridden by your rights and freedoms, including your right to have your personal data protected. Our legitimate interests include responding to requests and enquiries from you or a third party, optimising our website and client experience, informing you about our products and services and ensuring that our operations are conducted in an appropriate and efficient manner;

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(d) Consent – in some circumstances, we may ask for your consent to process your personal data in a particular way.

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ABOUT THE INFORMATION WE COLLECT AND HOLD

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The table set out in Part A of the Schedule below summarises the information we collect and hold up to and including the shortlisting stage of the recruitment process, how and why we do so, how we use it and with whom it may be shared.

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The table in Part B of the Schedule below summarises the additional information we collect before making a final decision to recruit, i.e. before making an offer of employment unconditional, how and why we do so, how we use it and with whom it may be shared.

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We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.

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WHERE INFORMATION MAY BE HELD

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Information may be held at our offices and third party agencies, service providers, representatives and agents.

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HOW LONG WE KEEP YOUR INFORMATION

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We keep the personal information that we obtain about you during the recruitment process for no longer than is necessary for the purposes for which it is processed. How long we keep your information will depend on whether your application is successful and you become employed by us, the nature of the information concerned and the purposes for which it is processed.

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We will keep recruitment information (including interview notes) for no longer than is reasonable, taking into account the limitation periods for potential claims such as race or sex discrimination (as extended to take account of early conciliation), after which they will be destroyed. If there is a clear business reason for keeping recruitment records for longer than the recruitment period, we may do so but will first consider whether the records can be pseudonymised, and the longer period for which they will be kept.

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If your application is successful, we will keep only the recruitment information that is necessary in relation to your employment.

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RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION

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Your duty to inform us of changes

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It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during the recruitment process with us.

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Your rights in connection with personal information

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

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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.

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If you want 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 the Head of Human Resources in writing.

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by email: human.resources@tayloremmet.co.uk

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By Post:

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20 Arundel Gate

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Sheffield

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S1 2PP

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Or by telephone 0114 218 4187

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or alternatively our Data Protection Team can be reached by email: data.protection@tayloremmet.co.uk

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KEEPING YOUR PERSONAL INFORMATION SECURE

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We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

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

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THE SCHEDULE

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ABOUT THE INFORMATION WE COLLECT AND HOLD

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Part A: Up to and including the shortlisting stage

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\r\n The information we collect \r\n	\r\n How we collect the information \r\n	\r\n Why we collect the information \r\n	\r\n How we use and may share the information \r\n
\r\n Your name and contact details (i.e. address, home and mobile phone numbers, email address) \r\n	\r\n From you or your agent / representative \r\n	\r\n Legitimate interest: to carry out a fair recruitment process \r\n Legitimate interest: to progress your application, arrange interviews and inform you of the outcome at all stages \r\n	\r\n To enable HR personnel or the manager of the relevant department to contact you to progress your application, arrange interviews and inform you of the outcome \r\n To inform the relevant manager or department of your application \r\n
\r\n Details of your qualifications, experience, employment history (including job titles and working hours) and interests \r\n	\r\n From you or your agent / representative, in the completed application form and interview notes (if relevant) \r\n	\r\n Legitimate interest: to carry out a fair recruitment process \r\n Legitimate interest: to make an informed decision to shortlist for interview and (if relevant) to recruit \r\n	\r\n To make an informed recruitment decision \r\n The person making the shortlisting decision will receive pseudonymised or anonymised details only; if you are invited for interview, the interviewer will receive non-anonymised details \r\n
\r\n Your racial or ethnic origin, sex and sexual orientation, religious or similar beliefs \r\n	\r\n From you, in a completed anonymised equal opportunities monitoring form \r\n	\r\n To comply with our legal obligations and for reasons of substantial public interest (equality of opportunity or treatment) \r\n	\r\n To comply with our equal opportunities monitoring obligations and to follow our equality and other policies \r\n
\r\n Information regarding your criminal record \r\n	\r\n From you, in your completed application form \r\n	\r\n To comply with our legal obligations \r\n For reasons of substantial public interest (preventing or detecting unlawful acts, suspicion of terrorist financing or money laundering in the regulated sector and protecting the public against dishonesty) \r\n	\r\n To make an informed recruitment decision \r\n To carry out statutory checks \r\n Information shared with DBS and other regulatory authorities as required \r\n \r\n
\r\n Details of your referees \r\n	\r\n From your completed application form \r\n	\r\n Legitimate interest: to carry out a fair recruitment process \r\n In the regulated sector, to comply with our legal obligations to obtain regulatory references \r\n	\r\n To carry out a fair recruitment process \r\n To comply with legal/regulatory obligations \r\n Information shared with relevant managers, HR personnel and the referee \r\n

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Part B: Before making a final decision to recruit

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\r\n The information we collect \r\n	\r\n How we collect the information \r\n	\r\n Why we collect the information \r\n	\r\n How we use and may share the information \r\n
\r\n Information about your previous academic and/or employment history, including details of any conduct, grievance or performance issues, appraisals, time and attendance, from references obtained about you from previous employers and/or education providers \r\n	\r\n From your referees (details of whom you will have provided) \r\n	\r\n Legitimate interest: to make an informed decision to recruit \r\n To comply with our legal obligations \r\n Legitimate interests: to maintain employment records and to comply with legal, regulatory and corporate governance obligations and good employment practice \r\n	\r\n To obtain the relevant reference about you \r\n To comply with legal/regulatory obligations \r\n Information shared with relevant managers and HR personnel \r\n
\r\n Information regarding your academic and professional qualifications \r\n	\r\n From you, from your education provider, from the relevant professional body \r\n	\r\n Legitimate interest: to verify the qualifications information provided by you \r\n	\r\n To make an informed recruitment decision \r\n
\r\n Information regarding your criminal record, in criminal records certificates (CRCs) and enhanced criminal records certificates (ECRCs) * \r\n	\r\n From you and from the Disclosure and Barring Service (DBS) \r\n	\r\n To comply with our legal obligations \r\n Legitimate interest: to verify the criminal records information provided by you \r\n (preventing or detecting unlawful acts, suspicion of terrorist financing or money laundering in the regulated sector and protecting the public against dishonesty) \r\n	\r\n To make an informed recruitment decision \r\n To carry out statutory checks \r\n Information shared with DBS and other regulatory authorities as required \r\n \r\n
\r\n Your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information * \r\n	\r\n From you and, where necessary, the Home Office \r\n	\r\n To enter into/perform the employment contract \r\n To comply with our legal obligations \r\n Legitimate interest: to maintain employment records \r\n	\r\n To carry out right to work checks \r\n Information may be shared with the Home Office \r\n
\r\n A copy of your driving licence or Passport * \r\n	\r\n From you \r\n	\r\n To enter into/perform the employment contract \r\n To comply with our legal obligations \r\n To comply with the terms of our insurance \r\n	\r\n To make an informed recruitment decision \r\n To ensure that you have a clean driving licence \r\n Information may be shared with our insurer \r\n

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You are required (by law or in order to enter into your contract of employment) to provide the categories of information marked ‘*’ above to us to enable us to verify your right to work and suitability for the position.

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Taylor & Emmet LLP collects and processes information about you in order to:

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(i) identify you each time you visit a Web Site
(ii) process applications submitted by you;
(iii) improve our Services and Web Sites
(iv) send you information we think you may find useful, including information about new Taylor & Emmet LLP products and services and recruitment opportunities.

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LOG FILES/IP ADDRESSES

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When you visit our Web Sites, we automatically log your IP address (the unique address which identifies your computer on the internet) which is automatically recognised by our web server. We use IP addresses to help us administer our Web Sites and to collect broad demographic information for aggregate use. We do not link IP addresses to personally identifiable information.

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NON PERSONAL INFORMATION

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We may automatically collect non-personal information about you such as the type of internet browsers you use or the site from which you linked to our Web Sites. You cannot be identified from this information and it is only used to assist us in providing an effective service on our Web Sites.

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USE OF COOKIES

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Cookies are pieces of information that a Web Site transfers to your hard drive to store and sometimes track information about you. Most web browsers automatically accept cookies, but if you prefer, you can change your browser to prevent that. Please be aware that some of the features of this website will be unavailable if you switch cookies off in your browser. Cookies are specific to the server that created them and cannot be accessed by other servers, which means they cannot be used to track your movements around the web. Although they do identify a user's computer, cookies do not personally identify users or passwords.

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WITH WHOM IS THE INFORMATION SHARED?

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Taylor & Emmet LLP will not share, sell or rent your personal information to third parties. However, we may disclose your personal information to third party suppliers who provide services on our behalf.

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We may share your personal information and, where necessary, your sensitive personal information with trusted third parties where we have retained them to provide services, such as:

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employment reference checking;
qualification checking;
criminal reference checking (as required);
verification of details you have provided from third party sources; and/or
psychometric evaluations or skills tests.

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We may also share your personal information with third parties who perform functions on our behalf and provide services to us such as:

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professional advisors;

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Taylor & Emmet LLP may disclose aggregate statistics about our Web Site visitors in order to describe our services to prospective partners and other reputable third parties and for other lawful purposes, but these statistics will not include personally identifying information.

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Taylor & Emmet LLP may disclose personal information if required to do so by law or if it believes that such action is necessary to protect and defend the rights, property or personal safety of Taylor & Emmet LLP and its Web Sites, visitors to the Web Sites and customers of our Services.

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Information about products and services

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It is very important to us that we provide you with the highest level of service. In order to help us do this, from time to time Taylor & Emmet LLP may send you details of our products and services which we think may be of interest to you. If at any time you do not wish to receive these details, please change your e-mail preferences in the contact settings area of the site.

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SECURITY

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Taylor & Emmet LLP places a great importance on the security of all information associated with our clients. We have security measures in place to attempt to protect against the loss, misuse and alteration of client data under our control. For example, our security and privacy policies are periodically reviewed and enhanced as necessary and only authorised personnel have access to user information. With regard to our Web Sites, we use secure server software (SSL) to encrypt any personal information you input before it is sent to us. While we cannot ensure or guarantee that loss, misuse or alteration of data will not occur, we use our best efforts to prevent this.

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RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION

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Your duty to inform us of changes

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It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your relationship with us.

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Your rights in connection with personal information

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

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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.

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No fee usually required

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You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

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What we may need from you

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We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

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