1. Who collects the information
Pickle Jobs LTD (the “Company”) is a data controller and gathers and uses certain information about you. In this notice, “we”, “us” and “our” refer to Pickle Jobs LTD.
2. Data protection principles
The Company will comply with the following data protection principles when processing personal information:
- We will process personal information lawfully, fairly and in a transparent manner.
- We will collect personal information for specified, explicit and legitimate purposes only, and will not process it in a way that is incompatible with those legitimate purposes.
- We will only process personal information that is adequate, relevant and necessary for the relevant purposes.
- We will keep personal information accurate and up to date and take reasonable steps to ensure that inaccurate personal information is deleted or corrected without delay.
- We will keep personal information in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the information is processed.
- We will take appropriate technical and organisational measures to ensure that personal information is kept secure and protected against unauthorised or unlawful processing and against accidental loss, destruction or damage.
3. About the information we collect and hold
The tables below summarise the information we collect and hold about candidates and clients, how and why we collect it, how we use it and with whom it may be shared.
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.
Candidates
| The information we collect | How we collect the information | Why we collect the information | How we use and may share the information |
|---|---|---|---|
|
Your name and contact details
Address, home and mobile phone numbers and email address. |
From you. | Legitimate interest: to progress your application, arrange interviews and inform you of the outcome at all stages. | To enable HR personnel to contact you to progress your application, arrange interviews and inform you of the outcome. |
| Details of your qualifications, experience and employment history. | From you, in the completed application form and interview notes, where relevant. |
Legitimate interest: to carry out a fair recruitment process.
Legitimate interest: to make an informed decision to match you with appropriate vacancies which may be of interest to you. |
To make an informed recruitment decision and assess your suitability for open positions in which you may be interested. |
| Your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information. | From you and, where necessary, the Home Office. |
To enter into or perform the employment contract.
To comply with our legal obligations. Legitimate interest: to maintain employment records. |
To carry out right-to-work checks.
Information may be shared with the Home Office. |
| Details of tests and assessments undertaken on courses, such as Paediatric First Aid. | From you during the interview process and on the registration form. |
Legitimate interest: to ensure that you hold the requisite
qualifications for certain vacancies that may be available.
Legitimate interest: to be able to assist you in proving you have passed such assessments should an employer request. The FAIB and OCN require us to do this. |
To make an informed decision in order to assess your suitability for open positions. |
| Job preference and salary expectations. | From you. | Legitimate interest: to ensure that we contact you only in relation to positions which may be of interest to you. | To make an informed decision as to whether to notify you of a position that may be available. |
| Your racial or ethnic origin, sex and sexual orientation, religious or similar beliefs. | From you, in a completed anonymised equal opportunities monitoring form. | To comply with our legal obligations and for reasons of substantial public interest relating to equality of opportunity or treatment. | To comply with our equal opportunities monitoring obligations and to follow our equality and other policies. |
| Information regarding your criminal record. | From you, in your completed application form. |
To comply with our legal obligations.
For reasons of substantial public interest, including preventing or detecting unlawful acts and protecting the public against dishonesty. |
To make an informed recruitment decision.
To carry out statutory checks. Information may be shared with DBS and other regulatory authorities as required. |
| Details of your referees. | From your completed application form. |
Legitimate interest: to carry out a fair recruitment process.
In the regulated sector, to comply with our legal obligations to obtain regulatory references. |
To carry out a fair recruitment process and comply with
legal and regulatory obligations.
Information may be shared with relevant managers, HR personnel and the referee. |
| Payslips and payroll information, such as NI number. | From you if you use our payroll service. | Legitimate interest: to meet our own obligations in complying with HMRC requirements. | To enable us to share records with HMRC if and when required by HMRC. |
| Recordings of interviews conducted over Zoom, if applicable. | From Zoom. | Legitimate interest: to ensure quality control in the delivery of a service, safeguarding, fraud detection and prevention. | To protect clients and candidates in matters of fraud and safeguarding. |
Clients
| The information we collect | How we collect the information | Why we collect the information | How we use and may share the information |
|---|---|---|---|
|
Your name and contact details
Address, home and mobile phone numbers and email address. |
From you. | Legitimate interest: to arrange interviews with candidates who may be suitable for a position with you. | To enable HR personnel to contact you to arrange interviews with candidates and notify you of candidates that may be suitable for a position with you. |
| Description of the services you require. | From you. | Legitimate interest: to enable us to match candidates that may be suitable and able to provide the services required. | To enable us to match you with suitable candidates and arrange interviews. |
| Information about your family, children and interests. | From you. | Legitimate interest: to enable us to match candidates that may be suitable and able to provide the services required. | To enable us to match you with suitable candidates and arrange interviews. |
| Languages spoken at home. | From you. | Legitimate interest: to enable us to match you with candidates who have the same language-speaking abilities and who would be suitable for a position with you. | To allow us to only match you with and introduce you to candidates who speak a certain language to meet your requirements. |
| Invoices. | From us. | Legitimate interest: in order to meet our own obligations to HMRC and other regulatory bodies. | To enable us to comply with any record or audit requests from HMRC and other regulatory bodies. |
| Payslips and payroll information, such as NI and other employer details. | From you if you use our payroll service. | Legitimate interest: to meet our own obligations in complying with HMRC requirements. | To enable us to share records with HMRC if and when required by HMRC. |
| Recordings of interviews conducted over Zoom, if applicable. | From Zoom. | Legitimate interest: to ensure quality control in the delivery of a service, safeguarding, fraud detection and prevention. | To protect clients and candidates in matters of fraud and safeguarding. |
4. Where information may be held
We may need to transfer your personal data outside the European Economic Area for the purpose of storing your data on servers.
Any transfer of your data will be subject to appropriate safeguards, including a European Commission-approved contract where applicable, designed to safeguard your privacy rights and provide you with remedies in the unlikely event of a security breach.
5. Sharing and processing your information
We do not provide access to your personal information to companies or individuals outside of Pickle Jobs Ltd except where necessary to provide our services or where appropriate safeguards and contractual arrangements are in place.
Where individuals or companies work with us and have access to personal information, the following safeguards apply:
- The individual or company has entered into a contract with Pickle Jobs Ltd which contains appropriate data protection clauses.
- The individual or company undertakes data protection training covering the principles of GDPR with the Pickle Jobs Ltd data protection officer.
- The individual or company accesses the data using our approved secure software.
Certain companies or individuals working with us are based outside the EEA. For example, we use service providers outside the EEA to help us with customer support.
6. How will we use the information about you?
We collect information about you so that we can:
- identify you and manage any accounts you hold with us;
- process your application;
- conduct research, statistical analysis and behavioural analysis;
- carry out customer profiling and analyse your preferences;
- if you agree, let you know about other products or services that may be of interest to you;
- detect and prevent fraud;
- customise our website and its content to your particular preferences;
- notify you of any changes to our website or to our services that may affect you;
- carry out security vetting; and
- improve our services.
7. Marketing
We would like to send you information by post, email, telephone, text message (SMS) or automated call about our services which may be of interest to you.
We will only ask whether you would like us and other businesses to send you marketing messages when you tick the relevant boxes when you complete our online enquiry form for the first time.
If you have consented to receive marketing from us and our group companies, you can opt out at any time.
8. How long we keep your information
Client information
The Company must maintain records of Clients for the purposes of providing and informing you of services relating to the employment of domestic staff, including courses relevant to domestic staff duties and payroll services to assist with the processing of employees' payslips and HMRC compliance.
Clients require domestic staff services for an average of 10 years. A client may require childcare for their children until an age where being left alone will not put them at risk. Certain government departments put this age at 13. Clients may have multiple children and a child under the age of 16 may not be suitable to care for a younger sibling.
Therefore, it is reasonable to maintain Client records for 10 years to ensure the Company is able to swiftly and accurately assist the Client with the employee placement or payroll service they require.
Clients who have requested housekeeper or carer services require these services for the period of time they have a home to maintain, or, in the case of vulnerable adults, the period of time they remain in their homes.
Employees in the UK remain with a single employer for an average of 9 months. Therefore, the Company's clients frequently require staff to be replaced. It is therefore reasonable to maintain Client records for 10 years from the most recent contact with the Company requesting services, in line with other services provided by the Company.
Candidate information
The Company must maintain records of Candidates for the purpose of assisting the Candidate in their job search.
Candidates require assistance with their job search for an average of 10 years. Therefore, it is reasonable to maintain records of employment history, date of birth, contact details and any other information required for the purpose of successfully obtaining employment for the Candidate. Such information will be recorded securely to ensure the Company is able to swiftly and efficiently assist the Candidate in their job search for 10 years.
Requesting deletion
Should a Client request that their information be removed from any Company databases, they must do so via email request to the Managing Director, Daneh Westropp.
The Client will be notified that all services and correspondence will be ceased. Should they wish to register for services again, they will be required to complete registration documents again, thereby providing personal data to ensure the Company is able to efficiently service their needs.
Should a Candidate request that their information is deleted from Company databases, they must do so via email request to the Managing Director, Daneh Westropp.
The Candidate will be notified that all services and correspondence will be ceased. Should they wish to register for services again, they will be required to complete registration documents again, thereby providing personal data to ensure the Company is able to efficiently assist them in their job search.
9. Monitoring and recording communications
We may monitor and record communications with you, such as telephone conversations and emails, for the purpose of quality assurance, training and compliance.
10. Use of cookies
A cookie is a small text file which is placed onto your computer or other electronic device when you use our website. We use cookies on our website.
For example, we may monitor how many times you visit the website, which pages you go to, traffic data, location data and the originating domain name of a user's internet service provider. This information helps us to build a profile of our users.
Some of this data will be aggregated or statistical, which means that we will not be able to identify you individually.
You can set your browser not to accept cookies. However, some of our website features may not function as a result.
For further information on our use of cookies, including a detailed list of information which we and others may collect through cookies, please see our Website Cookie Policy.
For further information on cookies generally, visit AboutCookies.org or AllAboutCookies.org .
11. Your rights to correct and access your information and to ask for it to be erased
Please contact data@thehouseofyaya.com if, in accordance with applicable law, you would like to correct or request access to information that we hold relating to you or if you have any questions about this notice.
You also have the right to ask us for some, but not all, of the information we hold and process to be erased (the “right to be forgotten”) in certain circumstances.
We will provide you with further information about the right to be forgotten if you ask for it.
12. Keeping your personal information secure
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.
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.
13. How to complain
We hope that we can resolve any query or concern you raise about our use of your information.
If not, you can contact the Information Commissioner's Office (ICO) for further information about your rights and how to make a formal complaint.
Contact the Information Commissioner's Office or telephone 0303 123 1113.
14. Amendments
We may amend this Privacy Policy from time to time. When we amend this Privacy Policy, we will update this page accordingly and require you to accept the amendments in order to be permitted to continue using our services.
15. Contact
If you have any questions about this Privacy Policy, how we process your personal information or your data protection rights, please contact:
Pickle Jobs LTD
Privacy enquiries:
data@thehouseofyaya.com
Important: The information in this notice should accurately reflect the Company's current processing activities, technology providers, international transfers, retention practices and legal obligations.