Privacy and Legal

This Privacy Policy explains how Provision House Online Services CIC trading as Provision House Recruitment (“we”, “us”, “our”) collects, uses, stores and protects personal information.

This Privacy Policy applies to all users of:

https://jobs.provisionhouse.co.uk

including:

• Job Advertisers;
• Employers;
• Recruitment Agencies;
• Candidates;
• Website Visitors.

We are committed to protecting personal information and complying with:

• UK General Data Protection Regulation (UK GDPR);
• Data Protection Act 2018;
• Privacy and Electronic Communications Regulations (PECR); and
• Other applicable data protection legislation.

2. Who We Are

Provision House Recruitment is a trading style of:

Provision House Online Services CIC
Company Number: 16314074

Registered Office:

Provision House
80-81 High Street
Dudley
West Midlands
DY1 1PY

Email: jobs@provisionhouse.co.uk

For the purposes of UK GDPR, Provision House Online Services CIC is the Data Controller.

3. Information We Collect

We may collect personal information when users:

• Register an account;
• Purchase a job listing;
• Post a vacancy;
• Apply for a vacancy;
• Contact us;
• Request recruitment services;
• Subscribe to communications;
• Use Website features.

4. Information We Collect from Job Advertisers

We may collect:

• Full name;
• Business name;
• Company registration details;
• Business address;
• Email address;
• Telephone number;
• Job title;
• Account credentials;
• Billing information;
• Payment records;
• VAT information where applicable;
• Vacancy information;
• Communications with us.

5. Information We Collect from Candidates

We may collect:

• Full name;
• Email address;
• Telephone number;
• Postal address;
• Employment history;
• Education history;
• Professional qualifications;
• Skills and experience details;
• CVs and résumés;
• Cover letters;
• Supporting documents;
• Application history;
• Recruitment preferences;
• Communications submitted through the Website.

Candidates should only provide information that is relevant to their applications.

6. Technical Information

When users visit the Website, we may automatically collect:

• IP address;
• Browser type;
• Device information;
• Operating system;
• Time and date of access;
• Pages visited;
• Error and security logs.

This information assists with:

• Website security;
• Troubleshooting;
• Performance monitoring;
• Fraud prevention;
• Service administration.

7. How We Use Personal Information

We use personal information to:

• Operate and maintain the Website;
• Create and manage user accounts;
• Publish Job Listings;
• Facilitate applications;
• Deliver purchased services;
• Communicate with users;
• Provide customer support;
• Improve Website functionality;
• Detect and prevent fraud;
• Meet legal and regulatory obligations;
• Deliver recruitment services where requested.

8. Lawful Basis for Processing

We process personal information under one or more of the following lawful bases:

Contract

Where processing is necessary to:

• Provide our services;
• Process applications;
• Administer accounts;
• Deliver purchased Job Listings;
• Manage recruitment activities.

Legitimate Interests

Where necessary to:

• Improve our services;
• Protect Website security;
• Prevent fraud;
• Resolve disputes;
• Develop our business and recruitment services.

Legal Obligation

Where processing is required by law.

Consent

Where users explicitly agree to:

• Marketing communications;
• Future recruitment opportunities;
• Talent pool registration; or
• Other optional services.

Users may withdraw consent at any time.

9. Candidate Applications

When a Candidate applies for a vacancy:

• Application information is shared with the relevant Job Advertiser;
• The Job Advertiser becomes independently responsible for that information;
• The Job Advertiser must comply with applicable data protection laws.

Provision House Recruitment is not responsible for the actions of a Job Advertiser once candidate information has been lawfully disclosed.

10. Candidate Talent Pool and Future Opportunities

Where a Candidate specifically chooses to opt in, Provision House Recruitment may retain candidate information, including CVs and employment history, for the purpose of:

• Identifying suitable opportunities;
• Contacting Candidates regarding future vacancies;
• Talent pooling;
• Recruitment services;
• Candidate matching.

Consent will be obtained through a clear affirmative action, such as a checkbox stating:

“I consent to Provision House Recruitment retaining my details and CV for consideration for future employment opportunities.”

Candidates may withdraw this consent at any time by contacting us.

Withdrawal of consent will not affect processing already undertaken before withdrawal.

11. Recruitment Services

Provision House Recruitment may provide recruitment and talent acquisition services separately from the Website’s self-service job advertising functions.

Where a Candidate or client engages with our recruitment services, additional information may be collected and processed for purposes including:

• Candidate sourcing;
• Candidate assessment;
• Recruitment consultancy;
• Client recruitment campaigns;
• Talent attraction activities.

Additional privacy notices may be issued where appropriate.

12. Marketing Communications

We may send:

• Service updates;
• Operational notices;
• Recruitment news;
• Industry insights;
• Promotional information.

Marketing communications will only be sent where permitted by law.

Recipients may unsubscribe at any time using the instructions provided in the communication.

13. Sharing Personal Information

We may share information with:

• Relevant Job Advertisers;
• Candidates where appropriate;
• Website hosting providers;
• Payment processing providers;
• Software and technology providers;
• Professional advisers;
• Regulators and law enforcement agencies where required.

We do not sell personal information to third parties.

14. International Transfers

Personal information will generally be processed within the United Kingdom.

Where information is transferred outside the UK, appropriate safeguards will be implemented to ensure adequate protection.

15. Data Security

We implement appropriate technical and organisational security measures designed to protect personal information from:

• Unauthorised access;
• Accidental loss;
• Misuse;
• Alteration;
• Disclosure;
• Destruction.

Although we take security seriously, no internet-based service can be guaranteed to be completely secure.

16. Data Retention

We only keep information for as long as necessary.

Typical retention periods include:

Job Advertisers

Account, billing and transaction records may be retained for up to 7 years to comply with accounting, taxation and legal obligations.

Candidates

Application information may be retained for up to 24 months from the date of application.

Talent Pool Candidates

Where consent has been provided, information may be retained until:

• Consent is withdrawn;
• The information becomes outdated;
• Continued retention is no longer justified.

Retention periods may be updated from time to time.

17. Your Rights

Under UK GDPR, you may have the right to:

• Access your personal information;
• Correct inaccurate information;
• Request deletion of information;
• Restrict processing;
• Object to processing;
• Request portability of your data;
• Withdraw consent;
• Complain to a supervisory authority.

Requests should be submitted to:

jobs@provisionhouse.co.uk

We may request proof of identity before responding.

18. Complaints

If you are concerned about how your information has been handled, please contact us first.

You also have the right to complain to:

Information Commissioner’s Office (ICO)

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Website: https://www.ico.org.uk

19. Cookies and Similar Technologies

The Website currently uses only essential cookies and similar technologies required for the operation and security of the Website.

These may include cookies used for:

• User authentication;
• Session management;
• Security protection;
• Website functionality;
• Fraud prevention.

These cookies do not track users for advertising purposes.

At present, Provision House Recruitment does not use:

• Advertising cookies;
• Behavioural tracking cookies;
• Third-party marketing cookies;
• Cross-site profiling technologies.

Should analytics, advertising or additional tracking technologies be introduced in the future, we will update this Privacy Policy and Cookie Policy and, where required, obtain user consent before such technologies are activated.

20. Third-Party Websites

The Website may contain links to external websites.

We are not responsible for:

• Third-party content;
• Third-party privacy practices;
• Third-party security arrangements.

Users should review the privacy policies of any third-party websites they visit.

21. Changes to this Privacy Policy

We may update this Privacy Policy from time to time.

The latest version will always be published on the Website together with the effective date.

Continued use of the Website following publication of changes constitutes acceptance of the revised Policy.

22. Contact Us

Provision House Recruitment
A trading style of Provision House Online Services CIC

Provision House
80-81 High Street
Dudley
West Midlands
DY1 1PY

Email: jobs@provisionhouse.co.uk

Website: https://jobs.provisionhouse.co.uk