Who we are and what this notice covers
EMEA Systems is the controller of the personal information described in this notice. Our company number is 09340698. Contact compliance@emeasystems.com or +44 1403 800515 about your information.
This notice covers candidates, consultants, client contacts, referees, suppliers and other contacts involved in our recruitment, consulting and resourcing services. Where another organisation, including a client, hirer, umbrella company or personal service company, acts as a separate controller, its own privacy notice applies to its processing.
Information we collect and where it comes from
Depending on our relationship with you, we collect contact details; CVs, skills, qualifications and employment history; work preferences and availability; references; communications and attachments; and information needed to manage an assignment. Where relevant, this includes identity and right-to-work documents, screening results, company details, contracts, timesheets, rates, tax and payment information.
We receive information directly from you, from referrals and referees, from clients and service providers, and from professional profiles, job boards and other relevant public sources. Recruitment information is assessed in relation to the role or service. Sensitive information, health data or criminal-offence information is handled only where necessary and where an appropriate legal basis and additional legal conditions apply. Where consent is required, we request it separately.
How and why we use information
- Recruitment and resourcing: assess skills, discuss relevant opportunities, match candidates with roles, arrange interviews and support onboarding. We obtain verbal or written consent before presenting a candidate’s personal details to a client.
- Contracts and administration: establish and manage assignments, coordinate services, process payments and maintain business records.
- Business relationships: respond to enquiries, communicate with clients and suppliers, maintain relevant professional contacts and improve our services.
- Legal and security purposes: carry out required checks, comply with legal obligations, protect information and deal with complaints or disputes.
Depending on the purpose, our lawful basis is legitimate interests, performance of a contract or steps requested before a contract, compliance with a legal obligation, or consent. Where we rely on legitimate interests, we consider the impact on your rights. You may object to relevant processing and to direct marketing, and may withdraw consent at any time where processing relies on it. Withdrawal does not affect earlier lawful processing.
Who receives information
We share relevant information with prospective clients and hirers for recruitment and assignments, with group companies where needed to provide services, and with providers supporting IT, recruitment administration, screening, payments and accounting. We also share information with an umbrella company, personal service company, recruitment process outsourcing provider or managed service provider where required for the engagement.
Providers processing information on our behalf must follow our instructions and applicable data protection requirements. Clients and other independent controllers handle information under their own notices. Information may also be disclosed where legally required, to protect legal rights, or in connection with a business transfer.
International transfers and security
Our services and providers may involve processing outside the UK or European Economic Area. Where a restricted transfer takes place, we apply a valid transfer mechanism and appropriate safeguards required by the law applicable to that transfer. Contact our compliance team for information about the safeguards relevant to your data.
We use appropriate organisational and technical measures to protect personal information, including access restrictions. No internet transmission is completely secure. Please do not send bank details, identity documents or sensitive information in an initial general enquiry; we will explain what is needed and how to provide it.
How long we retain information
Our stated retention period is up to seven years after you last receive services from us, subject to the purpose for which the information is held. We keep information only for as long as necessary, and may need to retain particular records longer to meet legal obligations, resolve disputes or enforce agreements. Information may be deleted earlier where it is no longer needed, or anonymised so it no longer identifies you.
Your rights and how to contact us
Subject to the conditions in applicable law, you may request access, correction, erasure, restriction or portability of your information; object to certain processing; withdraw consent; and exercise rights relating to qualifying automated decisions. Let us know if information you have provided changes.
Send requests to compliance@emeasystems.com. We may need to verify your identity. We respond within the applicable statutory time limit, normally one month, and will explain any permitted extension. Requests are normally free of charge.
You may complain to the Information Commissioner’s Office in the UK or the relevant supervisory authority in your jurisdiction. You can contact us first so we can try to resolve your concern, but this is not a condition of making a complaint.
This website and changes to this notice
This public page uses email and telephone links for enquiries. Clicking an email link opens your email application; information is sent to us only when you choose to send the email. Hosting systems may process technical information, such as IP addresses and security logs, to deliver and protect the website. See the cookie policy for this page’s use of browser storage.
We may update this notice when our services, processing or legal requirements change. The latest version will be available here.
™
