Privacy Statement

Data Controller

The Data Controller for the purposes of current data protection legislation is:
jjFOX Limited
Bristol North Baths
Gloucester Road
Bristol
BS7 8BN

We have nominated a Data Protection Officer who is contactable at the above address or at dpo@jjfox.com.

Who we are:

jjFOX Limited are a recruitment business and part of a group operating as both a recruitment business and recruitment agency for the purposes of the Conduct of Employment Agencies and Employment Businesses Regulations 2003.

We specialise in the placement of individuals into suitable roles within the education sector with our clients across the country.

We collect personal information from the following types of individuals to enable us to undertake our business and provide services to our group businesses:

• Prospective and current applicants for temporary or permanent placement available with our clients (“Applicants”)
• Prospective and current clients and client contacts
• Supplier contacts to support our services

What we collect:

Where you contact us directly, the information we collect from you will include anything you provide to us by filling in forms on our website www.jjfox.com, or by corresponding with us by phone, email or otherwise.

Where you are an Applicant, the information we collect may come from our third party service providers and publicly available websites to which you are registered or subscribed. You will receive a separate Notice confirming the source of any such data and more information on the purpose for which it has been collected.

The information you give us or we collect may include your name, address, private and where applicable business email addresses, phone number, information listed on your CV including employment history and education and training details and any links to personal or professional social media or other web based platforms.

As part of our registration, or at the latest, where you are successful in being selected for interview or placed with one of our clients, you will be required to provide additional information required to satisfy our own legal requirements as well as those of our end clients. Such information would include sensitive personal information such as criminal allegations or convictions, references, passport numbers and any other required Right to Work confirmations.

Where you are a client contact we will contact you on a business to business basis in relation to the provision of recruitment services. The information you give us or we collect may include your name, business address and contact details such as phone number and email address as well as any other documentation you provide by which you can be identified (specific policies, designated contacts etc).

Where you are supplying services to us, we may also collect financial and payment details.

Purpose of processing:

The primary function of our business is the introduction of applicants to clients for the purposes of temporary or permanent engagement.

Our legal basis for processing personal information is our legitimate business interest, which is described in more detail below.

Owing to the nature of our industry and market sector, we may also be required to process data to fulfil a contract with an end client or payroll services provider or in satisfaction of legal obligations specific to the field of employment in a highly regulated sector.

Any information about clients or suppliers will be processed in the interest of furthering our business activities and then in satisfaction of any resulting contractual arrangement.

Our legitimate interest:

As a recruitment business and recruitment agency we source and store information about individuals looking for temporary and permanent placement across the UK and who may be suitable for the type of roles notified to us as being available with our clients.

We will also store and make available information about individuals available for work with our associated businesses.

The storage and exchange of information about applicants and clients is a fundamental part of our business and essential in order to service the recruitment needs of our clients and career aspirations of our applicants. For this reason we will process limited personal information for the purposes of sending you information about services, opportunities or individuals we feel may be of particular interest to you.

The storage and exchange of information about applicants with our associated businesses is a fundamental part of developing our group and essential in enabling our associated businesses to quickly and efficiently arrange employment or temporary engagement for applicants with their clients, which may include roles about which jjFOX are not aware.

In order to support our service provision we are required to maintain a secure database of applicant and client data, including historic and current requirements.

Disclosure of information:

We will share or make available personal information with any member of our group both inside and outside of the EEA.

We will also share personal information with selected third parties such as:

• Clients for the purposes of introduction and placement of Applicants
• Applicants for the purposes of arranging interviews or placements with Clients
• Payroll providers for the purposes of administering payroll for applicants engaged on a temporary basis

Where we share any information we will do so in accordance with any and all data privacy and security requirements.

We may also be required to share personal information with third parties where we believe we are required, such as in response to a request from government agencies our law enforcement authorities, to protect our rights, systems, services and users or in the event of a sale, merger, restructuring event, acquisition or other disposition of all or any part of our business.

Storage of data:

We take steps to ensure that all personal information collected is processed in accordance with this statement. All information provided to us is stored in our secure servers.

Where information is stored by third parties prior to being added to our database or servers or during the course of our service provision, we take measures to ensure that these third parties operate sufficient security measures to protect any personal information held and that their usage of any personal information is in accordance with current data protection legislation.

In some cases, information relating to Applicants may be transmitted to associated third parties outside of the EEA. By submitting your information you are agreeing to this transfer, storing or processing.

Security of information:

We have implemented a number of technical and organisational measures to ensure all personal information held is secure.

We regularly review our security policies, procedures and associated risks and update any elements as necessary to meet our business needs, changing technology or regulatory requirements and to ensure the continued security of all information held.

Measures currently in place include:

• Access control, user authentication and systems monitoring
• Employee training on information security
• Written information security policies and procedures including disaster recovery and business continuity strategies
• Risk assessments, due diligence checks and where necessary Privacy Impact Assessments in accordance with legislation.

Any information made available to our employees, contractors or agents will be limited to what is required for the performance of their duties and who are required to keep such information confidential.

Cookies:

A cookie is a small file of letters and numbers that we put on your computer if you agree. These cookies allow us to distinguish you from other users of our website, which helps us to provide you with a good experience when you browse our website and also allows us to improve our site. The cookies we use are "analytical" cookies. They allow us to recognise and count the number of visitors and to see how visitors move around the site when they are using it. This helps us to improve the way our website works, for example by ensuring that users are finding what they are looking for easily.

For each visit you make to our website, we will automatically collect the following information: technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, browser type and version, operating system and platform, information about your visit, including the full Uniform Resource Locators (URL), clickstream to, through and from our site (including date and time), page response times, download errors, page interaction information (such as scrolling, clicks, and mouse-over’s), and methods used to browse away from the page.

You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.

We use Google Analytics (GA4) and Google signals to collect data about the traffic that our website receives to better understand where our traffic is coming from and how the website is being used. This allows us to ensure that we are providing a positive browsing experience for all our users. The information gathered and available to us is anonymised and never shared with third-party vendors.

Information collected by Google may include end user location, search history, YouTube history and data from sites that partner with Google. The data that you choose to share with Google whilst logged in to your account can be accessed and/or deleted via this link: Manage My Activity.

Retention:

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of personal data, the potential risk of harm from unauthorised use or disclosure of personal data, the purposes for processing the personal data, whether the purposes of processing can be fulfilled by other means, and any applicable legal requirements.

Except as otherwise permitted or required by applicable law or regulation, we will only retain personal data for as long as necessary to fulfil the purposes for which it was collected, as required to satisfy any legal, accounting, or reporting obligations, or as necessary to resolve disputes.

Where we may no longer need the entirety of any personal data collected we will apply a process of data minimisation to keep any data necessary for the purposes of future identification only and securely delete or destroy all other data.

Your Rights:

You have the right to access any information we hold about you. We will respond to all requests for information, subject to legal requirements including verification of identity. Before the provision of any information to you we will require sufficient proof of identity and any other information necessary to locate the relevant data. We may charge you a fee for providing copies of your data where permitted by the law.

We will respond to all requests for information and where possible, amend, update or remove personal information.

You also have the right to:

• Request amendments or correction to information held, where any information requires updating or contains inaccuracies;
• Request the deletion of information, however this may not always be possible due to the nature of the services we provide and our legal obligations;
• Request the restriction of processing pending for example updates to your information or verification of our reason for processing;
• Object to our grounds of processing where there is something particular about your situation that makes you wish to object to our lawful basis for processing;
• Make a complaint to the relevant supervisory authority who for the UK is currently the Information Commissioners Office (www.ico.org.uk).

Third Parties:

From time to time, we may include links to third party websites or services from our website. Whilst we endeavour to ensure the suitability or any third party, if you follow a link to any of these sites, please be advised that they will have their privacy policies and we cannot and do not accept responsibility or liability for these policies. Please check any associated policies before further providing and personal information on these sites.

Changes to this notice:

We may make changes to this Statement as required or become necessary in line with changes to relevant legislation and which will be notified on this page. It is therefore important that you check back frequently to ensure you are aware of any changes.

Contact:

We understand that you may have questions about this Statement, our use of your data or that you may wish to make a complaint. In any circumstances please contact our Data Protection Officer using the details at the top of this Statement.

Copyright © 2024 jjFOX Limited. All rights reserved.