Transparency Notice

Avencia Consulting Services Limited (we), is registered with company number 10932950 with  registered office No. 1 Spinningfields, Hardman Square, Manchester, England, M3 3EB

1. What is the purpose of this document?
   1. This transparency notice describes how we collect and use personal information about you during and after your relationship with us.
   2. Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). There are special categories of more sensitive personal data which require a higher level of protection.
   3. We are a "data controller". This means that we are responsible for deciding how we hold and use personal information about you and explaining it clearly to you.
   4. This notice applies to temporary, permanent and fixed term contractors and candidates.
   5. To discuss the content of this notice or how we use and protect your information, or to exercise any of your rights in respect of your personal information, please contact avenciasupport@avenciaconsulting.com.
2. How will we collect your personal information?
   1. We will collect information throughout the application and recruitment process, either directly from you or from a recruitment agency, background check provider, job boards or other referrers.
   2. We collect information from other companies within the Oliver James Group.
   3. We will sometimes collect additional information from third parties including former employers, credit reference agencies or other background check agencies, including social media sites such as LinkedIn.
   4. We will collect feedback from our clients on your performance during the course of your engagement.
3. What personal information are we collecting?

   We will collect, store and use the following categories of personal information about you:

   1. Generic contact information
      1. Contact information such as home and work address; home and work telephone numbers; mobile telephone numbers; email addresses; social media account details; Skype and landline details.
      2. Other personal details such user IDs; business contact information; job or position title; business title; job type or code; business site; corporate data relating to third parties and their representatives.
   2. Financial data

      Credit card information; bank account details; salary and benefits information.

   3. Family, lifestyle and social circumstances data

      Marital or parental status; related persons data; name and contact information of dependents or beneficiaries including home address; home and work telephone numbers; mobile telephone numbers; beneficiary information; dependent information; date of birth; gender; emergency contacts.

   4. HR data General HR data;

      Certification information; probation period and employment duration information; job or position title; business title; job type or code; business site; company, supervisory, cost centre and region affiliation; work schedule and status (full-time or part-time, regular or temporary) employee identification information; education, language(s) and special competencies; compensation and related information (including pay type and information regarding raises and salary adjustments); salary; payroll information; government tax reporting information; benefits; allowance, bonus, commission and stock plan information; leave of absence information; employment history; work experience information; information on internal project appointments; accomplishment and credentials information; appraisals; employment applications and resumes; training and development information; award information; membership information; date of birth; gender.

   5. Communications data

      Domain names; IP addresses; billing and invoicing data; log data e.g. time stamps, duration, subject, recipient, sender; communications content data which relates to or identifies an individual, including IM, email, and voice recordings.

   6. Corporate data

      [In the following jurisdictions, Personal Data also includes corporate data (i.e. any data that relates to and specifically identifies a corporation): Austria, Czech Republic, Greece, Iceland, Italy, Liechtenstein, Norway (credit information agencies only) and Switzerland. Include descriptions of corporate data to extent any such data is being transferred in the aforementioned jurisdictions].

4. For what purpose will we use your personal information?
   1. We will only use your personal information for the purposes you were told when we collected it. If we need to use your personal information for another purpose, we will notify you and we will explain the legal basis which allows us to do so.
   2. We will use your personal information for the purpose of placing you in position with the client for whom you have agreed to work and to manage that engagement.
   1. We may use your personal information to contact you (including by email, text or other means) about jobs that we think you may be interested in, so long as our activities do not disproportionately intrude into your right to privacy or where you have provided consent for us to use your information.
   3. We will also use your personal information to:
      1. check you are legally entitled to work in the UK;
      2. ascertain your fitness to work and suitability for a role;
      3. ensure that if you are placed on a temporary assignment we are able to make all applicable and associated payments to you.
      4. carry out pre-employment screening checks;
      5. verify information about you which we may do using publically available sources;
      6. monitor your use of our information and communication systems to ensure compliance with our IT policies;
      7. ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution; and
      8. conducting data analytics studies to review and better understand employee retention and attrition rates.
5. Particularly sensitive personal information
   1. We will collect, store and use the following sensitive personal information about you :
      1. information about your physical or mental health, or disability status, as necessary for recording sickness absence or for the purpose of making reasonable adjustments;
      2. information about your race or national ethnic origin, religious, philosophical or moral beliefs, or sexual orientation to ensure meaningful equal opportunity and diversity and inclusion monitoring and reporting; and
      3. information relating to criminal convictions if it is appropriate given the nature of the role and where we are required to carry out a DBS check.
6. What are the legal bases for us to use your personal information?
   1. In the usual course of our business, we will only use your personal information with your consent.
   2. We may also use your personal information in the following situations, which are likely to be rare:
      1. where we need to protect your vital interests or someone else's interests, and it is not practical to obtain your consent (for example, a medical emergency);
      2. if we are required to do so under a legal obligation.
7. If you fail to provide personal information or withdraw consent
   1. If you fail to provide certain information when requested, we may not be able to place you with a client.
   2. If you withdraw consent for processing during the course of your engagement with a client we will only continue to process information to the extent necessary to complete the contract with the client.
8. Who are we going to share your personal data with and for what purpose will they use your personal information?
   1. We will share your personal information with the Client and they will process personal information about you for their own purpose:
   2. Except as set out below, we only share your personal data as required by law, or with your consent.
   3. We may share your data with third-party service providers (including contractors and designated agents), and other businesses that provide certain services on our behalf. The following activities are carried out by third-party service providers: IT support, mailing services, payroll and website hosting, and Talentlink (our talent management and acquisition software).
   4. All of our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes.
9. Where will we store your personal information?
   1. We will store your information on our database and within Talentlink which is held on secure servers in our within the EEA.
10. Data Security
    1. We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
11. Data Retention
    1. How long will we use your personal information for?
    2. We will only keep your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. We will keep your personal data for the active life of your engagement plus 2 years after which it will be automatically deleted from Talentlink, in accordance with our retention policy.
12. Your rights in relation to our processing of your personal data
    1. Your duty to inform us of changes.
    2. It is important that the personal information we hold about you is accurate and up to date. Please keep us informed if any of your personal information changes during your relationship with us.
    3. Your rights in connection with your personal information
       1. You have the right to be informed about what we are doing with your personal data. If we change what we are doing we will provide you with an updated version of this notice.
       2. You have the right to object to the processing of your personal data.
       3. You have the right to 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.
       4. You have the right to request us to update the personal information we hold about you.
       5. You have the right to request us to delete the information we hold about you. If you ask us to delete your personal information we will not be able to provide our services to you.
       6. You have the right to ask us to stop processing personal information where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground.
       7. You have the right to ask us to restrict how we use your personal data for a period of time. If you ask us to restrict our use of your personal data, we may not be able to provide you with our services.
       8. You have the right to request us to send another organisation, information that you have provided to us in a format that can be read by computer.
    4. If you want to exercise your rights please contact us in writing.
    5. 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).
    6. If you consider that we have not acted properly when using your personal information you can contact the Information Commissioner's Office: ico.org.uk.
13. Changes to this transparency notice
    1. We reserve the right to update this transparency notice at any time, and we will provide you with a new transparency notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

Last Updated: 14 February 2024