BAY Hill Recruitment Privacy Policy 1 March 2025
Privacy Notice
BAY Hill Recruitment (‘we’, ‘us’ and ‘our’) is committed to respecting and the protection of your privacy and personal data. This notice outlines which personal data we collect from you, which you provide us, and the basis which it will be processed.
Your rights under the General Data Protection Regulations and the Data Protection Act 2018 are outlined in this notice. The following notice sets out our practices regarding your personal data and how we will treat it. The data controller is BAY Hill Recruitment Limited of 9 St Anthony’s Court, Fairbank Avenue, Orpington, BR6 8LG. Our Data Protection Officer is Benjamin Yip, Managing Director. If you have any questions about this Privacy Policy, please contact Benjamin Yip using the details set out below.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Who we are and what we do:
BAY Hill Recruitment is a recruitment agency and business, defined in the Employment Agencies and Employment Businesses Regulations 2003. The business collects the following types of personal data to facilitate our business: prospective and live client contacts; prospective candidates for permanent positions; candidates who we have placed before; supplier contacts who support the running of our operations. The information we collect allows us to perform our core business activities.
The information you give to us or may collect about you:
The information that you give us may include personal information such as your name, personal & professional telephone numbers, personal & professional e-mail addresses, financial information, compliance documentation, verification documentation with regard to academic & practical qualifications, your curriculum vitae, your professional profiles available in the public domain, as well as personal recommendations.
The information that we may collect about you may be drawn from corporate websites, profiles in the public domain, personal recommendations and business cards. We may also process information obtained from credit reference agencies.
Other instances where you will provide your information may include any information submitted when you complete and return a registration form to use BAY Hill Recruitment’s services, enter our database, and when you report an issue with our website.
Special Category Data & Consent:
The General Data Protection Regulation defines special category data as personal data that reveals: racial or ethnic origin; political opinions; religious or philosophical beliefs; trade union membership; genetic data; biometric data; data concerning health; data concerning a person’s sex life; data concerning a person’s sexual orientation.
As a data processor, we rely on explicit consent to be able process special category data. The only special category data that we process is related to health & disability for the purpose of considering any reasonable adjustments that may be required for the data subject in the event of proceeding to assessment and interview.
If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services). In this case, we may have to cancel the service you have with us but we will notify you if this is the case at the time.
Purposes & legal basis for processing your data:
We use information held about you to carry out any obligation arising from contracts we intend to enter into, or have already entered into, between you and BAY Hill Recruitment to provide you with the services.
BAY Hill Recruitment’s core service offering is the introduction of candidates to our clients for the purpose of permanent employment. In a wider context, it includes a consultative service to support the progression of a candidate, or the expansion of a client’s business.
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
· Where we need to perform the contract we are about to enter into or have entered into with you;
· Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests; or
· Where we need to comply with a legal obligation
Consent to process data:
BAY Hill Recruitment may, from time to time, request your consent to process your data. Generally, we do not rely on consent as a legal basis for processing your personal data, save in instances of processing special category data where consent is a legal requirement. However, we believe that the sensitive nature of our services compels us to require consent for any instructions from candidates, including submitting candidate profiles or Curriculum Vitae to our clients. This consent may be given orally; however, we request all oral consent to be confirmed in writing. These responses will be recorded on our system. You have the right to withdraw your consent to this processing at any time. It is our position that our internal standards therefore exceeds the legal threshold.
Legitimate Business Interests:
BAY Hill Recruitment is a recruitment business and, as such, we introduce candidates to clients for permanent employment. The exchange of data of our candidates and client contacts is, therefore, an essential component of the recruitment process. In order to aid clients with candidate sourcing requirements, or to assist the development of our candidate’s careers, it is necessary for us to maintain a database of client and candidate personal data. This includes historical and current information in regards to hiring campaigns.
Cookies:
Our website utilises cookies to improve our site and improve the user experience. For more information and the purposes of the cookies we use, please see our Cookie policy.
Third Party links and websites
This website may include links to third party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third party websites and are not responsible for their privacy statements. We encourage you to read the privacy policy of every website you visit.
Disclosure of information inside:
We will share personal information with selected third parties. These may include clients, for the introduction of candidates; candidates, for the purpose of facilitating the engagement process; search engine optimisation; credit reference agencies, where this is a condition of us entering into a contract.
Disclosure of personal information to third parties will occur when we are under a duty to disclose or share your personal data to comply with any legal obligation, or to enforce or apply our terms of supply of services or other agreements, to protect the property, safety or rights of BAY Hill Recruitment or its clients. This includes the exchange of information pursuant to the purposes of fraud and credit risk protection. Personal data will be disclosed in the event of sale of BAY Hill Recruitment, or substantially all of its assets, to a third party buyer. In this case, personal data held by it about its customers or clients will form part of the transfer of business assets.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third parties to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
Where we store and process your personal data:
At present, all collected data from you is held at a destination within the European Economic Area. It may be transferred to third parties registered outside of the European Economic Area only if the recipient country offers an equivalent level of data protection as in the EU, for the purpose of fulfilling our recruitment mandates. By submitting your personal data, you agree to the storing, processing and transfer of this data. Bay Hill Recruitment takes all reasonably necessary steps to ensure all data is treated and stored securely in line with this privacy notice.
All information provided to us is stored on secure servers. We use strict procedures and security measures in our best effort to reduce the risk of unauthorised access, though this is not guaranteed. Any transmission of data to us is at your own risk.
Data security:
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Retention of personal data:
BAY Hill Recruitment has a legal duty to retain data only so far as it is needed and relevant to our legitimate business interests, and that you consent for us to retain it in the case of special category data. We distinguish between different types of data and use these to determine whether your data should be retained. We examine the nature of the personal data, whether it is up to date, our legal and contractual obligations, and the stage a candidate has reached. This data may be consolidated and deleted, retaining only essential information for financial records only.
In some circumstances we will anonymise your personal data (so it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
Your rights:
The General Data Protection Regulation and the Data Protection Act 2018 provides data subjects with the right to request the following:
· Request access to your personal information.
· Request to correct the personal information we have, allowing you to amend any incomplete or inaccurate information we may have.
· Request to erase the personal information we have, allowing you to ask us to remove any data when there is an absence of good reason for us to continue processing it.
· Object to processing, allowing you to object to our processing of your data when relying on legitimate business interests should you have a circumstance which makes you want to object on this ground.
· Request to restrict processing, allowing you to request a suspension of processing information about you should you wish to establish its accuracy or the reason for processing.
· Request the transfer of information to another party, in certain formats if practicable.
· Right to make a complaint to the Information Commissioner’s Office (ICO), contactable through: https://ico.org.uk/make-a-complaint/
If you wish to exercise any of the rights set out above please contact us directly at privacy@bhrsearch.com.
What we may need from you:
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond:
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Changes to our privacy notice:
Any future changes to this privacy notice will be posted here, or communicated via email where appropriate.