SearchTribes Privacy Policy

1. General

SearchTribes Limited (SearchTribes) is the Data Controller of the personal data that you provide to us or that we receive. SearchTribes is registered with company number 7432025 and our registered address is 168, Church Road, Hove, East Sussex, BN3 2DL. Our ICO registration number is Z2670999.


SearchTribes is committed to protecting and respecting your privacy. This notice sets out the basis on which any personal data we collect from you, or that you provide us, will be processed by us.


2. Right to Object

You have a legal right to object at any time to:

  • Use of your personal information for direct marketing purposes.

  • The processing of your personal information which is based on our legitimate interests, unless there are compelling legitimate grounds for our continued processing.

3. Who We Are and What We Do


We are a recruitment agency that operates a recruitment business. We collect personal data from the following types of people to allow us to undertake our business:

  • Prospective and placed candidates for permanent and contract roles.

  • Prospective and live client contacts.

  • Supplier contacts to support our services
.

4. Types of Data We Collect


In order to undertake our business we need to process certain information.
The information about you we may collect, hold and process:

  • Name.

  • Contact details such as an address, email and telephone number.

  • Education details.

  • Employment history.

  • Salary information.

  • Immigration status.

  • Reference and background checks.

  • Other relevant information you may choose to share.


Where appropriate, and in accordance with local laws and requirements, we may also collect information related to diversity, security clearance status or details of any criminal convictions.


If you are a SearchTribes client, we need to collect and use information about you, or individuals at your organisation, in the course of providing you with our recruitment services. This can include finding candidates to fill your roles, providing you with internal recruitment services or notifying you of content published by SearchTribes which may be relevant to you.


SearchTribes will also in accordance with data protection laws store information relating to previous dealings with us, including job applications, email and telephone communications, job interviews and placements.


We collect a limited amount of data from the users of our website which we use to help us to improve your experience when using our website and to help us manage the services we provide. This includes information such as how you use our website, the most popular referrers and website responsiveness.

5. Where We Obtain Your Information


We may obtain candidate information:

  • When you register or apply for jobs.

  • When you correspond with us by phone, email or otherwise.

  • When you visit our website.

  • When you register your CV on a job board and it matches certain criteria.

  • When you apply for a role via a job board.

  • When you are referred by a friend or colleague.

  • Through your online profiles.


When we obtain your information from external sources such as LinkedIn, corporate websites and job boards we will contact you within a reasonable timeframe to ensure that our services are appropriate or relevant to you.


There are two main ways in which we collect client data:

  • Directly from you.

  • From third parties such as candidates, online search engines, online job boards, LinkedIn and networking.

6. Data Retention


The length of time we will hold or store your personal information will depend on the services we perform for you and for how long you require these. As we often support candidates with placements over an extended period the purpose for which we retain data is often an ongoing purpose. We periodically conduct data-cleansing and updating exercises with our candidates to ensure that:

  • The data that we hold is accurate.

  • We are not holding data for too long.

  • The data remains relevant for the purposes for which it was collected.


We will consider there to be meaningful contact with you if you submit your updated CV, apply for jobs or we receive an updated CV from a job board. We will also consider it meaningful contact if you communicate with us about potential roles, either by verbal or written communication or engage with any of our marketing communications.


Under data protection regulations (GDPR), we are required to keep the data we hold accurate and, where necessary, up to date. As such, we may contact you to ensure your data is up to date and accurate.


We endeavour to permanently erase your personal data on expiration of the retention period or where we receive a valid request from you to do so.


For a list of all data categories and retention periods, please contact data@searchtribes.com.


7. Legal Basis for Processing


Our legal basis for the processing of personal data is our legitimate business interests, described in more detail below, although we will also rely on contract, legal obligation and consent for specific uses of data.


We will rely on contractual provisions if there is a legal document between the parties.


We will rely on legal obligation if we are legally required to hold information on you to fulfil our legal obligations.


We will, in some circumstances, rely on consent for particular uses of your data and you will be asked for your express consent, if legally required.


8. Legitimate Interests

At SearchTribes, we take data privacy seriously and will only use your personal information for administration purposes and to provide our recruitment services. The information we collect is used to provide our services to you in our capacity as a recruitment agency or onsite recruitment provider to find you suitable work whether on a permanent or temporary basis based on your requirements.


It’s reasonable to expect that, if you are looking for employment or have posted your professional CV information on a job board or professional networking site, you recognise that it is fair to collect that public information and use your personal data to provide our recruitment services, assess your skills against our live vacancies and to contact you in order to propose relevant roles or available opportunities.


We may also need to use your data for our internal administrative activities.

During the job offer process, the potential hiring company may also want to confirm your references, qualifications and criminal record.


9. Data Storage and Processing


All of the personal data we hold about you will be processed consistent with EU data protection legislation and, in particular, GDPR. We take all reasonable steps to ensure that your personal data is processed securely and prevent unauthorised access to, and misuse of your personal data.


10. Data Sharing


As required under GDPR, we will only share your information with a particular client when you give express written or verbal consent.


Trusted Third Parties


We may share your personal information with trusted third parties where we have retained them to provide services that our clients have requested, such as:

  • Employment reference checking.

  • Qualification checking.

  • Psychometric evaluations or skills tests.


We require that all such third parties are GDPR compliant.  

11. Your Rights in Respect to Your Information


You have certain rights in relation to personal information we hold about you. Details of these rights and how to exercise them are set out below. We will require evidence of your identity before we are able to act on your request.


You have the right at any time to ask us for a copy of the personal information about you that we hold.

Where we have good reason, and if the GDPR permits, we can refuse your request for a copy of your personal information, or certain elements of the request. If we refuse your request or any element of it, we will provide you with our reasons for doing so.


12. Right of Correction or Completion


If personal information we hold about you is not accurate, out of date or incomplete, you have a right to have the data rectified, updated or completed. You can let us know by contacting us at data@searchtribes.com.


13. Right of Erasure

In certain circumstances, you have the right to request that personal information we hold about you is erased.
 Right to Object to or Restrict Processing
In certain circumstances, you have the right to object to our processing of your personal information by contacting us at data@searchtribes.com. For example, if we are processing your information on the basis of our legitimate interests and there are no compelling legitimate grounds for our processing which override your rights and interests.

You also have the right to object to use of your personal information for direct marketing purposes.
You may also have the right to restrict our use of your personal information, such as in circumstances where you have challenged the accuracy of the information and during the period where we are verifying its accuracy.


14. Right to Object to or Restrict Processing


In certain circumstances, you have the right to object to our processing of your personal information by contacting us at data@searchtribes.com. For example, if we are processing your information on the basis of our legitimate interests and there are no compelling legitimate grounds for our processing which override your rights and interests. You also have the right to object to use of your personal information for direct marketing purposes.


You may also have the right to restrict our use of your personal information, such as in circumstances where you have challenged the accuracy of the information and during the period where we are verifying its accuracy.

15. Right of Data Portability


In certain instances, you have a right to receive any personal information that we hold about you in a structured, commonly used and machine-readable format. You can ask us to transmit that information to you or directly to a third-party organisation.
 The above right exists only in respect of personal information that:

  • You have provided to us previously.

  • Is processed by us using automated means.


Please note we are not able to guarantee technical compatibility with a third party organisation’s systems and, in certain circumstances, we may be unable to comply with requests that relate to personal information of others without their consent.


You can exercise any of the above rights by contacting us using any of the methods identified in this Privacy Notice.


Please be aware that most of the above rights are subject to limitations and exceptions. We will provide reasons if we are unable to comply with any request for the exercise of your rights.

16. Data Subject Access Requests


You may ask us to confirm what information we hold about you at any time, and request us to modify, update or delete such information. If you wish to access your data at any time, there will be no administration charge and the request will be fulfilled as set out in the relevant data protection legislation appropriate to the jurisdiction. To make such a request, please email data@searchtribes.com.


17. Marketing Consent


From time to time we would like to send you details of reports, promotions, offers, networking and client events and general information about the industry sectors which we think might be of interest to you. We will only contact you for marketing purposes if you have consented. Should you receive any material in error please email data@searchtribes.com.


18. Changes to our Privacy Notice


Any changes we make to our privacy notice in the future will be posted on this page and, where appropriate, notified to you by email. Please check back frequently to see any updates or changes to our privacy notice.


19. Regulatory and Law Enforcement Agencies


In the event that we receive a request from a regulatory body or law enforcement agency and, if permitted under GDPR or other applicable laws, we may disclose certain personal information to such bodies or agencies.


20. Concerns


If you have a concern about the way we are collecting or using your personal data, please raise your concern with us in the first instance, alternatively contact the Information Commissioner's Office at https://ico.org.uk/make-a-complaint.


21. Contact

Please address any questions or requests regarding our data processing practices to data@searchtribes.com.