Flat Fee Recruiter Limited is committed to protecting and keeping confidential information that we collect and that you provide to us, subject to certain responsibilities as set out below:
We ask that you read this Privacy Statement carefully as it contains information about how and why we collect, store, use and share personal information, your rights in relation to your personal information, and how to make contact to us if you have a complaint.
Flat Fee Recruiter Ltd is an online recruitment business registered in England and Wales.
The registered office is at:5 Feast Field, Horsforth, Leeds, West Yorkshire, LS19 4TJ.
Flat Fee Recruiter collects and uses certain personal professional information about you. When it does, it is regulated under the General Data Protection Regulations (GDPR), by the Information Commissioner Office (ICO) and is responsible as a controller and for that personal information. Our registration number on the Data Protection Register is ZA270962.
Who this Privacy Statement is for:
The information outlined in this Privacy Statement is for the personal data of visitors to this website, a client who uses our services, a potential customer, supplier or third party who has either; shown an interest in our business or that we have identified as having a legitimate interest due to their recruiting habits.
This Privacy Statement is NOT for job seekers or candidates who are interested in any vacancies that we may advertise on behalf of our clients. Please visit https://flatfeerecruiter.co.uk/privacy-policy-job-seeker/ to read our Privacy Statement for Job Seekers
The client is the Data Controller for candidate data under the GDPR, meaning that such party controls the matters such as Personal Data collected for candidates as well as the determination of the purposes and means of the processing. Flat Fee Recruiter is the Data Processor for candidate data. The privacy statement pertaining to how Flat Fee Recruiter collects, uses, stores this data and how candidates can control and manage what Flat Fee Recruiter and its clients (as the data controller) has access to, can be found on the Candidate Privacy Statement.
The Kind of Personal Data We Collect:
Flat Fee Recruiter may collect the personal details from individuals but will only rely on such a ground where an assessment has been performed balancing the interests and rights involved and the necessity of the processing in order to provide our services, products and features to you.
Most of our services do not require any form of registration, allowing you to visit our site without telling us who you are. However, some services may require you to provide us with Personal Data (name, email address, company name and phone number). In these situations, if you choose to withhold any Personal Data requested by us, it may not be possible to respond to your query.
You may also provide us with information by corresponding with us by phone or email or otherwise. This will include information you provide when you register for an account, ask for a quote or enter into a contract for the supply of services.
The personal information that we collect is minimal and may include your name, job title, business address, business e-mail, company registration number, company and/or mobile phone number, financial and credit card information and other information that will enable us to communicate and deliver our service to you and to process payment.
How We Use the Information We Collect
We use the information that we collect in several ways to provide our service and operate the Flat Fee Recruiter business:
We send messages regarding technical notifications and service updates. You can fully control what notifications and updates you want to receive. We may also send you administration and service-related messages that are part of the service.
We may send you messages or call you regarding new product features, promotional offers or helpful tips on using the product or service, and to offer training and support. Subject to any applicable local laws and requirements, we will not seek your consent when sending marketing materials. If you are not happy about this, you can opt out of these messages and calls at any time.
We may use third-party software and services to assist us in relation to the processing of our marketing communications, but we will ensure that we have confidential agreements in place and will never disclose your information to third parties for them to use for their own marketing purposes
We may use your company name or logo for public relations, however, this information is not linked to any personally identifiable information. Where we do have your explicit consent, or you have given us a review publicly, we may use your name and other information on our marketing and sales collateral.
We use the information to allow our clients to advertise and recruit by using the features of the Flat Fee Recruiter Service and the associated FFATS platform. We also use the information to operate, maintain, enhance and provide all the features of the service that Flat Fee Recruiter provides.
3. Payments and Billing
We collect payment and billing data from Flat Fee Recruiter customers for the fulfilment of payments for the service.
4. Improvements & Analytics
We use the information to understand and analyse the trends, preferences and service requirements of our customers to improve our service and develop new products and services.
How We Collect Your Personal Data
There are three main ways in which we collect your personal data:
1. Directly from you
As we are both working towards the same goal (to help you attract the best candidates for your vacancies). We will receive data directly from you in two ways:
A) Where you have proactively contacted us (usually by phone or email)
B) Where we contact you, either by phone, post or email or through our business development activities more generally.
2. Personal data we receive from other sources
In accordance with any local laws and requirements, we may seek additional information about you or other staff members from other sources. This is usually for market research and other market intelligence and may be from:
• Delegates lists at relevant events
• Third-party market research and data providers
• Online research
3. Personal data we collect from our website (Cookies and IP Addresses)
We use IP addresses to analyse trends, administer the site, track user’s movement, and gather broad demographic information for aggregate use. IP addresses are not linked to personally identifiable information.
Flat Fee Recruiter website also collects cookies which is a small file that is downloaded to your device when you visit our website (if you allow). This enables the site or service provider’s systems to recognise your browser, capture and remember certain information.
We use these cookies for normal website functions and analytics including counting visitors and their behaviour. The cookies that we use do not identify any personal data. We may contract third-party service providers to assist us in better understanding our site visitors. These service providers are not permitted to use the information collected on our behalf except to help us conduct and improve our business.
Cookies are also used to store current session/login information for the FFATS recruitment platform.
How Your Data May be Shared with Third Parties
Flat Fee Recruiter Limited is the sole owner of the information collected directly from you, from this website or by third-party suppliers or websites that we subscribe to and we will not sell or rent this information to others.
If we are working on your vacancies in conjunction with other professionals who are advising you, including HR Consultants, Employment Lawyers etc, we will assume, unless you notify us otherwise, that we share and disclose relevant personal data and information about your recruitment matters to them, if we feel it is appropriate and necessary.
We will share your company name with the candidates who apply for your role at the point that they apply for a vacancy. Your email address (which you use to access the recruitment system) will be shared with the candidates when you choose to email and communicate with the candidates about your vacancy.
There may also be occasions where we are under a legal duty to share personal information with law enforcement or other authorities such as Legal Ombudsman, Information Commissioner and ACAS. Occasionally some of our client files may be audited strictly confidentially by external auditors or consultants to make sure we meet our legal, quality and financial management standards.
We may also disclose information to HM Land Registry, HM Revenue and Customs and other government agencies. Some information may be disclosed to our professional indemnity insurers and to our financial auditors if required.
How We Store Your Data
Flat Fee Recruiter uses technical, physical, and administrative security measures to reduce the risk of loss, misuse, unauthorised access, disclosure or modification of your information. We will endeavour to ensure your data is transmitted to us using the best practice approaches. It is important to note that any data you transfer to us is at your own risk.
All IT providers we use are subject to strict confidentiality agreements with Flat Fee Recruiter and we will ensure that they meet GDPR obligations in relation to the service they provide to us.
All the personal information that we collect, or you provide to us, is kept in the UK and we will not transfer any of your personal data to another country outside of the EEU unless you specifically instruct us to do so.
Furthermore, we limit access to your personal information within our business to those who have a genuine business reason to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
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.
How Long Your Personal Data Will be Kept
We will digitally hold your personal data including your name, company name, company address and business contact details plus your history and notes of conversations that we have had for a period of time, depending on the nature of your relationship with Flat Fee Recruiter, but for no more than 7 years since your last engagement with us.
After this period of time, your data record will be deleted, unless we contact you to confirm other arrangements or if you contact us to request your file at an earlier date.
To meet our regulatory requirements, we may be required to retain basic information about you to include your name, company name and company address on our database for a longer period of time.
We respect your privacy rights and provide you with reasonable access to the personal or professional data that we may hold on you. If you wish to amend or access any data or request that we delete any information about you that we have obtained, you may contact us, and your request will be processed.
You may also update, correct or delete your account information and preferences at any time by accessing your accounts settings page on the FFATS recruitment system.
Please note that while any changes you make will be reflected in active user databases instantly, or within a reasonable timeframe, we may retain some information you submit for backups, archiving, prevention of fraud and abuse, analytics or legal obligations.
At any time, you may object to the processing of your personal data on legitimate grounds, except if otherwise permitted by applicable law.
If you would like to exercise any of these rights, please email, call or write to Lis Wilson who is responsible for data protection compliance of Flat Fee Recruiter. You should let us have sufficient information to identify you and let us know the information to which your request relates, including any matter or reference numbers you have.
Making a Complaint
We hope that we can resolve any query or concern you raise about our use of your information.
The GDPR also gives you right to lodge a complaint with the Information Commissioner, who is the supervisory authority for data protection in the UK. They may be contacted at www.ico.org.uk or telephone 0303 123 1113.
Children’s Online Privacy Protection Act
We do not collect any information from anyone under 13 years of age. Our website, products and services are all directed to people who are at least 13 years old or older.
Changes to this Data Protection Privacy Notice
We may change this notice from time to time. When we do, we will inform you via our website or by direct communication with you (if there is a substantial change).
Please contact Lis Wilson if you have any questions about this notice or the information we hold about you.
If you wish to contact us, please send a letter marked for the attention of:
Data Protection Executive,
5 Feast Field,
Leeds, LS18 4TJ
or call 0113 322 7243 or
email: [email protected]
If you would like this notice in a different format, please let us know.