Privacy Policy
Who we are and what we do
Who we are
We are Fairfax Management Consultants Limited (trading as “FMC Talent”, “us”, “we”, “our”). We are a limited company registered in England and Wales under registration number 03870447 and we have our registered office at Fairfax House 2 Henley Way, Doddington Road, Lincoln, Lincolnshire, LN6 3QR. We are registered with the UK supervisory authority, Information Commissioner’s Office (“ICO”), in relation to our processing of Personal Data under registration number Z8585261.
What we do
We are in the business of providing recruitment services to technology companies across the globe. We are committed to protecting the privacy and security of the Personal Data we process about you.
Controller
Unless we notify you otherwise, we are the controller of the Personal Data we process about you. This means that we decide what Personal Data to collect and how to process it.
Purpose of this privacy notice
The purpose of this privacy notice is to explain what Personal Data we collect about you and how we process it. This privacy notice also explains your rights, so please read it carefully. If you have any questions, you can contact us using the information provided below under the ‘How to contact us’ section.Who this privacy notice applies to
This privacy notice applies to you if:- Visit our website
- Make an enquiry about our services
- Sign up and use our services, both as an employer and candidate
What Personal Data is
‘Personal Data’ means any information from which someone can be identified either directly or indirectly. For example, you can be identified by your name or an online identifier.‘Special Category Personal Data’ is more sensitive Personal Data and includes information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data for the purposes of uniquely identifying someone, data concerning physical or mental health or data concerning someone’s sex life or sexual orientation.
The type of Personal Data we collect about you will depend on our relationship with you. For the type of Personal Data we collect see the table below in the section entitled ‘Purposes and lawful bases’.
How we collect your Personal Data
Whether you are a candidate, client, supplier or reference, we will collect your personal data through one of the following channels:- Directly from you, over the phone or via internet phone or video call
- Directly from you, face to face
- Directly from you, over email or mail communication
- From third party job websites such as Reed or Indeed
- From third party social websites such as LinkedIn
- From the FMC website – when a form is completed
- From the FMC website – based on your activity
- From other individuals you know, who refer you to us or provide your details as a reference
- Through publicly accessible sources such as your website or social networks
If you visit our website, we will collect information about your engagement with us online via our cookies and similar technologies such as your IP address and geographical location. See our Cookie Notice for more information on our use of cookies and similar technologies.
Additionally, where you are applying to a role internal to FMC, please see our Job Applicant Privacy Notice for more information on how we process your Personal Data throughout the application process.
Purposes and lawful bases
We will only use your Personal Data when the law allows. Please navigate to the relevant section of the table to learn more about how we process your Personal Data. Most commonly, we will use your Personal Data in the following circumstances:| The relevant services we offer | Purpose of Processing | Categories of Personal Data | Lawful Basis |
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Candidates |
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| Find your next job | We will use your data to find you a new job or understand your position in the market and help you achieve the next step in your career. We may contact you by email and/or phone and/or social media in order to do this This includes:
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This may include the following categories of personal data: Name, email address, phone numbers, job title, your LinkedIn profile, location and other contact details. Education details, employment history, salary and other remuneration information, information relating to your status at your current work/employment including related benefits and obligations and personal circumstances related to work. Any extra information you choose to tell us about you, personal/work related interests that you disclose to us during our relationship, health, visa and diversity information – in accordance with laws and requirements |
It is in our legitimate interests to provide our services to you and assist with your job search or placing you within a new role. We will rely upon your explicit consent to process special categories of personal data. In addition, should FMC be subject to any statutory obligations, we will rely on the lawful basis of fulfilling our legal obligations. Should FMC enter into a contract with you, we will rely on the lawful basis of performance of a contract to undertake our obligations. |
| Market mapping/intelligence | We may also use your job search related information to profile the market and for market research. | Name, job title and job history |
It is in our legitimate interests to perform this research to develop our understanding of the job market. |
| Marketing | We may gather insights and knowledge from candidates to be used as marketing data for reports and news production. Additionally, we will send you news and job alerts where you have opted in to do so. |
This will be stated within each request for information, typically this will include location, job title, salary information, any other opinions or details you may provide us with. Contact details such as full name, email and phone numbers. |
Your consent will be sought at the time your personal data is collected. Your consent is collected upon applying for a role and is refreshed two yearly or at the point of meaningful contact. |
| Client and prospective clients | |||
| Recruitment services | To offer you bespoke service and to identify candidates that are right for your organisation. | Name, email address, phone numbers. | It is in our legitimate interests to manage our relationship with you. Performance of the contract we have with you. |
| Headhunting services | To offer you bespoke service and to identify candidates that are right for your organisation. | Name, email address, phone numbers. | It is in our legitimate interests to manage our relationship with you. Performance of the contract we have with you. |
| Outplacement support services. | To assist clients who are making redundancies and offer ‘outplacement support’ to their employees. | Name, email address, phone numbers. | It is in our legitimate interests to grow our relationships with clients further and offer additional services. Performance of the contract we have with you. |
| Marketing | It is in our legitimate interests to grow our relationships with clients further and offer additional services. Performance of the contract we have with you. |
Case studies, name, client. Views and opinions on market trends and changes in your industry. Email address, phone number. |
It is in our legitimate interests to contact organisations we believe would benefit from the services we provide. |
| Suppliers | |||
| Engaging with suppliers | To manage our business relationships and to ensure the contractual arrangements between us runs smoothly and to ensure compliance with legal requirements. | Name, email address, phone numbers, bank or payment details. | It is in our legitimate interests to manage our relationship with you. Performance of the contract we have with you. |
| References | |||
| When placing a candidate | We will initially process your Personal Data to contact you regarding the candidate we are assessing. | Name, contact information. | When your data is initially collected, we rely on our legitimate interests in assisting our candidates. Once you have been contacted, we will seek your consent to process further personal data. |
| Website visitors | |||
| Browsing our website and services. | To monitor use of our website and prevent unauthorised access and modifications to systems. | IP address, your login data, browser type and version, time zone setting and location, and other technology on the devices you use to access this website. | It is in our legitimate interests to monitor the use of our website for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise |
Where Personal Data is processed because it is necessary for the performance of a contract to which you are a party, we will be unable to provide our services without the required information.
Sharing your Personal Data
For some business activities we share your personal data with our carefully selected vendors and third-party service providers, for instance, to store data on our behalf. In addition, we may also share your personal data for the purposes outlined below:Candidate data
Primarily, we will only share your information with prospective employers, once your permission has been given. We may also share your data with third parties where we are subject to a legal obligation or to defend legal claims.
Client related data
Your personal data will remain with FMC and not be shared with third parties outside of the service providers mentioned above. We may however share your contact information with a prospective candidate if we believe they are suitable for a role.
Supplier data
We may occasionally share your information with third parties such as other service providers and organisations.
Reference information
Your personal data may be shared with our clients where they complete the reference checks on candidates.
How long we keep your Personal Data
We will retain your personal data for as long as is necessary to provide you with our services and for a reasonable period thereafter to enable us to meet our contractual and legal obligations and to deal with complaints and claims.At the end of the retention period, your personal data will be securely deleted or anonymised, for example by aggregation with other data, so that it can be used in a non-identifiable way for statistical analysis and business planning.
International Transfers
Your Personal Data may be processed outside of the UK. This is because the organisations we use to provide our service to you are based outside the UK.We have taken appropriate steps to ensure that the Personal Data processed outside the UK has an essentially equivalent level of protection to that guaranteed in the UK. We do this by ensuring that:
- Your Personal Data is only processed in a country which the Secretary of State has confirmed has an adequate level of protection (an adequacy regulation), including privacy frameworks, such as the UK Extension to the EU-U.S. Data Privacy Framework, or
- We enter into an International Data Transfer Agreement or International Data Transfer Addendum with Standard Contractual Clauses with the receiving organisation and adopt supplementary measures, where necessary.
Your rights and how to complain
You have certain rights in relation to the processing of your Personal Data, including to:Right to be informed
You have the right to know what personal data we collect about you, how we use it, for what purpose and in accordance with which lawful basis, who we share it with and how long we keep it. We use our privacy notice to explain this.
Right of access (commonly known as a “Subject Access Request”)
You have the right to receive a copy of the Personal Data we hold about you.
Right to rectification
You have the right to have any incomplete or inaccurate information we hold about you corrected.
Right to erasure (commonly known as the right to be forgotten)
You have the right to ask us to delete your Personal Data.
Right to object to processing
You have the right to object to us processing your Personal Data. If you object to us using your Personal Data for marketing purposes, we will stop sending you marketing material.
Right to restrict processing
You have the right to restrict our use of your Personal Data.
Right to portability
You have the right to ask us to transfer your Personal Data to another party.
Automated decision-making
You have the right not to be subject to a decision based solely on automated processing which will significantly affect you. We do not use automated decision-making.
Right to withdraw consent
If you have provided your consent for us to process your Personal Data for a specific purpose, you have the right to withdraw your consent at any time. If you do withdraw your consent, we will no longer process your information for the purpose(s) you originally agreed to, unless we are permitted by law to do so.
Right to lodge a complaint
You have the right to lodge a complaint with the relevant supervisory authority, if you are concerned about the way in which we are handling your Personal Data. The supervisory authority in the UK is the Information Commissioner’s Office who can be contacted online at:
Contact us | ICO
How to exercise your rights
You will not usually need to pay a fee to exercise any of the above rights. However, we may charge a reasonable fee if your request is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.If you wish to exercise your rights, you may contact us using the details set out below within the section called ‘How to contact us and our Data Protection Officer’. We may need to request specific information from you to confirm your identity before we can process your request. Once in receipt of this, we will process your request without undue delay and within one month. In some cases, such as with complex requests, it may take us longer than this and, if so, we will keep you updated.
How to contact us
If you wish to contact us in relation to this privacy notice or if you wish to exercise any of your rights outlined above, please contact us as follows:FMC Talent, Fairfax House, 2 Henley Way, Lincoln, LN6 3QR
+44 (0) 1522 695 011
info@fmctalent.com
Changes to this privacy notice
We may update this notice (and any supplemental privacy notice), from time to time as shown below. We will notify you of the changes where required by applicable law to do so.Last modified November 2024.