Ruebik Ltd “Ruebik” provides Executive Search and Talent Pipelining services to its clients and candidates. Ruebik must process personal data (including sensitive personal data) so that it can provide these services – in doing so, Ruebik acts as a data controller.
You may give your personal details to Ruebik directly, such as on an application or registration form or via our website, or we may collect them from another source such as a jobs board.
Ruebik must have a legal basis for processing your personal data. For the purposes of providing you with services and/or information relating to roles relevant to you, we will only use your personal data in accordance with the terms of the following statement.
1. Collection and use of personal data
a. Ruebik of processing and legal basis
Ruebik will collect your personal data (which may include sensitive personal data) and will process your personal data for the purposes of providing you with your agreed services. The legal bases we rely upon to offer these services to you are either:
• Legitimate interest
• Statutory/contractual requirement
b. Legitimate interest
Where Ruebik has relied on a legitimate interest to process your personal data our legitimate interests is/are as follows: Where the interests of the data subject are expressively aligned with Ruebik’s services.
c. Recipient/s of data
Ruebik will process your personal data and/or sensitive personal data with relevant third parties only when necessary, with your explicit consent, and in direct relation to Ruebik’s services.
d. Statutory/contractual requirement
Your personal data may be required by law and/or a contractual requirement (e.g. our client may require this personal data), and/or a requirement necessary to enter into a contract. You are obliged to provide the personal data and if you do not the consequences of failure to provide the data may result in Ruebik ceasing the agreed services.
2. Overseas Transfers
Ruebik may transfer only the information you provide to us to countries outside the European Economic Area (‘EEA’) for the purposes of providing you with the agreed services. We will take steps to ensure adequate protections are in place to ensure the security of your information. The EEA comprises the EU member states plus Norway, Iceland and Liechtenstein.
3. Data retention
Ruebik will retain your personal data only for as long as is necessary. Different laws require us to keep different data for different periods of time.
The Conduct of Employment Agencies and Employment Businesses Regulations 2003, require us to keep candidate records for at least one year from (a) the date of their creation or (b) after the date on which we last provide you with Executive Search services, specifically.
We must also keep your payroll records, holiday pay, sick pay and pensions auto-enrolment records for as long as is legally required by HMRC and associated national minimum wage, social security and tax legislation.
4. Your rights
Please be aware that you have the following data protection rights:
• The right to be informed about the personal data the Company processes on you;
• The right of access to the personal data the Company processes on you;
• The right to rectification of your personal data;
• The right to the erasure of your personal data in certain circumstances;
• The right to restrict the processing of your personal data;
• The right to data portability in certain circumstances;
• The right to object to the processing of your personal data that was based on public or legitimate interest;
• The right not to be subjected to automated decision making and profiling; and
• The right to withdraw consent at any time.
Where you have consented to the Company processing your personal and sensitive personal data you have the right to withdraw that consent at any time by contacting Joseph Williams, Chief Operating Officer.
5. Complaints or queries
If you wish to complain about this privacy notice or any of the procedures set out in it please contact Joseph Williams, Chief Operating Officer of Ruebik Ltd on firstname.lastname@example.org.
You also have the right to raise concerns with Information Commissioner’s Office on 0303 123 1113 or at https://ico.org.uk/concerns/, or any other relevant supervisory authority should your personal data be processed outside of the UK, if you believe that your data protection rights have not been adhered to.