Lamprell Legal Recruitment Limited (LLR) is a specialist legal recruitment agency that focuses on placing qualified lawyers into roles within private practice. We predominantly work on permanent vacancies but on occasion are able to assist with fixed term contract and paralegal assignments. We are based at Moor Place, 1 Fore Street, Moorgate, London, EC2Y 9DT.
This Data Protection Policy refers to our commitment to treat information of candidates, clients, employees and other interested parties with the utmost care and confidentiality. With this policy, we ensure that we gather, store and handle data fairly, transparently and with respect towards individual rights.
What does this Policy cover?
- This policy covers the personal data we collect, how we collect/store/use your personal data and how long we retain your information. It will explain the legal basis for why we hold your personal data and who we may share it with.
- It will also explain your rights under the GDPR, how changes to this policy will be communicated and how you can get in touch with us regarding your personal data.
What personal data do we collect about you?
- We collect data that is solely relevant to your job search. This is to enable us to correctly identify and assess your eligibility for opportunities in the legal sector. We also retain personal information regarding applications to work at LLR. The information that we collect includes some or all of the following: your full name, email address, postal address, telephone number, Curriculum Vitae, work history, academic transcripts, right to work, identity documentation and references. We may also store links to your professional profiles available in the public domain e.g. LinkedIn, Twitter, law firm website.
Where do we collect personal data about you from?
- Directly from you, at any and all stages of the recruitment process through email, telephone calls and in person
- Through publicly available sources that are relevant to recruitment i.e. LinkedIn, firm website
- Third parties that you have provided your consent to, including job boards or online curriculum vitae libraries
- Via referrals or word of mouth
How and why do we use your personal data?
- We use your personal data exclusively to provide you with notifications and details regarding job vacancies that are relevant to your skills and experience. We do not transfer, send, sell or move your personal data anywhere outside of our database without your explicit prior consent. As a starting basis we may only initially collect basic information, such as name, contact details, current role and employer. As the recruitment process moves forward, we will typically collect further information.
- As a client, or a potential client, looking to fill a vacancy, we will hold your data to contact you regarding candidates and to share your public profile details with suitable candidates; this includes prior to an application, at interview and later stages in the process. We also may retain some information to comply with our legal rights and obligations.
How long do we keep your personal data for?
- We only retain your information for as long as is necessary for us to use your information as described in this Policy or to comply with our legal obligations. However, we may retain some of your information after you cease to use our services, for example if this is required to meet our legal obligations. Otherwise, we securely erase your information as soon as this is no longer needed. The maximum length of time that we will retain your data is six years.
Who do we share your personal data with?
- We do not share your personal data with anyone without your explicit, prior consent. The vast majority of the time we will secure your permission in writing via email, or if this is practically not possible to do so, we will follow your verbal instruction. Once submitted, your personal data will be subject to contractual obligations of confidentiality and compliance with relevant laws. Examples of who we may share your personal data with include:
- Our clients who have a position to fill or indicate clearly that there is potential vacancy in the near future for you to be considered for. Only personal data that is relevant will be shared in order to help our client to determine whether you will be invited to interview. This information will usually be limited to what you have provided on your Curriculum Vitae i.e. name, employer, experience etc. Occasionally we will also be required to provide further personal data, but you will always be notified before this is passed on.
- Third parties as part of the recruitment process i.e. psychometric testing providers or organisations that are responsible for the background checking stage of the recruitment process. You will be notified as and when this happens.
What legal basis do we have for using your information?
- For candidates, referees and clients (as well as applicants to work for LLR), our processing is necessary for our legitimate interests. As a recruitment business and recruitment agency we introduce candidates to clients for permanent employment, fixed term contract and/or paralegal roles. The retention of personal data of our candidates and our client contacts is a fundamental, essential part of this process in that we need the information in order to be able to assess suitability for potential roles, to find potential candidates and to contact clients and referees. In order to support our candidates' career aspirations and our clients' resourcing needs we require a database of candidate and client personal data containing historical information as well as current resourcing requirements. To maintain, expand and develop our business we need to record the personal data of prospective candidates and client contacts.
- If you are submitted as a candidate, interviewed and/or offered a role (either through or at LLR), there may be required processing of more detailed personal data including sensitive data such as health information that you or others provide about you. Such information may be required to perform/qualify for a certain function for which you want to apply, which may provide the legal basis to process these data. In cases where there is no legal basis, we will ask for your express consent orally, by email or by an online process for the specific activity we require consent for and record your response. Where consent is the lawful basis for our processing you have the right to withdraw your consent to this particular processing at any time.
What happens if you do not provide us with the information we request or ask that we stop processing your information?
- If you do not provide the personal data necessary, object to or withdraw your consent (where applicable) for the processing of your personal data, we may not be able to match you with available job opportunities.
Do we make automated decisions concerning you?
- We initially apply a filter once we are instructed by a client or candidate in order to identify only the relevant matches to a search. However, there is human intervention at all stages of our processing.
Do we transfer your data outside of the UK / GDPR jurisdiction?
- At LLR your data is stored in our secure database which is located in the United Kingdom. Your information will not be transferred to a third country (defined under the GDPR as a country outside of the European Economic Area) without your explicit, prior knowledge.
How will we contact you?
- We may contact you by phone, email, SMS or social media. If you have a preferred method of contact please get in touch with us and our database will be updated with your wishes.
Security and storage of your data
- Safeguarding personal data and respecting confidentiality of your information is important to us. All information you provide to us is stored securely on our database. While we have security measures in place to protect against the loss, misuse and alteration of personal data under our control we cannot guarantee that loss, misuse or alteration of personal data will not occur. If a breach were to ever occur, we will notify you as soon as is practically possible.
What rights do you have in relation to the data we hold on you?
- By law, you have a number of rights when it comes to your personal data. Further information and advice about your rights can be obtained from us using the contact details at the end of this Policy or the data protection regulator in your country.
- We usually act on requests and provide information free of charge, but may charge a reasonable fee to cover our administrative costs of providing the information for baseless or excessive/repeated requests, or further copies of the same information. Alternatively, we may be entitled to refuse to act on the request. Please consider your request responsibly before submitting it. We will respond as soon as we can. Generally, this will be within 4 weeks from when we receive your request but if the request is going to take longer to deal with we will come back to you and let you know.
Your rights and what they mean:
- The right to be informed: Individuals have the right to be informed about the collection and use of their personal data. This privacy notice fulfils that requirement.
- The right to rectification: You are entitled to have your information corrected if it's inaccurate or incomplete.
- The right to erasure: In certain circumstances, you have the right to request that we delete personal data held on you. This does not apply if we have a legal reason for retaining it.
- The right to restrict processing: In certain circumstances, you have the right to ask us to restrict processing of your data. This means we would need to secure your data but not otherwise use it. In practice this would involve no longer notifying you of new roles.
- The right to data portability: You have a right to obtain some of the personal data we hold on you in a 'structured machine-readable' format. This information is available as a spreadsheet and can be provided for you upon request.
- The right to object: You have the right to object to certain types of processing, including processing for direct marketing or if you no longer want to be contacted with potential opportunities.
- The right to lodge a complaint: You have the right to lodge a complaint about the way we handle or process your personal data with your national data protection regulator.
- The right to withdraw consent: If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful). This includes your right to withdraw any consent to us using your personal data for marketing purposes.
Keeping our records accurate and up-to-date
- We will review the personal data we process to ensure that it is up-to-date and accurate. Your co-operation in helping us to keep your personal data accurate by informing us of any change of name, contact details, employer or address is an important part of this. If you would like to review or change the details you have supplied us with, you may do so at any time by notifying us in writing.
- Although we will do our best to protect your personal data, due to the nature of the Internet we cannot guarantee the security of your data transmitted via email or our website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
- Our website may include links to external websites operated by other organisations which may collect personal data about you when you visit them. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for the privacy practices of any third-party websites. Please check these policies before you submit any personal data to these websites.
- We recognise that transparency is an ongoing commitment, so we will keep this privacy notice under regular review.
How can you contact us?
- If you are unhappy with how we've handled your information, or have further questions on the processing of your personal data, contact us here: firstname.lastname@example.org or +44 (0)207 0999 662