Privacy Notice

Quotacom (consisting of Quotacom Limited, Quotacom Digital Services Limited and QC Management Services LLP) is committed to protecting the privacy and security of your personal data.

Quotacom Limited, Quotacom Digital Services Limited and QC Management Services LLP can be contacted at 30-34 North Street, Hailsham, East Sussex, England, BN27 1DW. Quotacom are ‘data controllers’. This means that we are responsible for deciding how we hold and use personal data about you. We are required under data protection legislation to notify you of the information contained in this privacy notice. Each of the Quotacom companies is on the Information Commissioner’s Office register of fee payers for data protection purposes.

Privacy Notice for Website Visitors

This Privacy Notice is designed to explain how the Quotacom companies (‘Quotacom’/’us’/’we’/’our’) use any personal information we collect about you when you use this website.

The Privacy Notice applying to candidates taking part in recruitment exercises with any of the Quotacom companies is available below.

What information do we collect about you when you visit our website?

When you visit our website we collect information about you that you provide to us when you:

  • submit an enquiry via one of our webforms or by sending us an email
  • register with us on our website

You may also provide personal information to us in other ways, such as over the phone, or by engaging with us via social media.

All of this information is provided directly by you.  If you decide not to provide relevant information, this may hinder our ability to respond to your visit to our website efficiently and may mean that we will not be able take any further action to support your enquiry.

We also collect information about your use of our site through the use of cookies.

How will we use the information we collect about you when you visit our website?

The data provided by you will processed for legitimate business and/or contractual reasons:

  • to respond to your enquiry or provide the services that you have requested
  • to send you information that you request from us relating to our products and services
  • to enable your registration with us

We may also use your site usage information to improve our website, understand how you use our site, and provide more relevant content to you.

We occasionally use third party companies to process data on our behalf – for example, to help us to evaluate the effectiveness of our website.

If/when we do share our data for these purposes, the data remains our property at all times – these “data processors” act only under our instructions and are not permitted to use your information for their own purposes. We check carefully that our third party suppliers are as compliant with data protection law and regulations as we are. When we outsource the processing of your information to third parties or provide your information to third party service providers, we oblige those third parties to protect your information with appropriate security measures and prohibit them from using your information for their own purposes or from disclosing your information to others.

We never sell your data to any third parties, and you will not receive offers or communications from other companies or organisations as a result of giving your details to us.

We do not send your personal data outside the EEA.

We will store your data only as long as is required to process your enquiry or provide the services that you have requested.

We do not base any decisions about the personal data you have provided solely on automated decision-making

Use of cookies on our website

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity. For further information visit www.aboutcookies.org or www.allaboutcookies.org.

You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However, in a few cases some of our website features may not function as a result.

Other websites accessible from our website

Our website contains links to other websites. This privacy notice only applies to this website so when you link to other websites you should read their own privacy policies.

Privacy Notice for Candidates

The purpose of this privacy notice is to let you know clearly how Quotacom collects and uses personal data about you for the purposes of the recruitment exercise that you are taking part in (whether as an employee, worker or contractor).

It is important that you read and understand this notice so that you are aware of how and why we are using your personal data. This privacy notice applies to candidates taking part in recruitment exercises with any of the Quotacom companies (‘Quotacom’/’us’/’we’/’our’).

How is your candidate personal data collected and stored?

In connection with the recruitment exercise you are taking part in, we will collect, store, and use personal data about you that you have provided to us directly as part of the application process. This may include, for example, information in application forms, CVs or resumes and covering letters, or collected through interview or other forms of assessment ,including online tests.

Where appropriate, we may also collect personal data about you from the following sources:

  • recruitment agencies that we may work with from time to time
  • credit reference agencies that we may work with from time to time
  • Disclosure and Barring Service in respect of criminal convictions
  • your named referees
  • information from third parties from publicly accessible sources, such as Linked In, Facebook and other social media or web-based sources. 

Personal data that we collect about you from third parties may include:

  • recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process)
  • employment records (including job titles, working hours, training records, qualifications, professional memberships and employment history, including start and end dates with previous employers)
  • information about your entitlement to work in the country in which you may work as a result of the recruitment exercise you are taking part in 

Where appropriate we may collect, store and use the following “special categories” of more sensitive personal data about you:

  • information about your race or ethnicity, religious beliefs, sexual orientation and political opinions
  • information about your health, including any medical condition, health and sickness records
  • information about criminal convictions and offences

Your personal data will be stored in a range of different places, including on your application records, in our customer relationship management systems and on other IT systems (including email).

Why do we collect and use personal data about you as a candidate?

Quotacom has a legitimate interest in processing your personal data during a recruitment process and for keeping records of the process. Processing personal data about candidates allows Quotacom to manage the recruitment process, assess and confirm a candidate’s suitability for employment or engagement and decide who to make an offer to. We may also need to process personal data about candidates to respond to and defend against legal claims.

We need to process personal data about you to take steps at your request prior to enabling you to enter into a contract of engagement as a result of the recruitment exercise you are taking part in. We may also need to process your personal data to enable that contract to be entered into.

In some cases, Qoutaom needs to process personal data about you to ensure that it is complying with its and the prospective engager’s legal obligations. For example, it is required to check a successful candidate’s eligibility to work in the intended country of engagement before the engagement starts.

Quotacom may process special categories of personal data, such as information about ethnic origin, sexual orientation or religion or belief, for equal opportunity monitoring purposes. It may also collect information about whether or not candidates are disabled to make reasonable adjustments for candidates who have a disability. We process such information to carry out our obligations and exercise specific rights in relation to employment law.

For some roles, Quotacom is obliged to seek information about criminal convictions and offences. We will only collect this information where we are legally able to do so. Where we seek this information, we do so because it is necessary for us to carry out our obligations and exercise specific rights in relation to employment law to carry out a criminal records check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for a role.

Quotacom may also need to process personal data, special categories of personal data and information about criminal convictions and offences  about candidates to respond to and defend against legal claims, where it is necessary to protect your interests (or someone else’s interest) and you are not capable of giving consent or where you have already made the information public.

If you decide not to provide personal data to us as a candidate

If you do not provide information when requested, which is necessary for us to consider your application and enable you to take part in the recruitment exercise, we will not be able to process your application successfully.

Who has access to candidate data?

Your personal data may be shared internally for the purposes of the recruitment exercise. This includes with any of the Quotacom companies, Quotacom’s recruitment consultants, interviewers involved in the recruitment process and IT and administration staff if access to the data is necessary for the performance of their roles.

Where appropriate, as part of the recruitment process Quotacom may share your personal data with third party test providers in order to assist in assessing your suitability for the role for which you are applying.

Quotacom will share your personal data with our third party clients for the purposes of the recruitment exercise that you are taking part in. We require third party clients to respect the security of your data and to treat it in accordance with the law. We may also share your personal data with former employers to obtain references for you and the Disclosure and Barring Service to obtain necessary criminal records checks.

Due to the global nature of Quotacom’s recruitment business, your personal data may be transferred outside the European Economic Area (EEA) to enable you to participate in the recruitment exercise that you are taking part in. As we may not be able to confirm that an adequacy decision by the European Commission in relation to the third country, territory or specific sector exists, or that, in cases of transfer of personal data to the US, the third party participates in self-certification with the EU-US Privacy Shield, or that other safeguards exist, we will only transfer your personal data outside the EEA in one of the following circumstances:

  • where you have explicitly consented after being informed of the risks of the transfers due to the absence of an adequacy decision and appropriate safeguards
  • where it is necessary for the performance of a contract between you and Quotacom or for pre-contractual steps taken at your request
  • where it is necessary for the performance of a contract made in your interests between Quotacom and another entity.

How does Quotacom protect your candidate personal data?

Quotacom takes the security of your personal data seriously. We have put in place appropriate internal technical and organisational measures to prevent your personal data from being accidentally lost, destroyed, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who need to access it in the proper performance of their roles for Quotacom. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. These measures are in accordance with applicable laws and regulations.

Where Quotacom engages third parties to process your personal data on its behalf, they are also obliged to implement appropriate technical and organisational measures to ensure the security of data.

How long will Quotacom retain your candidate personal data for?

We will continue to retain your personal data after the recruitment exercise in which you have participated has concluded. We retain your personal data so that we can continue to engage with you about future recruitment exercises which may be of interest to you (unless you inform us that you do not want us to do so). We also retain your personal data and to show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way.

Changes to our Privacy Notice

We keep our privacy notices under regular review and we will place any updates on this web page. This privacy notice was last updated on 25th May 2018.

Your Rights

We have appointed a data privacy manager to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal data, please contact the data privacy team, detailing your query, by email: privacy@quotacom.com

Under certain circumstances, by law you have the right to:

  • Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
  • Request correction of incomplete or inaccurate personal data we hold about you.
  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).
  • Object to processing of your personal data where we are processing it for our legitimate interests (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground.
  • Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal data to another party where processing is carried out by automated means.

If you would like to exercise any of these rights, please contact our data privacy team, detailing your request, by email: privacy@quotacom.com

If you have any concerns or comments about how we use information, we would like to hear from you. Alternatively, you may contact the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues for guidance and advice, or to lodge a complaint. The ICO may be contacted at:

Online:             www.ico.org.uk

Post:                Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Telephone:      0303 123 1113 (local rate) or 01625 545745 (national rate)