Transparancy Notice
E&J Consultancy ("we" or "us") is the trading name of E&J Consultancy BV, company number 82580162, with its headquarters at Professor J.H. Bavincklaan 7, 1183 AT Amstelveen.
Purpose of this Document:
This document explains what personal data/information we collect about you, how we gather it, and how we use and share information about our relationship with you after it has ended. Further details about E&J Consultancy and its businesses can be found on our website.
If you have any questions about this document, please feel free to contact us at: Administration@EJConsultancies.com.
We will adhere to data protection principles when collecting and using personal data. It is, therefore, essential that you read this notice (also known as the 'Transparency Notice') alongside any other privacy notices that we may provide to you on specific occasions when we collect or process personal information.
We are a 'data controller' and collect and use certain information about you. This information is also used by our affiliated entities and group companies. Therefore, references to "we" or "us" in this notice encompass all E&J Consultancy group companies.
This notice applies to all Candidates. In the context of this notice, Candidates are defined as contractors and permanent role candidates, including fixed and full-time contractors and PAYE candidates (who work directly through an agency or an umbrella company), as well as individuals who have provided a speculative CV to us, unrelated to a specific role. Candidates also include individual contractors, freelance workers, and employees or suppliers or other third parties (collectively referred to as "Candidates").
While the reference to Clients in this transparency notice is evident, this category covers our clients, customers (including managed service providers and recruitment process outsourcing companies), and others to whom we provide services in the course of our business activities.
What Personal Data May We Collect?
Personal data, or personal information, means any information relating to an identified or identifiable natural person. An identifiable natural person is someone who can be identified, directly or indirectly. It does not include data where the identity has been removed (anonymous data).
For Candidates, we may collect, store, and use the following categories of personal data about you:
- Your name, title, addresses, phone numbers, and personal email addresses.
- Age/date of birth.
- Gender information.
- Family members and emergency contact information.
- Social security number/national insurance (or equivalent in your country) and any other tax-related information.
- Your salary, annual leave, pension, and benefit information.
- Your right to work documentation (e.g., a passport or immigration status document as set out in the check-off checklist).
- Your references and other information included in a CV or cover letter or as part of the application process (including psychometric test scores and results).
- Your employment history and employment records (including job titles, working hours, training records, and professional memberships).
- Financial information (where we need to conduct financial background checks).
- Information about your interests and needs concerning future employment, collected both directly and indirectly, for example, from jobs viewed or articles read on our website.
- IP address.
- Photos.
- Customer feedback on your performance.
- Additional information you wish to provide to us.
- Additional information that your referees wish to provide to us.
- Additional information that our clients may tell us about you or that we find from other external sources such as job boards.
Special or Sensitive Personal Data
We process special personal data in the following circumstances:
- Health information, including disability-related information, to comply with our legal obligation to make reasonable adjustments to our services, for example, if we need to make special arrangements for an interview.
- Information related to criminal convictions when required by law or when it is a contractual condition imposed by a Client for the position you have applied for. We will contact you before conducting such checks. If there is no legal requirement to conduct these checks, we will do so only with your consent.
- In other cases, we will process special or sensitive personal information only with your consent.
How Can We Collect Your Personal Data?
We may collect personal information from you when you register with us or contact us about our services or when we contact you. This can be by phone (including call recording) or email.
We may collect information during the entire application and recruitment process, either directly from you or from a recruitment agency, background check provider, job boards, or referrals from third parties.
We may sometimes collect additional information from third parties (with your consent), including former employers, credit reference agencies, or other background check agencies.
We may collect information from publicly available sources, including social media sites like LinkedIn.
We may gather feedback from our clients about your performance during your employment.
For What Purposes May We Use Your Personal Data?
We may use your personal data to provide services to you or perform a contract with you, to improve our services, or to take steps prior to entering into such a contract with you. To do so, we will process your personal information in the following situations:
- To provide our services to you. Our services include locating work for individuals registered in our database of Candidates and introducing such Candidates to our Clients.
- To contact you (including via email) about roles that we believe you may be interested in and to stay in touch.
- To manage our relationship with you.
We will also use your personal data to:
- Verify your legal right to work in the country where you have an assignment or are employed.
- Assess your fitness for work.
- Conduct pre-employment screening checks.
- Verify information about you that we may use using publicly available sources.
- (if applicable) monitor your use of our information and communication systems to ensure compliance with our IT policies.
- Ensure network and information security, including preventing unauthorized access to our computer and electronic communication systems and preventing the distribution of harmful software.
- Conduct data analytics studies to evaluate employee retention and attrition rates and better understand.
What Are the Legal Bases for Us to Use Your Personal Information?
We will use your personal information only if the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- When we need to perform the contract we are about to enter into or have entered into with you, including the pre-contractual phase.
- When we need to comply with a legal obligation.
- When it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. We may do this as long as our business activities do not unduly infringe on your privacy.
- When you have given your consent for the processing of your personal data.
If you fail to provide certain information when requested, we may not be able to perform our services for you or execute the contract we have entered into with you (such as presenting you to our clients or providing you with a benefit).
Change of Purpose
We will only use your personal information for the purposes for which we collected it, unless we reasonably believe that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and explain the legal basis that allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or
permitted by law.
Automated Decision-Making Including Profiling
While our recruitment activities currently involve human decision-making throughout the process, we may, in the future, use fully automated technologies, such as expert systems or machine learning, to complete a candidate selection process from start to finish, where necessary and in accordance with local laws and requirements. We may employ automated processes to analyze the personal data you have provided to us to supplement information already available to our consultants.
Where required, we will seek your consent to perform some or all of these activities. If you do not provide consent for profiling, this is likely to reduce the likelihood of us successfully finding a new job for you.
With Whom May We Share Your Personal Data and for What Purpose?
We may share your personal information with the following third parties, and they may process personal information about you for their purposes:
- Potential clients to find you a suitable position.
- The client with whom we place you to manage our relationship and pay invoices.
- Other recruitment agencies and intermediaries, including your service company (if applicable), to place you in a position and to manage our relationship.
- Individuals and organizations that maintain information related to your reference or application to work with us, such as current, former, or future employers, educational institutions, research institutions, and labor agencies and recruitment agencies.
- Third parties we have retained to provide services to us, including KYC services (such as references, qualifications, and criminal conviction checks), IT support, email services, payroll, website hosting, and other third parties performing services on our behalf (including external technical consultants, business partners, and professional advisors such as lawyers, auditors, and accountants).
- Tax, audit, or other authorities when we believe in good faith that the law or other regulations require us to share this information (e.g., due to a request from a tax authority or in connection with an anticipated lawsuit).
We may share Candidate data, such as your name, salary, and CV, within the E&J Consultancy group, including our international offices, to place you through a different group company. All offices within the E&J Consultancy group have access to our centralized Candidate placement system worldwide.
All our external service providers and other entities within the E&J Consultancy group are required to take appropriate security measures to protect your personal information in line with our policies. We do not permit our external service providers to use your personal data for their own purposes.
We may share the results of our diversity and inclusion monitoring on an anonymized basis.
Where Do We Store Your Personal Data?
We store your information in our central database, maintained on secure servers within the Netherlands
To ensure your personal information receives adequate protection, we have established EU-approved contracts with recipients outside the EEA to ensure that your personal information is processed by those parties in a way that is consistent with and respects EU and NL data protection laws.
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If you would like more information about these protective measures, please request it at Administration@EJConsultancies.com
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Data Security
We have put appropriate security measures in place to prevent your personal data from being accidentally lost, used, or accessed unlawfully, altered, or disclosed. We have procedures in place to handle any suspected data security breaches, and we will notify you and any applicable regulatory authorities of a suspected breach when legally required.
How Long Will We Use Your Personal Data?
We will only retain your personal data for as long as necessary to fulfill the purposes for which we collected it, including for the purpose of satisfying legal, accounting, or reporting requirements.
We will keep your personal data for a number of purposes if required to enable us to perform our activities. Your information will be kept for a maximum of 1 year from the last contact point on our core systems, after which it will be anonymized, archived, or deleted.
Some archived information may be retained for up to 7 years to comply with legal, accounting, or reporting obligations (or equivalent in your country, legal obligation plus 1 year). Any retention of personal data will be done in accordance with legal or regulatory obligations and industry standards. Data retention periods may be changed without further notice due to changes in relevant data protection law or regulation.
If you have any questions about the retention of your personal data, please contact Administration@eandjconsultancy.com.
Your Rights Relating to Our Processing of Your Personal Data
It is essential that the personal information we hold about you is accurate and up-to-date. Please keep us informed if your personal data changes during your relationship with us.
Your rights in relation to your personal information:
- You have the right to be informed about what we do with your personal data. This notice describes how we use it. If we change what we do, we will provide you with an updated version of this notice.
- You have the right to object to the processing of your personal data. If you ask us to erase your personal data, we may not be able to provide our services to you.
- You have the right to request access to your personal information (commonly known as a "data subject access request"). This allows you to receive a copy of the personal data we hold about you and check that we are processing it lawfully.
- You have the right to request that we correct your personal information.
- You have the right to request that we erase your personal information. If you ask us to erase your personal data, we may not be able to provide our services to you.
- You have the right to ask us to restrict the processing of your personal data for a set period.
- You have the right to request the information you have provided to us in a format that can be read on a computer and to transmit it to another organization.
If you wish to exercise your rights, you can contact Administration@EJConsultancies.com.
We will need to ask for specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any other rights).
Changes to this Transparency Notice
This transparency notice may be updated from time to time, and we will post the updated version on our website.