Data Privacy Notice - Recruitment

Data Privacy Notice

This privacy notice is specific to the recruitment process of the HR Department of Crest Solutions Ltd and its subsidiary, Crest TS UK Ltd (Crest Solutions).  Here at Crest Solutions Ltd we take your privacy seriously and will only use that information to manage you through our recruitment process.  The intended audience of this notice includes candidates who wish to seek employment with Crest Solutions. 

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation 2016/679 (the “Regulations”).

Who are we?

Crest Solutions Ltd and its subsidiary, Crest TS UK Ltd is the data controller and data processor (contact details below). A data controller is the legal body who controls and is responsible for the keeping and use of personal information on computer or in structured manual files. A data processor is the legal body who processes personal data on behalf of the data controller.

What personal data do we process?

The HR department collect and process the below mentioned personal data of recruitment candidates.  This data is collected in a number of manners including from the Data Subject themselves by applying for employment with Crest Solutions, publicly accessible platforms such as Irish Jobs, Linked In etc. Crest Solutions are fully compliant with the terms of use of these platforms and once our HR team reaches out to the data subject and confirms that they are still seeking employment/opening to discussing employment opportunities, the data shall be further processed in the same manner as if it was collected directly from the data subject.

While the table below comprises of a myriad of data topics not all of these are held on every candidate. This is primarily due to Company guidelines on particular data retention periods

Name                         To source employment

Address                      To source employment and to understand preferred geographical location

Phone Number           To source employment and contact you regarding roles

Email Address            To source employment and contact you regarding roles

Current Employer       To source employment and determine notice period

Current Job Title         To source employment

CV and Cover Letter   To source employment and understand level of experience

Salary expectations    To source and negotiate suitable employment

Social Media Links      To source employment

References                  To verify CV details

How do we process your personal data?

Crest Solutions Ltd complies with its obligations under the Regulations by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We use your personal data for the following purposes;

  • To recruit candidates for current or future vacancies

What is the legal basis for processing your personal data?

  1. In order to process this information, which may or may not include special categories of personal data per Article 9 of the GDPR, Crest Solutions relies on the consent of the data subject. This is collected and gathered at the point of initial contact, it is logged in our recruitment portal, HireHive, and is tracked appropriately. The data subject is informed of the processing activity and what data shall be processed for what reasons. The data subject is informed of their own rights.
  2. The processing is necessary for compliance with a legal obligation e.g. application forms and interview notes are maintained for 12 months post application to enable feedback or challenge legal action taken against the Company
  3. The processing is necessary for the performance of a contract. Once the candidate has been successful in securing employment, then they are subject to a contract of employment for which certain data processing activities are essential in order to perform the contract

Sharing your personal data

Crest Solutions is committed to protecting the security of your data. We have an effective data protection regime in operation along with in house procedures to secure and protect your data from unauthorised access and use.

All the personal data we process is processed by our staff in Ireland and the UK however for the purposes of IT hosting and maintenance, this information is located on servers within the European Union and hosted by an external partner.

During the process of sourcing employment for the candidate the following information is shared. When data is shared with the HR department, it is done so in a secure manner using our recruitment database, HireHive or via password protected email.  Hardcopy formats of the CV may be printed for interview stage and are locked in secure storage within the HR department along with interview notes following the interview.

Information              Shared with                                                                         Reason

Name                         Internally and third-party client where applicable                To source employment

Address                     Internally only                                                                       To source employment and to understand preferred geographical location

Phone Number          Internally and third-party client where applicable                To source employment and contact you regarding roles

Email Address            Internally and third-party client where applicable               To source employment and contact you regarding roles

Current Employer       Internally and third-party client where applicable               To source employment and determine notice period

Current Job Title         Internally and third-party client where applicable               To source employment

CV and Cover Letter   Internally and third-party client where applicable               To source employment and understand level of experience

Salary expectations    Internally only                                                                     To source and negotiate suitable employment

Social Media Links      Internally only                                                                     To source employment

References                  Internally only                                                                    To verify CV details

How long will we keep it?

Crest Solutions Ltd will keep your personal data for a period of 12 months to contest any legal actions taken against the Company by an unsuccessful candidate.

Some personal data may be held beyond this time frame to enable the Company to consider the applicant for future opportunities with the organisation.  In such cases, explicit consent will be sought from the Data Subject.  Extensions to this time limit may be sought on an annual basis and you can unsubscribe after the retention period via return email.

What are your rights?

Unless subject to an exemption under the Regulations, you have the following rights with respect to your personal data:

  1. Subject access
  2. To have inaccuracies corrected
  3. To have information erased
  4. To object to direct marketing
  5. To restrict the processing of their information, including automated decision-making
  6. Data portability

Transfer of Data Abroad

Crest Solutions Ltd does not transfer personal data outside the EEA unless explicit consent is granted by the Data Subject.

Automated Decision Making

Crest Solutions Ltd does not operate an automated decision-making platform.            

Contact Details

Our HR Manager is Gráinne Hegarty and you can contact her at grainne.hegarty@crestsolutions.ie.