Privacy & Cookie Policy

Who are we?

The Orcid Partnership LLP provides executive search, assessment and Board advisory services to clients looking to recruit personnel for their businesses.

We are UK based with a head-office in Liverpool and work on a national and international basis with a range of listed, private, third-sector, public and family-owned organisations.

What does this policy cover?

We take your personal data seriously, and this policy:

  • sets out the types of personal data that we collect about you
  • explains how and why we collect and use your personal data
  • explains how long we keep your personal data for
  • explains when, why and with who we will share your personal data
  • sets out the legal basis we have for using your personal data
  • explains the effect of refusing to provide the personal data requested
  • explains the different rights and choices you have when it comes to your personal data; and explains how we may contact you and how you can contact us.

What personal data do we collect about you?

We collect the information necessary to find available opportunities and any additional information needed to assess your eligibility through the different stages of the search and recruitment process.

This information includes CVs, identification documents, educational records, work history, employment and references and any other information that is provided by you throughout the course of the search process.

In some cases, we may also collect sensitive personal data about you. However, we only collect sensitive personal data, and further process this data, where you have given your explicit consent.

 Where do we collect personal data about you from?

The following are the different sources we may collect personal data about you from:

Directly from you. This is information you provide while searching for a new opportunity and/or during the different stages of an executive search recruitment process.

Through publicly available sources. We use the following public sources:

  • LinkedIn
  • Not Actively Looking
  • Company websites
  • Companies House
  • Twitter and other social media platforms
  • Media / News / Other publicly available print and online sources
  • By Reference or word of mouth. For example, you may be recommended by a friend, a former employer, a former colleague, or even a present employer
  • From an agent/third party acting on your behalf. e.g. Outplacement / Career Transition Agency

How and why do we use your information?

We use your personal data to match your skills, experience and education with a potential employer. We will initially collect basic information on you such as contact details, job role and experience and then pass this on to the client in search of personnel. If you are chosen by the client and go through to the next stage of the process, we will be collecting more information about you at the interview (or equivalent) stage and onwards in that manner.

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 to fulfil those requirements outlined above, or to comply with our legal obligations. However, please be advised that we may retain some of your information after you cease using our services, for instances if this is necessary to meet our legal obligations.

When determining the relevant retention periods, we will consider factors including:

(a) our contractual obligations and rights in relation to the information involved;
(b) legal obligation(s) under applicable law to retain data for a certain period of time;
(c) our legitimate interest where we have carried out a balancing test (see legal basis below);
(d) statute of limitations under applicable law(s);
(e) (potential) disputes;
(f) if you have made a request to have your information deleted; and
(g) guidelines issued by relevant data protection authorities.

Otherwise, we securely erase your information once it is no longer needed.

Who do we share your personal data with?

We share your personal data with the client who has a position to fill, which may be relevant to you, to determine with the client whether you are a good fit for the available position.

We may also conduct checks on you to verify the information you have provided and where we do this we share your information with a verification company or relevant organisation, for example a university registrar to confirm degree qualifications.

What legal basis do we have for using your information?

For prospective candidates, referees and clients, our processing is necessary for our legitimate interests in that we need the information to assess suitability for potential roles, to find potential candidates, to build insight into our relevant markets, and to contact clients and referees.

If you are shortlisted as a candidate, then this may involve the processing of more detailed personal data including sensitive data such as health information that you or others provide about you. We will always ask for your consent before undertaking such processing.

For clients, we may also rely on our processing being necessary to perform a contract for you, for example in contacting you.

 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 or withdraw your consent 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?

No, we do not carry out automated profiling.

Do we transfer your data outside the EEA?

To better match your employee profile with current opportunities we may transfer your personal data to clients and partners in countries outside the EEA. The privacy laws of other countries may be different from those in your home country. If we transfer your data to a country which has not been deemed to provide adequate data protection standards we always have security measures and approved model clauses in place to protect your personal data.

To find out more about how we safeguard your information as related to transfers contact us on: privacy@orcid.co.uk

 Keeping information secure

We invest significant resources to protect your personal information, from loss, misuse, unauthorised access, modification or disclosure. However, no internet-based site can be 100% secure and so we cannot be held responsible for unauthorised or unintended access that is beyond our control.

What rights do you have in relation to the data we hold on you?

By law, you have rights when it comes to protecting your personal data. Further information and advice about your rights can be obtained from the data protection regulator in your country.

Right What does this mean?
The right to be informed You have the right to be provided with clear, transparent and easily understandable information about how we use your data and your rights in relation to the use of your data. That is the purpose of this privacy policy.
The right of access You have the right to obtain access to your information (if we’re processing it), and certain other information (like that provided in this Privacy Policy).  This is so you’re aware and can check that we’re using your information in accordance with data protection law.
The right to rectification You are entitled to have your information corrected if it is inaccurate or incomplete.
The right to erasure This enables you to request the deletion or removal of your information where there is no compelling reason for us to continue using it. There are exceptions to the right to erasure.
The right to restrict processing You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. A note will be made on your record to ensure the restriction is respected in the future.
The right to data portability You have rights to obtain and reuse your personal data for your own purposes across different services. For example, if you decide to switch to a new provider, this enables you to move, copy or transfer your information easily between our IT systems and theirs safely and securely, without affecting its usability.
The right to object to processing You have the right to object to certain types of processing, including processing for direct marketing (i.e. 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 consent to us using your personal data for marketing purposes.

 

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 30 days of the request being received at: privacy@orcid.co.uk.  If the request is going to take longer to deal with, we will let you know.

 

 Do we use ‘cookies’ to collect personal data on you?

No, we do not use cookies to collect personal data on you. However, our website uses cookies to provide a better service. Please see your cookie policy for more details.

 Third-party disclosure

We do not sell, trade, or otherwise transfer to outside parties your personally identifiable information.

Third-party links

We do not include or offer third-party products or services on our website.

Updates

We keep this Policy under regular review and update it from time to time. Please review this policy periodically for changes.

How will we contact you?

We may contact you by phone, email or social media. If you prefer one contact means over another, please let us know.

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 please contact us at:

Email: privacy@orcid.co.uk

Address: The Orcid Partnership, 49 Jamaica Street, Liverpool, L1 0AH

 

Cookie Policy?

Cookies are in use on this site.

Cookies and how they benefit you

 Our website uses cookies, as most websites do, to help provide you with the best experience we can.

You do not give out personal information by visiting our website, we only keep track of anonymous traffic data.

Cookies are small text files that are placed on your device when you browse websites, further information on cookies below.

Our cookies help us:

  • Make our website work as you’d expect
  • Saving you having to log in every time you visit the site
  • Improving the speed / security of the site
  • Continuously improving our website for you

We do not use cookies to:

  • Collect any personally identifiable or sensitive information
  • Pass data to advertising networks
  • Pass personally identifiable data to third parties
  • Pay sales commissions

Granting us permission to use cookies

If the settings on your software that you are using to view this website (your browser) are adjusted to accept cookies we take this, and your continued use of our website, to mean that you are fine with this. Should you wish to remove or not use cookies from our site you can learn how to do this below, however, doing so will likely mean that our site will not work as you would expect.

 Website function cookies:

 Our own cookies
We use cookies to make our website work including:
Determining if you are logged in or not.
There is no way to prevent these cookies being set other than to not use our site.

 Third party functions
Our site, like most websites, includes functionality provided by third parties. A common example is an embedded video.

Anonymous visitor statistics cookies

We use Google Analytics and Cookies to help us continuously improve our website, service, user experience and to analyse how the website is used. Aside from the approximate location (IP address), the information collected by Google Analytics is mostly anonymous traffic data including browser information, page views and device information. The collected information is used to provide an overview of how people are accessing and using The Orcid Partnership website, how people reached this site (e.g. from a search engine), whether they have been here before and how much time they spend on our website.

Turning cookies off

You can usually switch cookies off by adjusting your browser settings to stop it from accepting cookies. Doing so however, will likely limit the functionality of most websites as cookies are a standard part of most modern websites. It may be that your concerns around cookies relate to so called “spyware”. Rather than switching off cookies in your browser you may find that anti-spyware software achieves the same objective by automatically deleting cookies considered to be invasive.

What is a Cookie?

 A cookie is a small piece of data, often containing a unique identifier that is sent and stored on your device from a website.  Each website can send its own cookies to your device if your browsers preference allows it, by default all browsers allow cookies.  To protect your privacy, the browser will only allow the website that created a cookie to access it.

Cookies are widely used to make websites work, work more efficiently, tailor their experience or track how you are using a website, as well as to provide information to the owners of the site. For more information about cookies please it www.allaboutcookies.org.

 The Orcid Partnership Cookies

 The Orcid Partnership does not use cookies to collect or store your personal information, a breakdown of cookies The Orcid Partnership does use is shown below.  We notably use Google as a trusted third party to track some information such as your behaviour online and we collate the information to enhance and update The Orcid Partnership website.

Who What How
Google Analytics _gid
_ga
_gat
These are utilised by Google Analytics so we can track performance on the system
Cookie Bar euCookiesAcc To check if you’ve accepted our cookie policy – this is a persistent cookie and is stored for up to 2 years.