Privacy Policy

Introduction

Our Privacy Policy explains what we do with your personal data, whether we are helping you find a job, continuing a relationship, providing you a service, receiving a service, using your data to ask for your assistance in relation to one of our candidates, or you are visiting our website. It explains how we collect and process your personal data, and how, in doing so, we comply with our legal obligations to you.

It is important to remember that the law changes and evolves and we may need to amend this Privacy Policy from time to time. Please just visit this page if you want to stay up to date.

If you should have any questions in relation to our privacy policy; the person responsible for your personal data is; HR Manager who can be contacted on 044-2433 6070.

Please be aware that we operate under the name Trans GNX HR Solutions Pvt. Ltd. (Corporate Identity Number or CIN: U74999TN2017PTC117274 ) and throughout will be referred to as Trans GNX or Trans Gnx.

What personal data do we collect?

  • Candidate Data: In order to provide employment opportunities to you we need to process certain information. We only ask for details that help us help you, such as your name, address, telephone number, education details, employment history, emergency contacts, immigration status, financial information (if you are temping with us), and relevant tax information such as NI numbers (and of course you may choose to share other relevant information with us). Where appropriate and in accordance with local laws, we may also collect information related to your health, diversity information or details of any criminal convictions.
  • Client Data: If you are a client of ours it’s our job to find the right candidate for your business! To do this we need to collect certain information about you, or individuals at your organisation, in the course of providing you our service such as: finding candidates who are the right fit for you or your organisation; and/or notifying you of content published by Trans GNX which is likely to be relevant and useful to you.
  • Individuals whose data we received from staff and candidates – such as emergency contact details and reference requests: As part of our service to provide candidates with employment opportunities we need to ensure this is done safely and securely – to do this we need some basic background information. We only ask for the most basic contact details, so that we can get in touch with you either for a reference or because you’ve been listed as an emergency contact for one of our staff members of candidates.
  • Website Users: Rest assured that we only collect a very limited amount of data from our website users. This is in the main to monitor how many “hits” we get to our site and includes information such as how someone uses our website, the frequency with which someone accesses our website and what time our website is proving most popular.

It’s important at this point to remember that some elements of the personal data we collect from you is required to enable us to fulfill our contractual duties i.e. candidates’ ID numbers are required for payroll purposes. Other items may simply be needed to ensure that our relationship can run smoothly.

As part of our work finding services it is important to remember at certain points we will need to share certain details about you to fulfill our service. Should you decline to provide us with such data, we may not be able to provide you with our services or, in some cases, may not be able to continue with our relationship.

How do we collect personal data?

  • Candidate Data: There are two main ways in which we collect your personal data:
    • Directly from you; and
    • From third parties.
  • Client Data: There are two main ways in which we collect your personal data:
    • Directly from you; and
    • From third parties (e.g. our candidates) and from other sources (e.g. social media).
  • Individuals whose data we received from staff and candidates – such as emergency contact details and reference requests: Your contact details are collected when a staff member or candidate puts your name down as their emergency contact or where a candidate gives them to us in order for you to serve as a referee.
  • Website Users: Data on visitors to our website is collected automatically via cookies, in line with cookie settings in your browser.

How do we use personal data?

  • Candidate Data: Our role is to find you find employment so the main reason for using your personal data is to help you find your ideal role! The more we understand about you, your skill set and your ambitions, the more targeted we can tailor our service. Also, certain types of data are required in accordance with the law i.e. if we are pay rolling a temporary worker we need to report to concerned authority that we are taking tax deductions etc. We may also use your personal data for things like marketing, profiling and diversity monitoring. If it’s appropriate in these instances we will seek your consent to undertake some of these activities.
  • Client Data: Presumably you are using our services to find that special candidate that will fit right into your team! To achieve this we need certain details to ensure that the contractual arrangements between us can be implemented and so that our relationship runs smoothly. As with candidates, the more we understand about you, your requirements and your companies ethos, the more targeted we can tailor our service.
  • Individuals whose data we received from staff and candidates – such as emergency contact details and reference requests: In the process of offering our services it is vital we are able to verify their details and qualifications given to us so we can match the ideal candidate with prospective employers. For this a referees’ personal data is used to contact them to secure this information. Also, we use the personal details of emergency contacts in the case of an accident or emergency.
  • Website Users: We use your data to monitor the performance of our website and to receive applications to suitable opportunities.
  • Please note that communications to and from Trans GNX staff including emails may be reviewed as part of internal or external investigations or litigation.

Who do we share personal data with?

  • Candidate Data: Our main function is to share your information with prospective employers to increase the chances of securing the job you seek. Unless you say otherwise, we may also need to share your information with associated third parties such as our clients , service providers to get your details across to them for review. Also, if you are looking to temp through us we are required by law to collect pensions past a qualifying period and from then would be required to share your data with our nominated pension’s provider.
  • Client Data: If you want that special candidate we are going to have to share some details on who you are and what the job is all about! For this reason we share your data to make sure we can provide you with a suitable pool of candidates. Unless you say otherwise, we may share your information with any of our group companies and associated third parties such as our service providers to help us meet these aims.
  • Individuals whose data we received from staff and candidates – such as emergency contact details and reference requests: Unless you say otherwise, we may share your information with associated third parties such as our service providers and organisations to whom we provide services.

How do we safeguard your personal data?

  • Trans GNX is committed to protecting your personal data. That’s why we have such things as this privacy policy to make things clear and transparent. We have yet to suffer a single data breach and have processes in place to prevent unauthorized access to, and misuse of, your personal data.

How long do we keep your personal data for?

  • Unless we are required by law to preserve your data (i.e. because of payroll and tax records etc.) if we have not had any meaningful contact with you (or, where appropriate, the company you are working for or with) for a period of six years, we will delete your personal data from our system.

What are your rights

  • We may hold your personal data, but you still have rights in relation to it. To get in touch about these, please contact us on 044-2433 6070 and ask to speak to our HR Manager. We will aim to deal with your request without unnecessary delay. It is worth noting that we may be required to keep a record of your contact to help us resolve your request.

Who is responsible for processing your personal data on our website?

  • Trans GNX, controls the processing of your personal data on our website.

How do we collect personal data?

  • Candidate Data: is collected in three primary ways:
    • Personal data that you give to us;
    • Personal data that we receive from other sources; and
    • Personal data that we collect automatically.
  • Personal data you give to us
    • We need to know certain information about you in order to provide our service. This enables us to provide you with relevant opportunities and hopefully should save you time in not having to trawl through opportunities that are not relevant
    • There are various ways you can share your data with us. These may include;
      • Applying via our website or by an application form, as part of registering at our offices;
      • Handing in a hard copy CV at our office, a recruitment event, or job fair;
      • Emailing your CV to a Trans GNX consultant or being interviewed by them;
      • Applying for jobs through a job board, which then forwards you to our website; or
      • Entering our website through a social media channel such as Facebook or Twitter.
  • Personal data we receive from other sources
    • We may also receive personal data about you from other sources. Depending on the circumstance these may include personal data received in the following situations:
      • Your referees may disclose personal information about you;
      • Our clients may share personal information about you with us;
      • We may obtain information about you from searching for potential candidates from third party sources, such as job sites;
      • When you ‘like’ our page on Facebook or ‘follow’ us on Twitter we will receive your personal information from those sites; and
      • If you were referred to us by a 3rd party, they may share personal information about you with us.
  • Personal data we collect automatically
    • To the extent that you access our website or read or click on an email from us we may also collect your data automatically or through you providing it to us. 
  • Client Data: We collect client personal data in three ways:
    • Personal data that we receive directly from you;
    • Personal data that we receive from other sources; and
    • Personal data that we collect automatically.
  • Personal data that we receive directly from you
    • Hopefully we both share the same goal – to make sure that you have the best possible team within your organisation! We mainly receive data from you in two ways:
      • Where you contact us, usually by phone or email; and/or
      • Where we contact you, either by phone or email.
  • Personal data we receive from other sources
    • Where appropriate and in accordance local laws and requirements, we may seek more information about you or your colleagues from other sources including:
      • From other limited sources and third parties (for example from our candidates to the extent that they provide us with your details to act as a referee for them).
  • Personal data we collect via our website
    • To the extent that you access our website or read or click on an email from us we may also collect your data automatically or through you providing it to us.
  • Website Users: When you visit our website there is certain information that we may automatically collect, whether or not you decide to use us. This includes your IP address, the date and the times and frequency with which you access the website and the way you browse its content. We collect your data automatically via cookies, in line with cookie settings in your browser.

Who do we share your personal data with?

  • Where required and in accordance with the law and requirements, we may share your personal data, in various ways and for various reasons, with the following categories of people:
    • Individuals and organisations whom hold information related to your reference or application form (such as current, past employers, educators and examining bodies and employment and recruitment agencies);
    • Tax, audit, or other authorities, when we believe in good faith that the law or other regulation requires us to share this data (for example, because of a request by a tax authority or in connection with any anticipated litigation);
    • Third party service providers who perform functions on our behalf (including external consultants, business associates and professional advisers such as lawyers, auditors and accountants, technical support functions and IT consultants carrying out testing and development work on our business technology systems);
    • Third party outsourced IT and document storage providers where we have an appropriate processing agreement (or similar protections) in place;
    • Marketing technology platforms and suppliers;
    • In the case of candidates: potential employers and other recruitment agencies/organisations to increase your chances of finding employment;
    • In the case of candidates: third party partners, job boards and job aggregators where we consider this will improve the chances of finding you the right job;
    • In the case of candidates: as part of our clients’ programmes;
    • In the case of candidates and our candidates’ and prospective members of staff’s referees: third parties who we have retained to provide services such as reference, qualification and criminal convictions checks, to the extent that these checks are appropriate and in accordance with local laws.

How do we safeguard your personal data?

  • We are committed to taking all reasonable and appropriate steps to protect the personal information that we hold from misuse, loss, or unauthorised access. We do this by having in place a range of appropriate technical and organisational measures. These include measures to deal with any suspected data breach.
  • If you suspect any misuse or loss of or unauthorized access to your personal information please let us know immediately by contacting our HR Manager, on 044-24336070.

How long do we keep personal data for?

  • Unless we are required by law to preserve your data (i.e. because of payroll and tax records etc.) if we have not had any meaningful contact with you (or, where appropriate, the company you are working for or with) for a period of six years, we will delete your personal data from our system.
  • “Meaningful contact” to us means, for example communication between us (either verbal or written), or where you are engaging with our services.

How can you access, amend or take back the personal data that you have given to us?

  • To get in touch about these, please contact HR Manager on 044-2433 6070. We will seek to deal with your request within one month (subject to any extensions to which we are lawfully entitled). Please note that we may keep a record of your communications to help us resolve any issues which you raise.
  • Who is responsible for processing your personal data on our website?
  • The person responsible for your personal data is; HR Manager.
  • If you have any comments or suggestions concerning this Privacy Policy please contact HR Manager on 044-2433 6070

Consent

  • In certain circumstances, we are required to obtain your consent to the processing of your personal data in relation to certain activities. Depending on exactly what we are doing with your information, this consent will be opt-in consent or soft opt-in consent.
  • Consent is “any freely given, specific, informed and unambiguous indication of the data subject’s wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her.” In plain language, this means that:
    • you have to give us your consent freely, without us putting you under any type of pressure;
    • you have to know what you are consenting to – so we’ll make sure we give you enough information;
    • you should have control over which processing activities you consent to and which you don’t. We provide these finer controls within our privacy preference centre; and
    • you need to take positive and affirmative action in giving us your consent – we’re likely to provide a tick box for you to check so that this requirement is met in a clear and unambiguous fashion.
  • We will keep records of the consents that you have given in this way.
  • We have already mentioned that, in some cases, we will be able to rely on soft opt-in consent. We are allowed to market products or services to you which are related to the recruitment services we provide as long as you do not actively opt-out from these communications.
  • As we have mentioned, you have the right to withdraw your consent to these activities. You can do so at any time by getting in touch with our HR Manager on 044-2433 6070.

Establishing, exercising or defending legal claims

  • Sometimes it may be necessary for us to process personal data and, where appropriate and in accordance with local laws and requirements, sensitive personal data in connection with exercising or defending legal claims. 
  • This may arise for example where we need to take legal advice in relation to legal proceedings or are required by law to preserve or disclose certain information as part of the legal process.

How to contact us

The person responsible for processing the personal data of Website Users is:

HR Manager – Tel: 044-2433 6070
Email: [email protected] 

 

Please feel free contacting us if any of the following is required:

  • to access, amend or take back the personal data that you have given to us;
  • if you suspect any misuse or loss of or unauthorised access to your personal information;
  • to withdraw your consent to the processing of your personal data (where consent is the legal basis on which we process your personal data);
  • with any comments or suggestions concerning this Privacy Policy

GLOSSARY

  • Candidates – includes applicants for all roles advertised or promoted by Trans GNX, including permanent, part-time and temporary positions and freelance roles with Trans GNX’s clients; as well as people who have supplied a speculative CV to us not in relation to a specific job. Individual contractors, freelance workers and employees of suppliers or other third parties put forward for roles with Trans GNX, clients as part of an offering or otherwise will be treated as candidates for the purposes of this Privacy Policy.
  • Clients – while it speaks for itself, this category covers our customers, clients, and others to whom Trans GNX provides services in the course of its business.
  • Delete – while we will endeavour to permanently erase your personal data once it reaches the end of its retention period or where we receive a valid request from you to do so, some of your data may still exist within our systems, for example if it is waiting to be overwritten. For our purposes, this data has been put beyond use, meaning that, while it still exists on an archive system, this cannot be readily accessed by any of our operational systems, processes or staff.
  • Service Provider (SP) programmes – clients’ outsourcing of the management of external staff (including freelance workers, independent contractors and temporary employees) to an external recruitment provider.
  • Other people whom Trans GNX may contact – these may include candidates’ and Trans GNX staff emergency contacts and referees. We will only contact them in appropriate circumstances.
  • Staff – includes employees and interns engaged directly in the business of Trans GNX (or who have accepted an offer to be engaged) as well as certain other workers engaged in the business of providing services to Trans GNX (even though they are not classed as employees). For these purposes we also include employees of Trans GNX who are engaged to work on clients’ premises under the terms of RPO or HRO agreements. To be clear, ‘Staff’ does not include individuals hired by Trans GNX for the purpose of being placed with clients outside of an RPO or HRO arrangement. These individuals are treated in the same way as Trans GNX Candidates and are covered by this Privacy Policy. Likewise, independent contractors and consultants performing services for Trans GNX fall within the definition of a ‘Supplier’ for the purposes of this Privacy Policy.
  • Website Users – any individual who accesses our website.