Privacy Notice Prospective Candidate Data


Prospective Candidates – individuals with whom RSS has not had prior contact but whom RSS reasonably considers would be interested in our services and, in particular, in being considered for any roles advertised or promoted by RSS, including permanent, part-time and temporary positions and freelance roles with RSS Clients.

What kind of personal data do we collect?

If we think you might be interested in, or might benefit from, our services, we will collect limited data about you to help us assess how we might be able to assist you. This data is likely to include your name and contact details, so that we can get in touch with you. We may also collect other information about you, for example, where we have found you by searching LinkedIn or other job sites, we might collect information such as your employment history, education, qualifications, skills and interests, as well as any extra information which you have included on a profile or in a CV which you have uploaded to one of these sites.

How do we collect your personal data?

We collect personal data about Prospective Candidates from third parties when we:

– Search for Prospective Candidates via third party sources, such as LinkedIn and other job sites, from which we obtain your personal information;

– Receive your personal information from Facebook or Twitter if you ‘like’ our Facebook page or ‘follow’ us on Twitter (or perform a similar interaction with us on social media); and

– Receive your personal information from an RPO or an MSP supplier or member of your social group if you are referred to us by them.

How do we use your personal data?

We use Prospective Candidate data to work out whether you might be interested in, or might benefit from, our services, and to assess whether and how we might be able to assist you. If we think we can help, we will use your contact details to get in touch with you and find out if you are interested in our services (usually via email).

In order for us to do this, we may:

  • Collect your personal data;
  • Store your details (and update them when necessary) on our database so that we can contact you about our services;
  • Review your information to work out whether and how our services might help you; and
  • Contact you about our services.

Who do we share your personal data with?

Where appropriate and in accordance with our legal obligations and regulatory requirements, we will share your personal data, in various ways and for various reasons, with the following categories of people:

– Any of our group companies;

– Appropriate colleagues within RSS (this may include colleagues in overseas offices);

– Individuals and organisations who hold information related to your reference or application to work with us, such as current, past or prospective 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 (external suppliers and 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;

What legal bases do we rely on to process Prospective Candidate data?

Legitimate Interest:

We think it is reasonable to assume that you are looking for employment opportunities if you have posted your professional CV information on a job board or professional networking site, and therefore that you are happy for us to collect and otherwise use your personal data to decide whether we are able to offer or provide our recruitment services to you, and to contact you in respect of those services.

If your contact details have been supplied to us via a Refer a Friend scheme, we will process your data on the grounds of legitimate interests. This is on the basis that our work-finding services are legitimately of interest to you.

How long do we keep your personal data for?

If you have expressly indicated that you would rather we didn’t retain your personal data, then we will delete it from our systems in accordance with our retention periods at Annex 2 unless we believe in good faith that the law or other regulation requires us to preserve it (for example, because of our obligations to tax authorities or in connection with any anticipated litigation).

We will consider there to be meaningful contact with you when we first contact you in relation to our services. We will also consider it meaningful contact if you communicate with us about potential roles, either by verbal or written communication or click through from any of our marketing communications. Your receipt, opening or reading of an email or other digital message from us will not count as meaningful contact – this will only occur in cases where you click-through or reply directly.

In determining the appropriate retention period for different types of personal data, we always consider the amount, nature, and sensitivity of the personal data in question, the potential risk of harm from unauthorised use or disclosure of that personal data, the purposes for which we need to process it and whether we can achieve those purposes by other means (in addition of course to ensuring that we comply with our legal, regulatory and risk-management obligations, as described above).

For contact data shared with us via a Refer a Friend scheme we will erase referred contact data 7 days after there is no meaningful contact following our first and final communication attempt.