HBAL Executive Search Privacy Policy

Who are we?

HBAL LTD is an executive search and consultancy firm retained by clients looking to recruit talent and leadership for their businesses.

What does this Policy cover?

At HBAL, we are fully cognisant of the importance and sensitivity of data. This policy therefore:

• 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 on what basis with whom 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
• finally, it 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 be able to put you forward for available and appropriate opportunities as well as the additional information needed to assess your eligibility through the different stages of a search process. This information includes CV’s, identification documents, educational records, work history, employment and references.
We may also collect sensitive personal data about you. We only collect sensitive personal data from you, and further process this data, where you have provided it and given your explicit consent for us to do so. 

Where do we collect personal data about you from?

We are an executive search firm for senior management roles. We continuously expand our global network of senior talent, in primarily marketing, technology, digital and creative organisations, and we do this by building enduring and highly professional relationships with clients and candidates alike. To do our job effectively, we need to understand the client’s needs and we need to know our candidates well.

We make this happened by creating detailed profiles about our candidates so as to understand fully both their experience and career aspirations.

Depending on whether you are a candidate or a client, we may collect and process the following data about you:.

• Information which you share with us by sending us your curriculum vitae and/or by completing questionnaires or answering our questions over email exchanges.
• Information which you share with us when we meet in person.
• Information about you which is in the public domain (see later in this section).
  Information which third parties who have worked with you or have otherwise interacted with you, share with us.
• Information which we request from third parties who have agreed to provide us with a reference about you.

Typically, if you are a candidate the information you will share with us or that we may collect will include your name and contact details, information about your employment objectives, past and current employment and professional experience, educational background and language skills. If you are a client or potential client, we may collect your name, contact details, title or position and the products or services requested.

We do not actively collect sensitive personal data about our candidates unless this is legally required for recruitment purposes. In our experience, a legal requirement to do so is rare. In such circumstances we will always seek explicit consent before doing so.
The following are the different sources from which we may collect data about you from:

• Directly from you. This is information you provide while searching for a new opportunity and/or during the different recruitment stages.
• Through publicly available sources, including LinkedIn, Press announcements and search engines.)
• 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.

How and why we use your personal data?

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.  If you express an interest in a specific appointment we will collect further information from you during the interview with an HBAL consultant.  If you are then selected to go through to the next stage, we will then be collecting more information and onwards in that manner.

How long do we keep your personal data for?

We keep your information in accordance as follows:
Candidate data: 7 years
Client contact details: 7 years

Who do we share your personal data with?

Top level information (not including contact details) may be shared with the client looking to make an appointment. If you are approached by a member of our team and express an initial interest in an appointment and send us your CV, this will not be shared with any third party without your prior agreement. 

Should you be selected for the next stage and confirm your interest in a specific role, we would then share your CV with the client (again not including any contact details), together with any interview notes and references.

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 in order to be able to assess suitability for potential roles, to find potential candidates 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. In that case we 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 use Cookies to collect personal data on you?

To provide better service to you on our websites, we use Google Analytics to analyse the use of our website. Our analytics service provider’s privacy policy is available at http://www.google.com/policies/privacy/.

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. These countries privacy laws may be different from those in your home country. Where we transfer 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 at info@hballondon.com or write to us at Mortimer House, 37-41 Mortimer Street, Fitzrovia, London W1T 3JH

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

1. The right to be informed

You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we’re providing you with the information in this Policy

2. The right of access

You have the right to obtain access to your information (if we’re processing it), and certain other information (similar to 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.

3. The right to rectification

You are entitled to have your information corrected if it’s inaccurate or incomplete.

4. The right to erasure

This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there’s no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.

5. 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. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.

6. 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.

7. 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).

8.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.

9.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’ll respond as soon as we can. Generally, this will be within one month from when we receive your request but, if the request is going to take longer to deal with, we’ll come back to you and let you know.

How will we contact you?

We may contact you by phone, email or social media. If you prefer a particular contact means over another please just 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, contact us at info@hballondon.com  or write to us at Mortimer House, 37-41 Mortimer Street, Fitzrovia, London W1T 3JH