Privacy Policy

1. Introduction
This Privacy Policy outlines how Reymas Group (“we,” “us,” “our”) and its affiliated companies handle the personal information we collect in accordance with our obligations under the UK General Data Protection Regulation (UK GDPR) and other applicable data protection laws.
For the purposes of this Policy, references to “Reymas Group” include our subsidiaries and associated companies, where relevant.

Scope. This Policy applies to:

Job candidates (individuals seeking employment or contract roles).
Consultants or contractors we source, place with clients, or support with career-related services.
Representatives of our clients or prospective clients.

We describe the types of personal data we collect, how we use it, who we share it with, and your rights and choices in relation to your data. We also explain how we protect this information and how you can contact us. This Policy should be read in conjunction with our Data Retention Schedule, which details how long we keep different categories of personal data.

2. Information We Collect
We collect personal information about you through various offline methods, such as via phone calls, emails, recruitment events, in-person meetings, and from third-party sources like job boards and social media (when you voluntarily share your profile or CV).

Depending on your relationship with us, the information we collect can include:

Contact details: Your name, postal address, telephone number, and email address.
Details on your CV: Employment history, education, skills, qualifications, career interests, and any additional information you choose to provide.
Work eligibility: Copies of or details from your passport, visa, or other documents needed to confirm right to work.
Personal data: Such as date of birth, gender (where appropriate or legally required).
Bank and tax information: For administering payments (e.g., if you are placed as a contractor).
Health-related or disability information: If relevant to the role or required by law for workplace accommodations.
Background check information: Such as results of criminal record checks (where permitted by law), reference checks, and, if required, drug or alcohol test results.
Emergency contact details: If you provide information about family members or other contacts for emergencies.

We do not collect usernames or passwords, nor do we offer user registration on any online platforms.

3. Why and How We Use Your Information
We process personal data for one or more of the following purposes (as appropriate to our relationship with you):

Facilitating recruitment or contract placement: Identifying and connecting you with potential job opportunities.
Administration and payment: Managing payroll, invoicing, and other financial transactions if you work for or with us.
Client and vendor relationships: Communicating with client representatives and vendors as part of our services.
Legal compliance: Fulfilling obligations under law, such as checking your right to work and maintaining records for tax or auditing purposes.
Safety and security: Conducting necessary checks to comply with relevant health, safety, or regulatory standards.
Business operations: Improving our services, performing analytics, managing internal records, and other legitimate business functions.

We may also use your personal information for any purpose clearly disclosed to you at or before the time of collection, and only with your consent where required.

4. Lawful Basis for Processing
We only process your personal data when we have a valid lawful basis for doing so, which may include:

Contractual necessity: Where data processing is necessary to enter into or perform a contract with you.
Legal obligation: To comply with relevant laws and regulations.
Legitimate interests: To pursue our legitimate business interests in ways that do not override your fundamental rights and freedoms.
Consent: Where required by law, we will ask for your explicit permission before processing your data for certain purposes.

For further details on specific data types, retention periods, and their legal bases for processing, please consult our Data Retention Schedule.

5. Sharing Your Information
We may share your personal information with:

Relevant third parties for business or contractual reasons, such as clients (when discussing or confirming a potential placement), or service providers who act on our behalf (e.g., payroll processors, background check companies).
Subsidiaries and affiliates within Reymas Group, if necessary for internal administration or to provide recruitment and consulting services.
Professional advisors (e.g., lawyers, accountants) to obtain advice or comply with legal obligations.
Regulatory authorities or law enforcement, if required to do so by law or in response to a legitimate request.
Potential buyers or investors, in the event of a merger, sale, or reorganisation of our business or assets.

We ensure any such third parties are bound by contractual obligations to safeguard your personal information in accordance with applicable law.

6. Your Rights and Choices
Under data protection law, you have various rights regarding your personal data.

Subject to certain conditions, these may include:

Access: The right to request a copy of the personal data we hold about you.
Rectification: The right to have incorrect or incomplete data corrected.
Erasure (Right to be Forgotten): The right to request the deletion of your data in certain circumstances (e.g., if the data is no longer needed or you withdraw consent).
Restriction: The right to restrict our processing of your data if certain criteria are met.
Objection: The right to object to processing based on legitimate interests, or to withdraw consent if consent was the basis for processing.
Data Portability: In some circumstances, you can request that your data be provided in a structured, commonly used, machine-readable format.
Complaint: You have the right to lodge a complaint with a supervisory authority if you believe your rights have been infringed.

If you wish to exercise any of these rights or update how we communicate with you, please see the How to Contact Us section below. We may require you to verify your identity before actioning your request.

7. International Data Transfers
For contractual and business purposes, we may transfer your personal information outside the UK or European Economic Area. Where such transfers occur, we ensure they are subject to appropriate safeguards (e.g., standard contractual clauses or equivalent measures) to maintain the same level of data protection as in your home jurisdiction.

8. Data Security
We maintain administrative, technical, and physical measures designed to protect your personal data against accidental, unlawful, or unauthorised loss, destruction, alteration, disclosure, or access. Our security practices are regularly reviewed and updated to ensure the ongoing protection of your information.

9. Retention of Data
We keep your personal information for only as long as it is necessary to fulfil the purposes for which it was collected, and to comply with any legal, accounting, or reporting requirements. Specific retention periods for different categories of data can be found in our Data Retention Schedule.

10. Updates to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for legal or regulatory reasons. Any significant updates will be clearly communicated to you, and the revised Policy will indicate its date of revision.

11. How to Contact Us
If you have any questions, comments, or concerns about this Privacy Policy, or if you wish to exercise any of your rights, please contact us at:

Reymas Group

Cliff Masey - Co-founder & Director

241A Wellingborough Road, Northampton, UK, NN1 4EH

01327 227320

cliff.masey@reymas.co.uk

We aim to respond to all queries or requests within two working days. If you are not satisfied with our response, you can lodge a complaint with the Information Commissioner’s Office (ICO) or another competent authority in your jurisdiction.

Effective Date: 02/01/2025