Privacy Policy – CK Financial Markets

CK FINANCIAL MARKETS LIMITED PRIVACY POLICY

CK Financial Markets Limited is a specialist executive recruiter providing services to our clients looking to recruit personnel for their business. We also provide services within advisory, talent mapping and strategic communications. We are a registered member of the Information Commissioners Office (ICO).

This statement is provided with the intention to comply with your right to be informed under the General Data Protection Regulation (GDPR). We have also considered your rights under the Privacy and Electronic Communications Regulations.

Policy brief & purpose

Our Company Data Protection Policy refers to our commitment to treat information of employees, candidates, clients and other interested parties with the utmost care and confidentiality. With this policy, we ensure that we gather, store and handle data lawfully, fairly, and transparently.

What is included in this policy?

The types of personal data that we collect about you;
How and why we collect and use your personal data;
How long we keep your personal data for;
How we use your personal data and who we share it with;
The legal basis we have for using your personal data;
Explains the effect of refusing to provide the personal data requested;
The rights and choices you have when it comes to your personal data; and
Contact details

Who does this policy apply to?

This policy refers to all parties (employees, candidates, clients, suppliers etc.) who provide any amount of information to us.

Employees of our company and its subsidiaries must follow this policy. Contractors, consultants, partners and any other external entity are also covered. Generally, our policy refers to anyone we collaborate with or acts on our behalf and may need occasional access to data.

Policy elements

As part of our operations, we need to obtain process and share information. This information includes any offline or online data that makes a person identifiable such as names, addresses, email addresses and phone numbers. Once this information is available to us, the following rules apply:

Our data will be: Accurate and kept up-to-date. Collected fairly and for lawful purposes only processed by the company within its legal and moral boundaries; Protected against any unauthorized or illegal access by internal or external parties; In addition to ways of handling the data the company has direct obligations towards people to whom the data belongs. Specifically we will:

Let people know when their data is collected.
Inform people about how we’ll process their data and about who has access to their information.
Have provisions in cases of lost, corrupted or compromised data.
Allow people to request that we modify, erase, reduce or correct data contained in our databases

Source of data

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

The source
- verbally over the phone, face to face meeting / interview or
- received electronically in the form of a CV / professional profile or in note format
The Internet – Publically available from company websites, social media sites (Linkedin, FSA Register etc.)
From third parties – recommendations of potential candidates or clients

How will we contact you

We may contact you by phone, email or social media.

What data do we hold?

We collect the information necessary to find available opportunities and assess your eligibility throughout the different stages of the recruitment process. We may hold and process the following information:

Names
Addresses
Dates of birth
Telephone numbers
Email addresses
Job titles
Work (and/or education) history
Professional memberships and qualifications
Historic pay details
Right to work documentation (visas/ passports)
Identification documents (driving licence, passports, identity cards)
Other information required in connection with pre-employment screening

Why do we need this data and what is it used for:

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 to move forward in the recruitment process we will then collect more information from you at the interview (or equivalent).

How long do we keep your personal data for?

We only retain your information for as long as is necessary for us to use as described above or to comply with our legal obligations. However, please be advised that we may retain some of your information after you cease to use our services, for instance if this is necessary to meet our legal obligations, such as retaining the information for tax and accounting purposes. If there is no good reason for retaining personal information, then that information will be routinely deleted.

Who can access your data?

In order to carry out our operations we will need to share your data with our clients for the purpose of hiring personnel for strategic roles. Our clients include financial institutions and advisory boutiques throughout the UK and the rest of the world.

What legal basis do we have for using your information?

For prospective candidates, clients and referees, our processing is necessary for our “legitimate interests” in that we need the information in order to be able to assess candidate suitability for potential roles with our clients. We ensure that our processing is necessary and that your fundamental rights of privacy are not outweighed by our legitimate interests.

If you are shortlisted as a candidate, then this may involve the processing of more detailed personal data. In that case, we always ask for your consent before undertaking such processing.

Clients may also rely on our processing being necessary to perform a contract.

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.

Data storage

To exercise data protection our data is stored in a secure and remote location. We are committed to:

Restricting and monitoring access to sensitive data.
Developing transparent data collection procedures.
Training employees in online privacy and security measures.
Building secure networks to protect online data from cyberattacks.
Establishing clear procedures for reporting privacy breaches or data misuse.
Establishing data protection practices (document shredding, secure locks, data encryption, frequent backups, access authorization etc.)

Transfer of your data outside of the EEA

To better match your employee profile with current opportunities we may transfer your personal data to clients in countries outside of the EEA. At present we transfer personal data to the following countries outside the EEA:

U.S
EMEA

Your data rights

Right to access data:

You have the right to access the information we hold. You should make such a request in writing to our Data Protection Officer. When a reasonable request is made we will endeavour to provide the data within one month. In exceptional cases we may extend this to. You will be notified if we believe this to be an exceptional case requiring a longer period of compliance.
You have the right to request the information we hold to be rectified if it is inaccurate or incomplete. You should contact our Data Protection Officer and provide the details of any inaccurate or incomplete data. We will then ensure that this is amended within one month. We may, in complex cases, extend this period.

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.

Right to be forgotten

You have the right to withdraw your consent at any time
You have the right to request your data is deleted and forgotten
If you wish to exercise this you should contact our Data Protection Officer in writing
You have the right to lodge a complaint with the ICO

Data breeches

In the event of a data breech CK Financial Markets Ltd will notify all parties without delay upon becoming aware of personal data breaches.

Data Protection Officer Contact Details

Clare Harris, Director, CK Financial Markets Limited Email: info@ckfinancialmarkets.com