The heart of Pascoe & Tew’s business is matching candidates to clients. To do this, we need to understand both clients and candidates, and this involves personal information.  This privacy notice explains what type of personal information we collect and how we use it.

What type of information we have

We hold contact details of the individuals we work with at our clients and of people within different industry sectors who we may work with during the research stage.

We also hold information about potential candidates:

• Profile information: This information will generally tell us who a candidate is and help build a picture of their capabilities and suitability for certain roles. This type of information may include their name, contact information, current company, information contained in their CV/resume, information contained in their social media accounts or personal websites or accounts (e.g. LinkedIn or Twitter) where these relate to their professional life.  [It may also include details of people they have worked with or opinions people have expressed to us about the candidate.]

• For certain roles we may need to hold information about criminal convictions or medical information.  We will only do this where permitted by applicable law.

• Search process information: If we contact a candidate in relation to a particular role, we will keep a record of our communications with them, including meetings with us or our client.

• Contact history: It may be that when we first contact a candidate it isn’t the right time for them to move, or the opportunity isn’t what they’re looking for, but we’ll keep in touch as things change over time.  We’ll keep a record of our contacts with the candidate to help us identify the right opportunities.

How do we obtain information?

Information about the people we work with at our clients OR client employees is provided to us by our clients.

Information about potential candidates may come from a number of sources.  Some of it will be publicly available information, for example from websites, including social media platforms where these relate to people’s professional life (e.g. LinkedIn or Twitter).   We may find this information through on-line research, or by using software to conduct searches for us.  We also talk to people working in the relevant sector to get their opinions about who may be a good fit for a role, and they may provide information about candidates based on their own knowledge of them.  Potential candidates also provide some information directly to us, either in the form of a written CV or through conversations.

What do we do with personal information?

We use information about client contacts to keep in touch and manage our relationship with them.

We use information about potential candidates:

• To identify whether they may be suitable for particular roles;
• To inform clients about potential candidates so they can consider their suitability;
• To explain to potential candidates why they may be a good fit for a role;
• Where a potential candidate agrees to be put forward for a role, to administer and support the [application] process;
• To keep a record of our search and recruitment activities.

We will only process individuals’ personal data where we have a legal basis for doing so. Generally, it will be on the basis of our legitimate interest in operating an executive search business.  However, we may also process personal data on the basis of an individual’s consent (for example if we are processing information about an individual’s health).

Who do we share information with?

We may share information with:

• third parties during the research process, for example where we are seeking to get their feedback on particular candidates.   This would not include confidential information, except where the candidate had given permission for us to share it;
• our clients;
• third parties providing us with services.

Generally we will only share data with other third parties in the following circumstances:

• when required to do so by law;
• in response to a legitimate request for assistance by the police or other law enforcement agency; and/or
• to seek legal advice from our external lawyers or in connection with litigation with a third party.

How long do we keep information for?

We store information as necessary to maintain our relationships with clients, potential candidates, and people we have placed in roles.

Where do we store personal information?

We may transfer personal information to clients at a destination outside the EEA and the UK in countries, which have less strict, or no data protection laws, when compared to those in Europe. Information may also be processed by staff or our vendors in other non-EEA jurisdictions which also have less strict or no, data protection laws.  If we do this, we will take legally required steps to ensure that adequate safeguards are in place to protect personal information.  If you are located in the EEA or the UK, you may contact us for a copy of the safeguards which we have put in place to protect your personal information and privacy rights in these circumstances.

Exercising your rights

You may have the right to request access to, rectification or erasure of, personal data which we hold about you. You may also have the right to object to or restrict certain types of processing of your personal data and request to receive a machine-readable copy of the personal data you have provided to us.

Any request to exercise one of these rights will be assessed by us on a case by case basis. There may be circumstances in which we are not legally required to comply with your request, for example because of relevant legal exemptions provided for in applicable data protection legislation.

Contact us

Please contact us at admin@pascoeandtew.com at if you would like to find out more about any matters relating to this Notice or have concerns about the way in which we have handled your personal data.  If you are not satisfied with the answer, you have the right to complain to your Data Protection Authority.