Privacy Policy

Under General Data Protection Regulations from 25th May 2018

Who are we?

Henley Research International Limited, Old Post House, Rowington Green, Rowington, Warwickshire, CV35 7DB

info@henleyresearch.com
www.henleyresearch.com
0121 318 1098

Henley Research International offers a professional, results-oriented and cost-effective approach to executive research and talent identification. Established for over 23 years with more than 4,500 successful assignments now undertaken, we assist our clients in identifying and attracting high calibre executives for senior level roles across a range of vertical sectors and geographies.

We are committed to protecting the privacy of our candidates, clients and users of our website. We want to provide a safe and secure service where we deal with your personal information. This means information that identifies you personally such as your name, photo or contact details or data that can be linked with such information in order to identify you.

Quick Guide to Contents

What personal information do we collect about you?
Where do we collect personal information about you from?
How do we use your personal information?
How long do we keep your personal information for?
Who do we share your personal information with?
What happens if you do not provide us with the information we request?
Do we make automated decisions concerning you?
Do we transfer your personal information outside the EEA?
What are your rights?
How do we contact you?
How do you contact us?

1. What personal information do we collect about you?

We collect the information necessary to be able to find available opportunities and further information needed to assess your eligibility through the different stages of recruitment. This information may include your name, contact details, family details, CV’s, identification documents, educational records, work history, employment status and references.

We might sometimes also collect sensitive personal information about you, such as details of criminal convictions and ethnic origin.

We only collect sensitive personal information from you, and further process this data, where you have given your explicit consent or otherwise where permitted by law.

2. Where do we collect personal information about you from?

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

Directly from you. This is information you provide while considering or searching for a new opportunity (for example when you provide a CV) and/or during the different recruitment stages.
From an agent/third party acting on your behalf.
Through publicly available sources. We use a range of public sources including:
- LinkedIn
- Google
- Facebook & Twitter
- Other social media platforms
- Company web sites
- Other information in the public domain
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.

3. How do we use your personal information?

To provide a requested service or carry out a contract with you
Where we are asked by clients under our Legitimate business interest to suggest candidates who may be appropriate for a specific role. At this stage we only produce and provide publicly available information.
Where we have your consent
We will contact you to discuss an opportunity and only provide further information to the client with further information you have given us with your specific consent.
Where we have a legitimate interest
All the data we collect and process from the data subject will be used only in relation to our executive search and assessment activities. Legitimate interest means that we do not require consent from the data subject.
Where we have a legal obligation
Where we are required by legal authorities or statutory requirements to disclose information under binding legal obligations.

4. How long do we keep your personal information for?

We keep your information for the following periods, whether you are based within the EEA or outside:
Candidate data: Our policy is to retain Candidate Data for up to five years, whether we are holding this data under legitimate interest or with an individual’s consent. Should we wish to continue to hold data after five years, we will:

Where we are holding data under legitimate interest, we will assess whether the legitimate interest still applies
Where we have received consent, we will seek to contact the individual to ask for continued consent.

We share your personal information with a client who has a position to fill, in order to determine with the client whether you are a good fit for the available position. This client may be a recruitment firm working on behalf of an end client with a position to fill, or it may be a client who themselves has a position to fill. We may also share your personal information with a client who is interested in assessing potential candidates for future vacancies (ie during talent mapping and talent pipelining exercises).

We follow the same guidelines whether candidates are based within the EEA or outside. Where our client or a role is outside the EEA we might transfer personal information outside the EEA, but always using the same guidelines in obtaining Consent, as in 3 above.

We share your personal information with trusted third parties where we have retained them to provide services that you or our clients have requested, such as referencing, qualification and criminal reference checking services (as required), verification of the details you have provided from third party sources, psychometric evaluations or skills tests. These third parties comply with similar and equally stringent undertakings of privacy and confidentiality.

We share your personal information with our other Group companies for internal reasons, primarily for business and operational purposes. As we continue to develop our business, we may sell or purchase assets. If another entity acquires us or merges with us your personal information will be disclosed to such entity. Also, if any bankruptcy or reorganization proceeding is brought by or against us, all such information will be considered an asset of ours and as such it is possible they will be sold or transferred to third parties.

Where required we share your personal information with third parties to comply with a legal obligation; when we believe in good faith that an applicable law requires it; at the request of governmental authorities conducting an investigation; to verify or enforce our Terms of Use or other applicable policies; to detect and protect against fraud, or any technical or security vulnerabilities; to respond to an emergency; or otherwise to protect the rights, property, safety, or security of third parties, visitors to the our website, our business or the public.

6. 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 information necessary or withdraw your consent for the processing of your personal information, where this information is necessary for us to provide recruitment services to you, we may not be able to match you with available job opportunities.

7. Do we make automated decisions concerning you?

No, we do not carry out automated decision making.

8. Do we transfer your personal information outside the EEA?

For specific clients outside the EEA and relating to specific roles we might transfer personal information outside the EEA but it will only be on the basis outlined in the preceding sections.

9. What are your rights?

By law, you have a number of rights when it comes to your personal information. Further information and advice about your rights can be obtained from the data protection regulator in your country.

Rights	What does this mean?
1. 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).
2. 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.
3. 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.
4. The right to rectification	You are entitled to have your information corrected if it’s inaccurate or incomplete.
5. 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.
6. 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.
7. The right to data portability	You have rights to obtain and reuse your personal information 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.
8. The right to lodge a complaint	You have the right to lodge a complaint about the way we handle or process your personal information 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 information, 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 information with your consent up to that point is unlawful). This includes your right to withdraw consent to us using your personal information 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.

10. 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 have any enquires you can contact us at:

Helen Davies, Director

helen.davies@henleyresearch.com

registered number – Z5874878

IT Infrastructure

We are committed to maintaining the highest standards of data security and operational excellence. To support this commitment, we have partnered with Bold IT for all our IT support requirements. By collaborating with Bold IT, we ensure that our IT infrastructure is managed by certified professionals, aligning with industry best practices to protect and support our operations effectively. Bold IT is a reputable IT support provider with the following credentials and certifications:

Cyber Essentials Plus: This certification demonstrates their adherence to robust cybersecurity practices, ensuring protection against common cyber threats.
Microsoft Partner: Accredited to offer cloud solutions, infrastructure services, and support for all Microsoft 365 systems, highlighting their proficiency in Microsoft technologies. boldit.co.uk
UKAS/ISOQAR 9001: This ISO 9001 certification signifies their commitment to quality management systems, ensuring consistent and high-quality service delivery.

Cyber Insurance Coverage

We take the security and protection of your personal data seriously. As part of our commitment to safeguarding your information, we are covered by CFC Underwriting Ltd for cyber insurance. This coverage provides protection against cyber threats, data breaches, and other digital risks, ensuring we have the necessary support and resources to respond effectively to any cybersecurity incidents. While we implement robust security measures to protect your data, our cyber insurance coverage further reinforces our ability to address and mitigate potential cyber risks in compliance with industry best practices. If you have any questions regarding our security measures or data protection practices, please contact us at helen.davies@henleyresearch.com