At Totum Partners Limited (“Totum”) we take protecting the confidentiality of our clients and candidates seriously, and with this in mind we adhere to the following Privacy Statement: English law and jurisdiction applies with respect to the content of this site and the information submitted. In particular, we recognise and address our obligations under the provisions of the Data Protection Act (1998).
Totum provides services in the UK and will act as the Data Controller for your information.
We collect information from all users of Totum services, when signed up on our website, in person or via an affiliated partner. We collect data required to carry out work finding services. This includes but is not exhausted to name, address, date of birth, employment history, right to work, membership details and references.
We never knowingly collect more personal data than is strictly necessary to perform our duties.
How & when we collect our information
Information is collected via our website and external job boards. Information is also voluntarily provided to us by candidates and clients when creating an account or signing up for our services. Personal information relating to an individual is collected during candidate registrations, update calls, emails and reference checks. Client information is also collected during meetings, update calls and events Totum attend or host.
In addition to the information provided we collect & check data from third parties such as Companies House and accredited bodies.
Information created when you use our services
If you are a client, we will collect details about the company such as; company registration details, structure, contact information and role details.
If you are a candidate (job seeker) we will collect personal data, name, address, date of birth, employment history, right to work, membership details, and references.
We may associate your name with another person through our ‘refer a friend’ scheme, to ensure you receive the due recognition.
How we use your data
Totum does not sell or share your personal information to third parties for third party direct marketing purposes.
We will use your information to deliver personalised work finding services, the information collected allows us to optimise your experience with Totum. Your information will be collated onto our databases; all paper documents are securely stored on each site. The database is interrogated by our consultant teams to find roles or positions that may be suited to your requirements.
We will use information collected to communicate with you regarding job searches, candidates, relevant marketing, events and updates. We may also use information collected for research and analysis to develop our job finding services.
Data Sharing & Disclosure
Except as set out herein and where required or permitted by law or a court of competent jurisdiction, we will not reveal any personal data about you to any third party.
Information will be shared internally within the Totum team to provide recruitment and payroll services. We will only share with third parties when required as part of our services. We may check information collected with third parties or with other information held by us. Candidate’s personal data will only be shared with Totum clients who have a legitimate interest and only then with the candidate’s permission.
Your data may be disclosed to any person, firm or company to whom we sell the whole or a substantial part of our business or to whom we may transfer any part of our rights or obligations. We may also disclose your information where necessary to enforce our Terms of Business or other agreements or if necessary to prevent, detect or prosecute illegal or suspected illegal activities or to prevent other damage in response to a legal action against Totum.
How do we protect your information?
Your personal data security is our highest priority. We have taken steps to protect your information by limiting the access to our network where your data is stored.
Our IT services are managed by Pinnacle, trading name of iPinnacle Ltd, whose IT security strategy is available on request.
Our team only access data that is required to complete their job role.
Although we do our best to protect the information you share via the internet, anything you submit via the internet is done so at your own risk.
Information retention & deletion
During the time you are registered as active with Totum we will log calls, emails, meetings, texts, events and any other relevant information will be recorded on our internal secure database. At this time no option exists for third party access, if a decision is made to change this aspect of the database, then we will seek your consent first. While all reasonable security measures have been implemented, we are unable to accept responsibility for intrusion by third parties acting illegally.
During our marketing activities, we log who, when and where our mailers have been opened and viewed.
We also obtain data from publicly available sources, financial service providers, governing bodies and referees. Totum may combine information collected from these sources with information already in its possession.
Our data is all stored on external servers hosted by iPinnacle and Erecruit, which are monitored and protected 24hrs a day.
All personal information is stored on servers located in the UK.
Totum will retain your information whilst you are active unless you request deletion of your account or information and for a period of no more than 6 years after you have completed assignments through Totum as required by law and in accordance with statutory guidance.
If you are no longer active in your work finding search and have not been engaged through Totum your information will be stored for 2 years under legitimate business interest, then securely destroyed and removed from our databases.
Data processing of minors
We do not offer work finding services to anyone under the age of 18. Therefore, no data will be held on under 18’s.
Access to your personal data
You have the right to:
Request the details we hold on you – Please contact firstname.lastname@example.org
Request data corrections of any details we hold on you – Please contact email@example.com
Opt out of all non-essential email communications – Please opt out using unsubscribe option at foot of all our marketing communications.
Request to be removed from our databases and systems. To submit a request please contact firstname.lastname@example.org
Remove consent of data processing – Please contact email@example.com
As and when required, we may update this policy. If significant changes are made we will notify all Totum services users. By using our services you consent to this policy.
ICO – www.ico.org.uk
Your Online Choices – www.youronlinechoices.com/uk/