DATA PRIVACY NOTICE
This data privacy notice is intended to inform you how personal data is processed by The ActOne Group using the GR8 People ATS (the ATS).
Job seekers are able to search/view jobs, and sign up for job alerts without creating a profile. Once they create a profile, they will be able to save searches, apply to jobs, and also have job alerts.
AgileOne recruiters are able to view the jobs, see the candidates that match the jobs based on a skill matching, and other field values (if filled out). They can also review candidates that have applied to jobs. Once the recruiter identifies the qualified candidates, they reach out to the candidate to invite them to apply to a job opportunity. The candidate, if interested, will review the job description, and apply to the job. This involves creating an account, adding in contact information, attaching a resume/CV and answering relevant questions. The candidate will then be reviewed and if a good match, will be scheduled for an interview with the hiring manager. The manager will then select a candidate and move them forward in the hiring process with an offer, background check and any other additional on-boarding steps.
The ATS is a cloud-based system provided by GR8 People, that has the ability to give job seekers visibility into AgileOne’s job opportunities. This could include full time permanent jobs or temporary jobs/projects, etc. The ATS is also used as a job search platform.
The ATS is used to manage job vacancies for AgileOne globally, and a hiring manager may be located in any of our international locations.
The controller of the personal data in the ATS is The ACT1 Group, Inc. dba AgileOne, 1999 W. 190th St, Torrance, CA 90504 (“AgileOne”, “we”, “us”, “our”) acting on behalf of The ActOne Group
The relevant Data Protection Officer is Nicholas Wills (Head of Privacy), nwills@agile1.com
The purpose of the data privacy notice is to provide you with certain information so that you know how and why your personal data will be used and how long it will usually be retained for, and what your rights are.
Data protection principles
We will comply with data protection law and principles, which means that your data will be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
- Relevant to the purposes we have told you about and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary for the purposes we have told you about.
- Kept securely.
We use the ATS data to match job vacancies within AgileOne to suitable candidates, to manage the recruitment process and to offer employment to the successful candidate.
We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
- Where we need to prepare or perform the contract we have entered into with you or will enter into with you that you are a party to .
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- Where we need to comply with a legal obligation.
- We may also use your personal information where we need to protect your interests (or someone else's interests).
We will use and process your data in The ATS for the following purposes:
- Matching your skills and experience to AgileOne job vacancies.
- Submitting you as a candidate to the relevant hiring manager.
- Pre-employment job offers, contract negotiations and on-boarding activities.
- Eligibility to work assessment
- Business planning including accounting and auditing
- Reporting
- Dealing with legal disputes involving data subject, or other workers and contractors, including accidents at work
- Ascertaining data subject fitness to work
- Complying with legal requirements.
- Complying with health and safety obligations
- Ensuring data subject wellbeing in an emergency situation
- To prevent fraud
- Gathering evidence for legal claims.
- Making arrangements for the termination of the working relationship and post termination matters.
- To ensure network and information security, including preventing unauthorised access to computer and electronic communications systems and preventing malicious software distribution
- Email
- First Name
- Last Name
- Phone Number/phone type (up to 3 values)
- Address
- City
- State/Province
- Postal Code
- Country
- Time Zone
- Language spoken
- Notification Preferences
- Profile Picture
- Preferred Work Locations
- Resume/CV/Portfolio
- Alumni questions
- Work Experience
- Skills
- Job Category that best matches job search
- Education
- Certification & Licensure
- Job Types (Freelancer, contract, contract to hire, Intern, Apprentice, etc.)
- Desired pay for each item selected
- Work Samples
- Additional Questions; usually Experience level, Source and Best Job Title
- Availability
- Notice Period
- Log files
AgileOne and its affiliates, professional services suppliers such as lawyers, accountants, and also government agencies. GR8 People will process the personal data because we use their platform as a basis for the ATS.
Data is stored in the US on servers controlled by GR8 People. The US is not subject to an adequacy decision by the EU/ICO. AgileOne transfers the personal data according to standard contractual clauses. You may obtain a copy of the relevant standard contractual clauses by emailing your request to privacy@agile1.com
The personal data will be kept for as long as needed to fulfil contractual obligations and mandatory legal retention requirements. In general users who are not assigned will have their data deleted after six months. We may need to keep some of your data for up to 10 years to comply with the law.
The legitimate interests of AgileOne are as follows:
- AgileOne provides MSP Services, direct sourcing, total talent, workforce management, sourcing and payrolling services and related proprietary technology solutions to its customers.
- AgileOne engages with its customers, suppliers, contingent workers and employees to provide the above services and to deliver its proprietary technology solutions.
- AgileOne sends invoices to its customers and pays staffing suppliers and contingent workers for services provided.
- AgileOne markets and advertises its services and actively seeks sales leads.
- AgileOne employs staff and engages independent contractors in order to further its legitimate interests.
- AgileOne develops, supports and maintains proprietary technologies globally related to workforce management solutions with support provided from US, UK, EU and India.
You have the right to request from AgileOne:
- The access to, erasure of, or rectification of the data:
- Restriction of the processing of the data;
- Object of the processing the data
- To have your data ported to a third party.
The ATS allows you to erase your data yourself should you wish to do so. We may send you emails from time to time to check if you are still happy for your details to remain in the ATS.
Please note we do not rely on consent to process data. Any processing of health data (usually related to sick leave information) is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law.
The ActOne Group, Inc. dba AgileOne is represented in the UK by Act*1 Services Limited in the United Kingdom. You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
The ActOne Group, Inc. dba AgileOne is represented in the EU/EEA by ACT1 Group – Agile1 Netherlands b.v.. You have the right to lodge a complaint with the supervisory authority if you are unhappy about our processing of your data or this notice. We would prefer that you contacted us directly but should you feel this is not possible, you have the right to lodge a complaint with Autoriteit Persoonsgegevens, Postbus 93374, 2509 AJ DEN HAAG, Telephone number: (+31) - (0)70 - 888 85 00
Your personal data is provided by you.
There is no automated decision making applicable to the processing of your personal data.