How will GDPR impact our practice and relationships with associates?

There’s no doubt that you will have heard of the GDPR changes that come into effect as of 25th May 2018. The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) is a regulation by which the European Parliament, the Council of the European Union and the European Commission intend to strengthen and unify data protection for all individuals within the European Union (EU). As you’d expect, we are preparing for the new regulations in time to safeguard the business and your data.

What does GDPR mean?

Through our compliance with the current Data Protection Act (DPA), our current approach will assist us well in managing the new laws and ensuring our practice is transparent to you in terms of how we collect, store, and use your data. For your information, you have our assurance that:

  1. We will always gain separate consent from you for separate processing activities – we will only ever put your details forward for a role we have discussed with you
  2. We will maintain an audit trail in our records to show we have gained your consent
  3. We will never send your details to any clients speculatively or without your consent
  4. All submissions of your data to a client will be for a valid opportunity and we will contact you and give you details of the opportunity beforewe send your CV to a client

In getting ready for the GDPR, we are documenting our current processes so we can tell you how we collect, store, and use your data. We must also set out your right to have personal data deleted or rectified.

Below is a brief description of our practice for your information.

When we receive your data, we retain your CV (in Word format and PDF), registration form (in Word format), and references (in Word format and PDF) on our secure server and centralised data system (Filefinder).

We take copies of your identification, proof of address, qualifications, DBS certification and proof of your right to work in the UK. These paper copies are scanned and stored securely on our server. Paper copies are destroyed (shredded) by our waste company, Data Restore and as per our contract they have an obligation to shred the documents on our premises.

Filefinder handles all our associate and client data and ensures our data collection process is in one place, so we can monitor how data is collected, stored, and used without ambiguity.

Your e mail address, telephone number(s) and contact addresses are stored in Filefinder and used to contact you via telephone or e mail through Office 365. Only Navigate employees can access Filefinder and use our secure Office 365 e mail accounts.

All these processes and steps are vital for the smooth running of the business and because we must be able to provide the paper trail that documents how you become an associate (often called “onboarding”) and how we manage your data: from receiving your CV to the point of placement with a client and beyond.

As we work to ensure our compliance with GDPR we will be reviewing and updating our documentation and processes, internally and externally, so they are clear and free of ambiguity. We will share the outcomes of these reviews with you.

GDPR gives us the opportunity to review and clarify our internal processes, become more transparent to our associates and clients, and continue to provide a high quality and respectful service to the sector.

As we update our practice in this area, we will cleanse aged data, to ensure we only have current and accurate information on both clients and associates.

In the coming weeks and months as we move to GDPR implementation, we will need your consent to hold and process your personal data. In addition, we will also need your consent to receive future newsletters via e mail. Please watch out for further information about how you can give your informed consent to remining on our system and continuing to receive our Newsletter moving forward.

By preparing ourselves now and making the necessary changes, we can ensure we comply with the upcoming regulations. If you have any questions about GDPR please don’t hesitate to get in touch with us.

Best wishes,

The Navigate Team.