Privacy Policy

Introduction to this Policy

X-Tech Search Ltd understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of everyone and will only collect and use personal data in ways that are described here, and in a way that is consistent with your lawful rights and our obligations.

This privacy policy governs the collection, storage and use of personal information collected by X-Tech Search Limited (“X-Tech”, “we” or “us”):

• as a result of you replying to an advertisement posted by us via LinkedIn/social media sites, job boards, online CV library or;

• as a result of us pairing your profile/CV, attached by you onto LinkedIn/social media sites, job boards, online CV library, or to any position we are seeking to fill for our customers;

• via our website at www.x-techsearch.com (the “Site”);

• from personal recommendations;

• from organisation websites;

• During the process of us providing permanent and/or temporary staffing/recruitment services to you (“Services”)

Where “you” are a prospective candidate, candidate, prospective client, client, client contact, consultant or contact at any other organisation involved in the introduction and/or supply of a candidate’s services, references in this policy to:

• “candidate” means a prospective or actual candidate for a permanent/temporary/contract role;

• “client contact” means a talent acquisition/hiring-manager at a customer/client business or any of their affiliated businesses;

• “hirer” and “client” mean any hiring company to which we offer and/or provide permanent/temporary/contract staffing and recruitment services;

• “consultant” means a person whose services are supplied via X-Tech to work on a contract/temporary position with a client/hirer

Specifically, this privacy policy provides you with details about the personal information we collect and hold about you, how we use your personal information, and your rights regarding your personal data. It does not cover any use of your personal data by:

• an actual or potential employer/hirer;

• an umbrella company;

• or any other company involved in the supply of your services via us to a hirer, to whom we may provide your personal information as part of the staffing/recruitment process. That use will be governed by the relevant employer’s/hirer’s privacy policy.

This Privacy Policy/Notice explains how we use your personal data: how it is collected; how it is held; and how it is processed. It also explains your rights under the law relating to your personal data. Please read this privacy policy carefully.

X-Tech Search Ltd – Our details

X-Tech Search Ltd is the data controller (as defined in the GDPR), of the personal information that we collect from you. X-Tech Search Ltd is a company registered in England and Wales; registration number: 14545110; our Registered address is: 55 Crown Street, Brentwood, Essex. CM14 4BD.

The personal data X-Tech collects about you

Candidates/consultants: the personal data we collect about you when:

• you reply to an advertisement posted by us whether via LinkedIn/social media sites or job boards;

• we retrieve details submitted by you on LinkedIn/social media sites or job boards in relation to positions we are looking to fill for our customers/clients;

• you access and browse the Site, including when you populate data fields;

• we retrieve details submitted by you on LinkedIn/social media sites, job boards, in relation to our internal industry research;

• you contact us by message, email, phone, or any social media platforms;

• we deliver/offer services to you or to an actual or a prospective hirer/employer of your services;

• we contact you via message, email, phone, or any social media platforms with a view to providing services to you.

Examples of the type of personal data X-Tech may collect:

• Name; Gender; Date of birth;

• copy of your passport details;

• your current/previous employment/work details; staffing and recruitment-related information including reference checks, and any other information pertaining or needed by law to enable us to provide our services;

• Postal / e-mail address; including email communications and associated attachments you may send; and Telephone details, including recordings of telephone conversations;

• any other details you include in your profile/CV or completed application forms

How X-Tech uses your personal data

Candidates and consultants: we gather, store, and use information that we obtain in relation to you for our legitimate interests:

• so that we can contact you (via phone, SMS/MMS, messaging platforms, email or video communication) about opportunities/projects that we believe will interest you;

• to help us to deliver fitting candidates/consultants for our customers/clients who engage us to help deliver their staffing/recruitment objectives;

• to match your details with roles, which assists us in finding suitable positions for you and to send your information to customers/clients for prospective roles. We will always obtain written or verbal consent prior to issuing your personal details to a customer/client;

• Record-keeping purposes and to develop a staffing/recruitment database of candidates and clients to help meet our clients’ staffing/recruitment requirements and to connect candidates with relevant work opportunities;

• to execute contracts which are required in order for your services to be supplied/made available to a customer/client and/or hirer

• We will hold and use your personal data in order to comply with relevant lawful requirements to which X-Tech may be subject, including to undertake: Identity verification to conform to The Conduct of Employment Agencies and Employment Businesses Regulations 2003;

• Where you are successful in securing temporary contract/project work with one of our customers we will hold and use your personal data in order to complete and administer contracts with your selected umbrella/personal service company and for handling payment to such organisation with regards to services you have completed for our clients/customers. Such processing will be for our legitimate interests so that we can provide services to you and our customers. Such processing will also be required for the performance of a contract to which you are party (i.e. your contract with the personal service/umbrella company relating to the supply of project/assignment services) and/or in order to take steps in advance of you participating in such a contract.

Customers/Clients, Hirer’s, and other contacts involved in the staffing-supply and recruitment process/service: We gather, store and use your name/contact details for our legitimate interests, so that we can:

• maintain our relationship/partnership with you;

• Issue you with the details and profiles of candidates/consultants, and contact you in connection with our services;

• Issue relevant information, documentation and other items such as invoices when due. This also allows you to be contacted to receive and administer any Services which you/your company have requested.

In the case of connections at personal service/umbrella companies this allows you to be contacted to receive, on behalf of your employer, details of current/future projects/contracts, related timesheet and payment information.

Users of X-Tech’s services/website

We gather, handle and use your personal data for the following reasons: to provide our services as requested/make our site available for your use. Occasionally, our use of your personal data is for reasons which are ancillary to the supply of services/the site, or which are appropriate for a more effective operation. In such situations, we think we have a legitimate interest in handling your personal data, and do not believe that this handling and use of your personal data will unduly prejudice your rights or freedoms.

Such relevant situations could include: analysing and enhancing the information that we collect; ensuring that our own processes, procedures and systems are as efficient as possible; keeping our Site, apps, products and IT systems secure; detecting/preventing fraud; contacting with products and services which we think may interest you; determining the effectiveness of our promotional campaigns and advertising; and In some, relatively limited, circumstances we need to handle your personal information in a certain way to be able to comply with our legal obligations. For example, if we are requested to disclose your personal information to regulatory bodies; need to demonstrate our compliance with applicable law; are subject to any enquiry from the HMRC or the Employment Agencies Standards Inspectorate.

How X-Tech shares your personal data/information, and who with

The data/information we gather about you is used to deliver our services to you in our role as a staffing/recruitment agency, in order to identify suitable work opportunities, on a permanent or contract/temporary basis – in accordance with your requirements. Data/Information given freely by yourself when submitting an application/applying for a job role or registering an interest with X-Tech is only used for the recruitment process. We will not disclose any profiles or data to a prospective client/employer, client, or other parties without prior consent from yourself. We will never sell, trade or rent your personal information. We will disclose information when we share anonymous information generated by our Services with our customers; and when we share information with external service companies for them to facilitate and support us in the provision of the Services. This includes IT support service’s; credit reference providers; software providers and payment processors; and vetting/screening services.

Such companies are appointed by X-Tech as data processors and permitted to use your personal data only as required to provide the appropriate services. These companies are required to process this data based on X-Tech’s instructions and in accordance with this privacy notice/policy. These companies do not have any individual rights to disclose this data.

Staffing and Recruitment services: when X-Tech use your personal data during the process of our recruitment services, then we may share your personal data with customers where we believe that you may be suitable for a particular position with that customer. We may provide your personal data with our affiliated companies/subsidiaries for the purpose of processing personal data on our behalf to provide our services/site. Such entities are required to process this data in accordance with this privacy policy and our instructions. These parties do not have any individual rights to disclose this data.

Conformity with legal proceedings and statutory laws: when responding to legal process, court orders or to establish/exercise our legal rights or to defend against legal claims. When we believe it is required to share data in order to prevent, investigate or take actions against unlawful activities, suspected fraud, circumstances concerning possible dangers to the safety of anyone, violations of our terms of use, or as otherwise required by statute.

Acquisition/Sale/Merger: when required to transfer data about you if we enter a merger or are acquired by another party. If we are involved in a merger, acquired, sold or involved within a sale of all/a percentage of its assets, you will be informed via email and/or a prominent notification on our website of any change in proprietorship or uses of your personal data, as well as any choices you may have regarding your personal data.

Personal service and umbrella organisations: when you disclose to us that you are supplying/intend to supply your services via X-Tech to a customer through a personal service/umbrella company. Where personal data is shared with customers, personal service/umbrella companies or hirers in the aforementioned circumstances, then those companies will handle your personal data in accordance with their own privacy policies.

Transfer of Data internationally/outside the EEA (European Economic Area)

X-Tech may transfer collected personal data to customers/clients in countries outside of the UK or European Economic Area in connection with the aforementioned purposes, subject to prior consent from yourself. Please be aware that countries outside of the European Economic Area may not afford the same standard of legal protection for your personal data as that offered under UK law; although any gathering, storage and use of your personal data by us will continue to be governed by this privacy policy. Where personal data is transferred in this manner, we will ensure that we have measures in place so that it is afforded the appropriate protection.

How long do X-Tech keep your personal data for

X-Tech will hold information about you for up to 7 years from the date on which you last had meaningful communications with us. We will delete it after that period except where we need to keep any personal information to comply with our legal obligations, resolve disputes, or enforce our agreements. In some instances, we may anonymise your personal data for statistical/research purposes; in such event we may use this information indefinitely without further notice to you.

Data Security

All of the personal data we have is stored on our secure cloud-based database which is handled by X-Tech, and restricted in use by an individual database license, only available to current members of staff. Our internal computer system is protected by Windows defender and Malwarebytes at time of writing. Please note that the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal information/data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk.

Your rights to your data

You have the following rights in relation to the personal information/data we have stored in relation to you: the right to access the data we have stored in relation to you; the right to be informed about the data we have stored in relation to you and how we use it; the right for any inaccuracies in the data we have stored in relation to you, to be corrected; the right to restrict the processing of the data; the right to have data deleted in certain situations; the right to transfer the data we hold on you to another person/entity; and the right to object to the inclusion of any information. If you would like to exercise any of these rights in relation to your personal information/data, then any such requests should be sent to the email address referred below. There is not normally any charge for such request; however, if your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be levied to cover our administrative costs in replying. We will respond to such request within 30 days of receipt. Typically, we aim to provide a complete response, including a copy of your personal data within that timeframe. In some instances, however, particularly if the request is more complicated, additional time may be necessary, up to a maximum of three months from the date of receipt. You will be kept fully up to date with such progress. If you are not happy with any aspect of how we collect and use your information/data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would be appreciative if you would contact us in the first instance if you do have a complaint however, so that we can try and resolve it for you as promptly and efficiently as possible.

Technologies, e.g., cookies, scripts, tags and beacons are used by us, our associates and service / analytics providers. Such technologies can be used for site administration, tracking user’s movement on the site, analysing trends, and gathering demographic data about our user’s generally. X-Tech may be given reports based on the use of the aforementioned technologies by these organisations on an individual and/or aggregated basis. For example, we may use cookies to remember user's settings such as their language preference, as well as for authentication. User's can manage cookie preferences/usage as an individual browser. You may still use our Site if you to decide to reject cookies, however some features of our Site may be constrained/limited.

We may update/amend this Privacy notice/Policy, as and when required. This may be required for such reasons as changes in Law or if we change our organisation in such a way that it affects personal information/data protection. Any such updates/amendments will be made accessible via our website.

Contact X-Tech

To contact us concerning matters regarding your personal information/data and data protection, as well as to make requests for personal data updates, copies, or deletions, please contact us via the following:

• FAO: Sam Warren

• Email address: info@x-techsearch.com

• Telephone number: 0330 052 6065

• Postal Address: 55 Crown Street, Brentwood, Essex, CM14 4BD