AGOT GLOBAL SYNERGIES LIMITED CANDIDATE PRIVACY NOTICE



Introduction

AGOT Global Synergies Limited is an aviation and aerospace consulting and recruitment company. The Company's recruitment business provides skilled talent-searching and candidate-screening services to its clients and individual job seekers.

This Privacy Statement outlines how our organisation collects, uses, stores and discloses the Personal and Non-Personal Data we collect from and about you when you access or use our online and/or mobile websites, applications, services, and software, interactions with us on the phone or in person, or, where permitted by applicable law and in line with this Privacy Policy, that we obtain from publicly available sources or third-party sources.

AGOT Global Synergies Limited (“we”, “us”, or “our”) is committed to protecting and respecting the personal data that we hold. This privacy statement describes why and how we collect and use personal data and provides information about individuals’ rights. It applies to personal data provided to us by individuals or others. We will usually collect and process personal information about you that you directly provide by registering and/or submitting your application for a role advertised by AGOT Global Synergies. It applies to personal data provided to us by individuals or others. We may use personal data provided to us for the purposes described in this privacy statement or as made clear before collecting personal data.

​Personal data is any information relating to an identified or identifiable living person. When collecting and using personal data, our policy is to be transparent about why and how we process personal data.

​We process personal data for numerous purposes. The means of collection, lawful basis of processing, use, disclosure, and retention periods for each purpose are set out in the relevant sections below.

​The personal data provided to us is provided either directly from the individual concerned, from a third party acting on behalf of an individual, or from publicly available sources (such as internet searches).

​Where we receive personal data that relates to an individual from a third party, we request that this third party informs the individual of the necessary information regarding the use of their data.

Where necessary, reference may be made to this privacy statement.

Security

We take the security of all the data we hold seriously. Our staff are trained in data protection, confidentiality, and security.

We have a framework of policies and procedures which ensure we regularly review the appropriateness of the measures we have in place to keep the data we hold secure.

​All personal data provided to us is stored on our secure servers.

​Unfortunately, the transmission of information via the Internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website, systems, or apps; any transmission is at your own risk. Once we have

received your information, we will use strict procedures and security features to prevent unauthorised access.

Data that we hold

We provide services to individuals as well as organisations. The exact data held will depend on the services to be provided. Where we engage with individuals, we may collect and process personal data to establish and/or satisfy contractual or operational obligations. We request that individuals only provide the personal data required to fulfil our contractual or operational obligations.

​Why do we process data?

​Where data is collected, it is used for several purposes, as follows.

• Providing services to you: Data is processed to either place applicants into a job vacancy or to advertise a vacancy for a client. This may sometimes be further clarified in written documentation supplied before any data processing may occur.
• Individual needs: When communicating with and assessing the needs of a candidate or client, personal data may be processed to ensure that their needs and or requirements are appropriately satisfied. This may include assessing whether the collection of services for our clients is appropriate.
• Administration: To manage and administer our business and services, we may collect and process personal data. This may include (but is not limited to) maintaining internal business records, managing candidate and client relationships, hosting recruitment assessment days and administering candidate/client-facing applications.
• Regulatory: For AGOT Global Synergies Limited to do what it does, we may sometimes be required to collect and process personal data to fulfil contractual, regulatory, legal and/or ethical requirements. This may include (but is not limited to) verifying the identity of individuals.

What data is processed

​The data that is processed is dependent on the service that is being provided and on the recipient of this service.

• Services to candidates (Application data): Personal data may include (but is not limited to) gender, first and last names, middle name and other names (if any), date of birth, country of birth, nationality, residential address, email address, telephone number (s), alternative contact details, identity document details, job title, compensation details, employment dates, career history, qualifications, reference information, criminal record details, credit rating details, any information you chose to include in your CV and cover letter, and any other specifically relevant data as applicable to the role being assessed for.
• Assessment data: Candidate testing (such as technical, behavioural, or psychometric tests, interviews, and any other relevant information to evaluate your application.

• Pre-employment screening: Date of birth, personal identification, personal “business-type” photograph, bank account details, personal income tax resident status, medical information and declarations, criminal record, credit history report, and dependents details.

We may also collect, store, and use the following “Special Categories” of more sensitive personal information, if relevant to the position:

1. Information about your health, including any medical condition, health, and sickness records.
2. Information about criminal convictions and offences

Information you submit as part of your application must be true, accurate, complete, and not misleading. You understand that any false or misleading statements or omissions made by you during the application process, including your application and any assessments and interviews, may be sufficient cause to justify the rejection of your application.

If you provide information about your family or any other third party to us as part of your application, then before providing us with such information, you must inform the relevant individuals that you will disclose their Personal Data to us and provide a copy of the information in this Notice to them.

How your personal information is collected

AGOT Global Synergies may collect personal information that you provide directly on its website or directly passed to AGOT Global Synergies’ personnel. In addition, AGOT Global Synergies may collect your personal information from other legitimate sources such as public databases, search engines, and information from third parties that you have chosen and consent to disclose information about you. Examples of such third parties may include recruiters, online professional networks, or vendors in connection with pre-employment screening data.

Services to clients: Personal data may include (but is not limited to) name, corporate contact details, job title, or any other specifically relevant data.

How long do we hold data for?

​We retain the personal data processed by us for as long as is considered necessary for the purpose(s) for which it was collected. Where personal data is held with a view to placing applicants into job vacancies, we will hold the data for no longer than 5 years after the most recent contact with the applicant or 5 years after the termination of the most recent placement, whichever is later. There may also be occasions requiring data to be kept for longer; however, this will typically be for legal purposes.

Our role as a data processor

​When supporting some clients with parts of their recruitment process (mainly where candidates apply directly to a client and the client outsources part(s) of the recruitment process to us), AGOT Global Synergies Limited is the data processor, and our client is the data controller. Personal data that we process on behalf of our clients is stored on our secure servers and is protected by the same security measures that govern how we operate as a data controller.

Why do we process data?

​Where we act as the data processor and process personal data on behalf of our clients, this is done for the following purposes:

• Assessing your skills, qualifications, and suitability for the role. Carrying out background and reference checks, where applicable. Communicating with you about the recruitment process.
• To fulfil contractual obligations towards our clients. Clients also require the data we process to assist them in determining whether to enter into a contract of employment with you.
• To enable our clients to perform security, quality, and risk management activities.
• So that our clients can comply with any requirement of law, regulation, or a professional body of which they are a member. Our clients are subject to legal, regulatory, and professional obligations. We need to keep certain records to show how our clients comply with those obligations, and those records may contain personal data.
• To enable prospective clients to evaluate our services.
• Relationship management.
• Administration and management.
• If you accept a role with a client, then to conduct any necessary background checks and create your record in our database, we will usually also collect, to consider your application, evidence of qualifications, work history and background checks. In case we require references for the role, and you fail to provide us with relevant details, we will not be able to take your application further.

How we use Information about criminal convictions

Subject to our contractual requirements with our client (s), we may collect information, on their written authority, from you about your criminal conviction history. Typically, should a client be interested in offering you a role, it may be subject to a condition of such references being satisfactory.

How does AGOT Global Synergies share your personal information?

AGOT Global Synergies may disclose your personal information if required to do so by law, court of law, or as requested by a governmental or law enforcement authority.

Aside from this, AGOT Global Synergies only shares your personal information, which is a necessary part of its recruitment process. For example, AGOT Global Synergies may share your personal information with other members of AGOT Global Synergies where it is relevant to your application.

AGOT Global Synergies may also share your personal information with a selected group of third-party service providers that carry out certain recruitment-related activities on its behalf, such as background-checking agencies and companies that help AGOT Global Synergies with storing data.

AGOT Global Synergies expects the entities with which it shares your personal information (both group companies and non-affiliated third parties) to protect your information's confidentiality and security and use it only for its intended purpose. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

Transferring your Personal Information to other countries

The entities and organisations with which AGOT Global Synergies may share your personal information may be located outside of the European Economic Area (“EEA”) and the United Kingdom. AGOT Global Synergies has put in place safeguards reasonably designed to ensure your personal information remains adequately protected when transferred.

Your personal information may be transferred to the United States. The United States has not received a finding of “Adequacy” from the European Union under Article 45 of the General Data Protection Regulation (“GDPR”). Consequently, AGOT Global Synergies relies on appropriate safeguards, as set forth in GDPR Article 46, to transfer your personal information to the United States.

For more information about appropriate safeguards as set forth in GDPR Article 46, please email dataprotection@agotglobalsynergies.com.

How long do we hold data for?

When holding and processing data on behalf of our clients (where each client is the data controller and we are the data processor), we retain the personal data only for as long as our contractual obligations towards each client require. If a retention period has not been contractually specified, we will hold the data for no longer than 5 years after completing the recruitment process to which the personal data relates.

​Business contacts: Personal data from our contacts, which covers both potential and prior customers and potential and prior employees, are held in our customer relationship management tool (CRM tool).

​This information is entered into our systems after contact is made between a staff member of AGOT Global Synergies Limited and an individual or a business contact individual.

​Why do we process data?

​Where personal data on business contacts is held, it is used for several purposes, as follows:

• Promoting and developing our services.

• Hosting and facilitating events.

• Relationship management.

• Administration and management.

​What data do we hold?

​Personal data that may be held and processed includes (but is not limited to) name, email address, corporate contact details, job title, details of the communication between us and any other specifically relevant data.

How long do we hold data for?

​We retain the personal data processed by us for as long as is considered necessary for the purpose(s) for which it was collected.

• Our people: We collect personal data for our people as part of our business activities’ administration, management, and promotion.
• Our staff handbook explains further how personal data is held for our staff.
• ​Applicants: When an individual applies to work for AGOT Global Synergies Limited, personal data is collected through the application process. There are several purposes for which the personal data of applicants is collected.
• ​Employment: We process applicants’ personal data to assess their potential employment at AGOT Global Synergies Limited.
• Administration and management: We may also use this personal data to make informed management decisions and for administration purposes.

Personal data collected for applicants is held for as long as necessary to fulfil the purpose for which it was collected or for a maximum of one year when those purposes no longer become necessary.

​Suppliers

We collect and process personal data about our suppliers, subcontractors, and associated individuals. The data is held to manage our relationship, to contract and receive services from them, and, in some cases, to provide professional services to our clients.

​Why do we process data?

• Receiving goods and services. We process personal data in relation to our suppliers and their staff as necessary to receive the services.
• Providing services to our clients. Where a supplier is helping us deliver professional services to our clients, we process personal data about the individuals involved in providing the services to administer and manage our relationship with the supplier and the relevant individuals and to provide such services to our clients.
• Administering, managing, and developing our business and services. We process personal data to run our business, including:
  • managing our relationship with suppliers:
  • developing our business and services (such as identifying client needs and improvements in service delivery):
  • maintaining and using IT systems, and
  • hosting or facilitating the hosting of events.
  • administering and managing our website, systems, and apps.
  • Security, quality, and risk management activities. We have security measures in place to protect our and our suppliers’ information (including personal data), which involve detecting, investigating, and resolving security threats. Personal data may be processed as part of our security monitoring; for example, automated scans to identify harmful emails. We have policies and procedures in place to monitor the quality of our services and manage risks in relation to our suppliers. We collect and hold personal data as part of our supplier contracting procedures. We monitor the services provided for quality purposes, which may involve processing personal data.
  • Complying with any requirement of law, regulation, or a professional body we are a member of. We are subject to legal, regulatory, and professional obligations. We need to keep certain records to show we comply with those obligations, and those records may contain personal data.

​What data do we hold?

We will hold the supplier’s names, contact names, and contact details of suppliers.

​How long do we hold data for?

​We retain the personal data we process for as long as is considered necessary for the purpose for which it was collected. Data may be held longer when law or regulation requires establishing, exercising, or defending our legal rights.

People who use our website or apps

When people visit our website or use our apps, personal data is collected both through automated tracking and interacting with various forms on the website or apps.

​Personal data may be collected when individuals fill in forms on our website or apps or by corresponding with us by phone, e-mail or otherwise. This includes information provided when an individual registers to use our website or apps, subscribes to our service, or makes an enquiry.

​The collection of personal data through automated tracking is achieved using cookies. A cookie is a small data file that certain websites write to your hard drive when you visit them. A cookie file can contain information such as a user ID that the website uses to track the pages you’ve visited, but the only personal data a cookie can contain is information which you supply yourself. A cookie can’t read personal data off your hard disk or read cookies created by other sites. Some parts of our website use cookies to track user traffic patterns. We do this to determine our website’s usefulness to our users and to see how effective our navigational structure is in helping users reach certain information.

​If you prefer not to receive cookies whilst using our website, you can set your browser to warn you before accepting cookies and refuse the cookie when your browser alerts you to its presence. You can also refuse all cookies by turning them off in your browser, although you may not be able to take full advantage of our website if you do so. You may be required to accept cookies to complete certain actions on our website, including those requiring logging in. However, you do not need to have cookies turned on to use/navigate through many parts of our website.

​Sharing personal data

We will only share personal data with others when we are legally permitted to do so. When we share data with others, we put contractual arrangements and security mechanisms in place to protect the data and to comply with our data protection, confidentiality, and security standards.

Personal data held by us may be transferred to:

• Third-party organisations that otherwise assist us in providing goods, services, or information.
• Professional Services: This may include HR, Legal, and medical advisors who may receive your data to advise on your suitability for a vacancy.
• Clients: They may receive your data to assess your suitability for a vacancy applied for.
• Law enforcement or regulatory agencies or those required by law or regulations.
• Business contacts, clients, and suppliers, where such sharing is permitted under contract or under applicable law or regulation

Occasionally, we may receive requests from third parties with authority to obtain disclosure of personal data, such as to check that we are complying with applicable law and regulation, to investigate an alleged crime, and to establish, exercise or defend legal rights. We will only fulfil requests for personal data where we are permitted to do so in accordance with applicable law or regulation.

Locations of processing

Where possible, personal data resides within the UK territory but may be transferred to and stored at a destination outside the European Economic Area (EEA).

​Individual’s rights

Individuals have certain rights over their personal data, and data controllers are responsible for fulfilling these rights as follows:

• Individuals may request access to their personal data held by us as a data controller.
• Individuals may request us to rectify personal data submitted to or held by us or, where appropriate, contact us via the relevant website registration page or by amending the personal details held on relevant applications with which they registered.
• Individuals may request that we erase their personal data.
• Where we process personal data based on consent, individuals may withdraw their consent at any time by contacting us or clicking on the unsubscribe link in certain emails received from us.
• Individuals may have other rights to restrict or object to our processing of personal data and the right to data portability.
• Individuals may request information about, or human intervention into, any automated data processing we undertake. If you wish to exercise any of these rights, please email dataprotection@agotglobalsynergies.com.

Complaints

We sincerely trust that you will not encounter the need to do so; however, should you wish to register a complaint regarding the utilisation of your personal data, we cordially invite you to communicate the specifics of your concern via email to the following address: dataprotection@agotglobalsynergies.com. Please rest assured that every complaint brought to our attention will be thoroughly investigated, and we are committed to providing a prompt and comprehensive response to all such grievances.

Data controller and contact information

You retain the prerogative to submit a formal complaint to the United Kingdom's data protection authority, known as the Information Commissioner's Office (ICO). To obtain comprehensive details regarding your rights and guidance on initiating a complaint with the ICO, we recommend consulting the ICO's official website at https://www.ico.org.uk/concerns.

The data controller for AGOT Global Synergies Limited is AGOT Global Synergies Limited. When supporting some clients with parts of their recruitment process (mainly where candidates apply

directly to a client and the client outsources part(s) of the recruitment process to us), AGOT Global Synergies Limited is the data processor.

If you have any questions about this privacy statement or how and why we process personal data, please get in touch with us at: AGOT Global Synergies Limited, 71-75 Shelton Street, Covent Garden, London WC2H 9JQ, United Kingdom.

​Changes to our privacy statement

Updates to this privacy statement will appear on this website. This privacy statement was last updated on 01 January 2024.