Introduction

At VK HR Consultancy Ltd trading as VK Consultancy we are committed to protecting the privacy and personal data of our clients and candidates. This Privacy Policy and Data Protection Notice explains how we collect, use, disclose, and protect personal information in accordance with applicable data protection laws. Please read this notice carefully to understand our practices and your rights regarding your personal data.

Data Controller

VK Consultancy, registered at 52a Lower Richmond Road, London, SW15 1JT, is the data controller responsible for the collection, processing, and storage of personal information. In this notice, references to "we," "us," or "our" refer to VK Consultancy.

Collection of Personal Information

We collect personal information from clients and candidates in order to provide our recruitment and placement services. The types of personal information we may collect include:

a. For Candidates:

• Name and contact details (address, phone numbers, email address)
• Qualifications, experience, and employment history
• Nationality and immigration status
• Passport or identification information
• Test and assessment results
• Job preferences and salary expectations
• Racial or ethnic origin, sex, sexual orientation, religious or similar beliefs
• Criminal record information (where permitted by law)
• Details of referees
• Recordings of interviews conducted over Zoom or other platforms (if applicable)

b. For Clients:

• Name and contact details (address, phone numbers, email address)
• Description of the services required
• Information about family, children, and interests
• Languages spoken at home
• Invoices
• Recordings of interviews conducted over Zoom or other platforms (if applicable)

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We collect personal information directly from you when you provide it to us through application forms, interviews, emails, or other means. We may also collect information from third parties such as referees or regulatory authorities as required by law.

Use and Processing of Personal Information

We use personal information for the following purposes:

• To assess and process candidate applications
• To match candidates with suitable job vacancies
• To communicate with clients regarding potential candidates and arrange interviews
• To carry out necessary background checks and verifications
• To comply with legal and regulatory obligations
• To maintain employment records
• To improve our services and ensure quality control
• To detect and prevent fraud or other unlawful activities
• To conduct research, statistical analysis, and behavioural analysis
• To carry out customer profiling and analyse preferences
• To notify you of changes to our services that may affect you

Legal Basis for Processing

We process personal information based on one or more of the following legal bases:

• Consent: Where you have provided your explicit consent for a specific purpose.
• Contractual Necessity: When processing is necessary for the performance of a contract or to take steps at your request prior to entering into a contract.
• Legal Obligations: When processing is necessary to comply with applicable laws or regulatory obligations.
• Legitimate Interests: When processing is necessary for our legitimate interests or those of a third party, provided that such interests are not overridden by your rights and interests.

Sharing of Personal Information

We do not provide access to your personal information to companies or individuals outside of VK Consultancy and our affiliated entities, except under the following conditions:

• Contractual Agreements: When an individual or company has entered into a contract VK Consultancy that contains standard data protection clauses adopted by the ICO.
• Data Protection Training: When an individual or company has undergone data protection training covering the principles of GDPR with the data protection officer of VK Consultancy.

• Approved Secure Software: When an individual or company accesses the data through our approved secure software.

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• In certain cases, we may need to transfer your personal data outside the European Economic Area (EEA) for the purpose of storing your data on servers. Any such transfer will be subject to a European Commission approved contract that safeguards your privacy rights and provides you with remedies in the unlikely event of a security breach.

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• Contractual Agreements: If you have given your consent and entered into a contract with VK Consultancy, we may share your personal information with Lynx HR Consultancy, UAE as part of our partnership.

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• Candidate Consent: Prior to sharing any personal information with Lynx HR Consultancy, UAE, we will obtain your explicit consent. We will inform you about the nature and purpose of the sharing, and you will have the opportunity to provide your consent or withhold it. We will not share your personal information with Lynx HR Consultancy, UAE without your explicit consent. When sharing your personal information with Lynx HR Consultancy, UAE, we will ensure that it is done through approved secure channels to protect the confidentiality and integrity of your data.

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• Legal Requirements: We may disclose your personal information if required to do so by law, court order, or governmental authority, or if we believe that such disclosure is necessary to protect our rights, property, or safety, or the rights, property, or safety of others.

Please note that Lynx HR Consultancy, UAE will also be bound by their own privacy policies and data protection practices. We recommend reviewing their privacy policy to understand how they handle and protect personal information.

If you have any concerns or questions regarding the sharing of your personal information with Lynx HR Consultancy, UAE, please contact us at VK Consultancy using the contact information provided at the end of this policy.

Data Retention

We retain personal information for the duration necessary to fulfil the purposes outlined in this Privacy Policy unless a longer retention period is required or permitted by law. The retention period may vary depending on the type of information and the applicable legal requirements. As a general guideline:

• Candidate Records: We maintain candidate records for an average of 10 years to assist candidates in their job search and provide ongoing support.
• Client Records: We retain client records for 10 years from the most recent contact with our company to ensure efficient service and assistance with employee placement.
• If you request the removal of your information from our databases, please send an email request to the owner, Veronika Kanska. However, please note that the cessation of services and correspondence will occur, and if you wish to register for services again in the future, you will be required to provide personal data for efficient service.

Data Security

We have implemented appropriate security measures to protect personal information from unauthorized access, loss, misuse, or alteration. We limit access to personal information to authorized personnel who have a legitimate need to access it. Our staff and any third parties who process personal information on our behalf are subject to strict confidentiality obligations.

In the event of a suspected data security breach, we have procedures in place to promptly investigate, notify affected individuals and regulatory authorities, and take appropriate actions as required by law.

Marketing

We may contact you by post, email, telephone, text message (SMS), or automated call to provide information about our services that may be of interest to you. If you have consented to receive marketing communications from us and our group companies, you can opt out at any time by following the instructions provided in the communication.

Your Rights and Choices

You have certain rights regarding your personal information, subject to applicable laws. These rights may include:

• Access: You have the right to request access to the personal information we hold about you and receive a copy of that information.
• Correction: You can request the correction of inaccurate or incomplete personal information we hold about you.
• Erasure: In certain circumstances, you can request the erasure of personal information we hold about you.
• Restriction: You have the right to request the restriction of processing of your personal information.
• Objection: You can object to the processing of your personal information based on our legitimate interests.
• Data Portability: You may have the right to receive your personal information in a structured, commonly used, and machine-readable format and have the right to transmit that information to another data controller.
• Withdrawal of Consent: If we rely on your consent as the legal basis for processing, you have the right to withdraw your consent at any time.
• Lodging a Complaint: If you have concerns about our data protection practices, you have the right to lodge a complaint with the relevant data protection authority.
• To exercise your rights or for any inquiries regarding your personal information, please contact us using the contact details provided at the end of this notice.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy and Data Protection Notice or our handling of your personal information, please contact us at:

VK HR Consultancy Ltd

52a Lower Richmond Road, London, SW15 1JT

Email: info@vkconsultancy.co.uk

Phone: +44 7482 694135

We will endeavour to respond to your inquiries and address any concerns in a timely and appropriate manner.

Changes to this Privacy Policy

We may update this Privacy Policy and Data Protection Notice from time to time to reflect changes in our practices or applicable laws. We encourage you to review this notice periodically for any updates. The revised version will be effective as of the published effective date.

By continuing to use our services or providing personal information to us after any changes to this notice, you acknowledge and agree to the updated terms.

This Privacy Policy and Data Protection Notice is provided in accordance with the requirements of data protection legislation and is intended to inform you of our practices regarding the collection, use, and disclosure of personal information. We encourage you to read this notice carefully and reach out to us if you have any questions or concerns.