Privacy Policy/Privacy Notice for candidates

Maclean Legal Search is committed to protecting and respecting the privacy and

security of your personal information. Maclean Legal Search is a legal recruitment

and search firm and we therefore provide recruitment and executive search services

to individual candidates, as well as client law firms/retained searches for law firms

and/or corporates. To do this, we need to process the personal information of

individual candidates who we seek to place with new firms, corporates and financial

institutions. We use your personal data to match your skills, experience and

education with a potential opportunity.

What is the purpose of this document?

Maclean Legal Search is a “data controller”. This means that we are responsible for

deciding how we hold and use personal information about you. This purpose of this

privacy notice is to inform you of how and why your personal data will be used and

how long it will usually be retained for. It provides you with certain information that

must be provided under the General Data Protection Regulation.

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.

The kind of information we may collect, hold and process about you

In order to provide our search/recruitment services, we will collect, store, and use the

following categories of personal information about you:

 The information you have provided to us in your curriculum vitae and, if

relevant, a covering letter, business plan or an LPQ, including your

employment history, experience and qualifications (including education and

training details).

 Contact and general biographical information including your name, title,

address, telephone number, personal email address, work email address,

date of birth, gender.

 Any other information you give us. You may provide us with information by

corresponding with us by phone, email, text message or otherwise. This may

include your job preferences including role, location and salary, other financial

information, as well as details of any other job offers and, if relevant, details of

any disciplinary or other internal or regulatory investigation. You may also

provide us with your current contract details for example, current

salary/earnings, annual leave, notice period and details of any benefits you

receive.

 Details of your right to work including your passport, visa or right to work

permit, academic transcripts.

 We may automatically collect information regarding your visits to our website,

such as technical information and information about your visit.

 Referees/references.

 We may also collect, store and use the following types of more sensitive

personal information:

 Information about your race or ethnicity, religious beliefs, sexual orientation

and political opinions.

 Information about your health, including any medical condition, health and

sickness records.

 Information about criminal convictions and offences.

How is your personal information collected?

We collect personal information about candidates from the following sources:

 You, the candidate.

 Publicly available sources including corporate websites, the Law Society

website, the legal directories, the press or other publications, LinkedIn, Twitter

and other social networking sites.

 Your referees.

 Word of mouth.

How we will use information about you

We use the personal information we collect about you solely in our capacity as a

recruitment company/executive search firm. It is in our legitimate interest to try and

introduce potential candidates to potential employers/firms. To do this we assess

candidates to ascertain whether there is a potential fit with a law firm or corporate

known to us or by whom we are retained, with a view to introducing candidates to

law firms and/or corporates and them entering into an employment or business

relationship. We may also process your data to comply with our contractual or other

legal obligations or on the basis of your consent.

We will use the personal information we collect about you to:

 Assess your skills, qualifications, and suitability for a role.

 Match your skills with job vacancies to assist in finding you the best role.

 To put forward your details to law firms and/or corporates for you to be

considered for a role.

 To keep you updated about available opportunities for you.

 Communicate with you about the recruitment process.

 Keep records related to our hiring processes and build market insight.

 Comply with legal or regulatory requirements.

 To provide career advice.

How we use particularly sensitive personal information

We may use your particularly sensitive personal information in the following ways:

 We will use information about your disability status to consider whether we

need to provide appropriate adjustment.

 We will use information about your race or national or ethnic origin, religious,

philosophical or moral beliefs, or your sexual life or sexual orientation, to

ensure meaningful equal opportunity monitoring and reporting.

If you fail to provide personal information

If you fail to provide information when requested, which is necessary for us to

provide our services to you, we will not be able to assist you.

Information about criminal convictions

We do not envisage that we will regularly process information about criminal

convictions. Where appropriate, we will collect information about criminal convictions

as part of the recruitment process for a role, or we may be notified of such

information directly by you in the course of working with you. We will only collect

information about criminal convictions if it is appropriate given the nature of the role

you are being considered for and where we are legally able to do so.

Automated decision-making

We provide a personal service and you will not be subject to decisions that will have

a significant impact on you based solely on automated decision-making.

Data sharing

Why might you share my personal information with third parties?

We will share your personal data with the following entities:

 Your CV and related information will be shared or sent to prospective

employers/law firms/corporates.

 Third party referees

 Service providers e.g. IT providers

 Third parties when required by law or to protect our services.

 Other parties with your consent.

All our third-party service providers are required to take appropriate security

measures to protect your personal information in line with our policies. 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.

Sometimes we may propose sharing information with a potential employer outside

the UK or outside the EEA. If this is likely we will, if possible, first discuss this with

you and ensure that appropriate safeguards are in place. If we are working with you

in relation to a role with a US firm, your data is likely to be transferred to the US and

there is not an adequacy decision by the European Commission in respect of that

country. By agreeing to us putting you forward for such a role/position, you are

consenting to the proposed transfer of your data to the US.

Data security

We have put in place appropriate security measures to prevent your personal

information from being accidentally lost, used or accessed in an unauthorised way,

altered or disclosed. In addition, we limit access to your personal information to

those employees, agents, contractors and other third parties who have a business

need-to-know. They will only process your personal information on our instructions

and they are subject to a duty of confidentiality. We have put in place procedures to

deal with any suspected data security breach and will notify you and any applicable

regulator of a suspected breach where we are legally required to do so.

Data retention

How long will you use my information for?

We retain personal information about the individuals we work with for the period

necessary to fulfil the purposes for which it was collected, unless a longer retention

period is required by law. We do this so that we can advise candidates of any other

suitable opportunities that arise in the future. We limit the information that is retained

to that which is necessary for these purposes. We also retain information so that we

can respond to any complaints and in the event of a legal claim we can show that we

have not discriminated and have otherwise complied with our legal obligations.

When we retain information on individuals we ensure that it is only accessible to

employees who have a business need to do so. We also review the information we

hold on a regular basis so we only retain information that is still relevant and

accurate.

After this period, we will securely destroy your personal information.

Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

 Request access to your personal information (commonly known as a “data

subject access request”). This enables you to receive a copy of the personal

information we hold about you and to check that we are lawfully processing it.

 Request correction of the personal information that we hold about you. This

enables you to have any incomplete or inaccurate information we hold about

you corrected.

 Request erasure of your personal information. This enables you to ask us to

delete or remove personal information where there is no good reason for us

continuing to process it. You also have the right to ask us to delete or remove

your personal information where you have exercised your right to object to

processing (see below).

 Object to processing of your personal information where we are relying on a

legitimate interest (or those of a third party) and there is something about your

particular situation which makes you want to object to processing on this

ground.

 Request the restriction of processing of your personal information. This

enables you to ask us to suspend the processing of personal information

about you, for example if you want us to establish its accuracy or the reason

for processing it.

 Request the transfer of your personal information to another party.

 The right to withdraw consent – if you have given your consent to anything we

do with your personal data, you have the right to withdraw your consent at any

time (although if you do so, it does not mean that anything we have done with

your personal data with your consent up to that point is unlawful).

If you want to review, verify, correct or request erasure of your personal information,

object to the processing of your personal data, or request that we transfer a copy of

your personal information to another party, please contact MacLean Legal Search in

writing. 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.