Who are we?
We are The Forum for In-house Recruitment Managers (The FIRM LTD). We are a community and online platform for in-house recruitment professionals. We provide membership services such as research, benchmarking, events and training to our members. Our members use our services to connect with others and gain insight and information. They also use our platform to promote and find career opportunities
What does this Policy cover?
We at The FIRM take your personal data seriously. This policy:
- sets out the types of personal data that we collect about you
- explains how and why we collect and use your personal data
- explains how long we keep your personal data for
- explains when, why and with who we will share your personal data;
- sets out the legal basis we have for using your personal data;
- explains the effect of refusing to provide the personal data requested;
- explains the different rights and choices you have when it comes to your personal data; and
- explains how we may contact you and how you can contact us.
What personal data do we collect about you?
We collect the information necessary to fulfil our membership services to you. You provide data to create an account with us.
To create a membership account you need to provide data including your name, email address and a password. You have choices about the information you put on your profile, such as your Company Name, Job Title, location and photo. You don’t have to provide this additional information on your profile; however, profile information helps you to get more from our Services, It’s your choice whether to include sensitive information on your profile and to make that sensitive information public. Please do not post or add personal data to your profile that you would not want to be publicly available.
We promote our Services to you and others.
We use data and content about Members for invitations and communications promoting membership and network growth, events and research participation
By booking a ticket to an event you hereby give your consent for The FIRM to collect, process and use your personal data for the purposes of processing the purchase of your ticket and for reaching out to you directly with offers about future FIRM events and services and partners and sponsors. This information will be used for the purposes of processing ticket sales and compiling delegate lists which will be shared with our partners (also known as“sponsors”), and circulated by email to our email database, which includes all past and current delegates. It will also be used to improve our system for enhanced networking opportunities and tailored content. You may opt out of this at any point by emailing us via the contact methods listed at the bottom of this page.
We seek to provide insight for our members around industry trends and best practice so that members can learn from each other and be as productive as possible. In some cases, we work with trusted third parties to perform this research, under controls that are designed to protect your privacy. We publish or allow others to publish economic insights, presented as aggregated data rather than personal data.
Surveys are conducted by us and others on our behalf. You are not obligated to respond to surveys, and you have choices about the information you provide. You may opt-out of research and survey invitations.
We use data to generate aggregate insights.
We use your data to produce and share aggregated insights that do not identify you. For example we may use your data to generate statistics about our members, industry trends and benchmarking information.
Where do we collect personal data about you from?
The following are the different sources we may collect personal data about you from:
- Directly from you. This is information you provide while signing up for membership, to the community group or by taking part in our research and events
- Through publicly available sources. We use the following public sources:
How do we use your personal data?
We use your personal data to provide support and insight and develop our membership services to ensure they are as relevant as possible:
- To distribute our monthly newsletter and other general FIRM updates to you
- To inform you of in-house recruitment upcoming events, products or services which we feel may be relevant to you in a business context
- For participation in relevant member research and surveys
- For anonymous statistical analysis to share with sponsors
How long do we keep your personal data for?
We only retain your information for as long as is necessary for us to use your information as described above or to comply with our legal obligations. However, please be advised that we may retain some of your information after you cease to use our services, for instance if this is necessary to meet our legal obligations, such as retaining the information for tax and accounting purposes.
When determining the relevant retention periods, we will take into account factors including:
- our contractual obligations and rights in relation to the information involved;
- legal obligation(s) under applicable law to retain data for a certain period of time;
- statute of limitations under applicable law(s);
- (potential) disputes;
- if you have made a request to have your information deleted; and
- guidelines issued by relevant data protection authorities.
Otherwise, we securely erase your information once this is no longer needed.
Who do we share your personal data with?
We share your personal data with our service providers who help us provide our Services (e.g., research, benchmarking and marketing, chatbot and event sponsors). They will have access to your information as reasonably necessary to perform these tasks on our behalf and are obligated not to disclose or use it for other purposes.
What legal basis do we have for using your information?
We have lawful bases to collect, use and share data about you. You have choices about our use of your data.
At any time, you can withdraw consent by emailing email@example.com
We will only collect and process personal data about you where we have lawful bases. Lawful bases include consent (where you have given consent), contract (where processing is necessary for the performance of a contract with you (e.g. to deliver the FIRM membership services you have requested) and legitimate interests.
What happens if you do not provide us with the information we request or ask that we stop processing your information?
If you do not provide the personal data necessary, or withdraw your consent for the processing of your personal data, we may not be able to provide your membership services
Do we make automated decisions concerning you?
No, we do not carry out automated profiling
Do we transfer your data outside the EEA?
No, we do not transfer personal data out of the EEA
What rights do you have in relation to the data we hold on you?
By law, you have a number of rights when it comes to your personal data. Further information and advice about your rights can be obtained from the data protection regulator in your country.
||What does this mean?
|1. The right to be informed
|You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we’re providing you with the information in this Policy.
|2. The right of access
This is so you’re aware and can check that we’re using your information in accordance with data protection law.
|3. The right to rectification
||You are entitled to have your information corrected if it’s inaccurate or incomplete.
|4. The right to erasure
||This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there’s no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.
|5. The right to restrict processing
||You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.
|6. The right to data portability
||You have rights to obtain and reuse your personal data for your own purposes across different services. For example, if you decide to switch to a new provider, this enables you to move, copy or transfer your information easily between our IT systems and theirs safely and securely, without affecting its usability.
|7. The right to object to processing
||You have the right to object to certain types of processing, including processing for direct marketing (i.e. if you no longer want to be contacted with potential opportunities).
|8. The right to lodge a complaint
||You have the right to lodge a complaint about the way we handle or process your personal data with your national data protection regulator.
|9. 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). This includes your right to withdraw consent to us using your personal data for marketing purposes.
We usually act on requests and provide information free of charge, but may charge a reasonable fee to cover our administrative costs of providing the information for:
- baseless or excessive/repeated requests, or
- further copies of the same information.
Alternatively, we may be entitled to refuse to act on the request.
Please consider your request responsibly before submitting it. We’ll respond as soon as we can. Generally, this will be within one month from when we receive your request but, if the request is going to take longer to deal with, we’ll come back to you and let you know.
How will we contact you?
We may contact you by phone, email or social media. If you prefer a particular contact means over another please just let us know.
How can you contact us?
If you are unhappy with how we’ve handled your information, or have further questions on the processing of your personal data, contact Emma Mirrington, firstname.lastname@example.org