Introduction

Pyramid Resource Solutions are committed to ensuring your personal information is protected and never misused. As per the legal requirement of every UK organisation that processes personal information, Pyramid Resource Solutions is registered with the Information Commissioners Office (ICO). Registration No. ZA198239.

For the purpose of applicable data protection legislation, including but not limited to the General Data Protection Regulation (Regulation (EU) 2016/679) (GDPR) Pyramid Resource Solutions (“We”, “Us”, “Our”) are responsible for your personal information.

This Privacy Policy applies to personal information we collect through our business activities and recruitment methodologies, including but not limited to, our Website Users, third party Websites, Communications and other associated applications, Clients, Candidates, other people we may contact, as part of our working practises, such as but not limited to, referees of candidates and Suppliers.

It is also important for you know that our Privacy Policy may be updated or amended in the future. We will endeavour to update you with any amendments but please visit this page to stay up to date. Any future changes will be featured here.

We take responsibility for the personal information we collect. We aim to be clear about how we handle it and give you control over your data. In our Privacy Policy we’ll try to explain transparently, what personal information we collect, why we collect it, how we use it, the controls you have over your personal data and the systems we have in place to safeguard it.

Our Key Privacy Principles

Privacy policies can be complicated. Different countries may approach data privacy in slightly different ways. To try and make ours as transparent as possible, we’ve summarised how we, Pyramid Resource Solutions, handle your personal information in our key privacy principles below.

Pyramid Resource Solutions will:

1. Only ask for, or collect the personal information we need.
2. Give you control over the personal information we hold on you.
3. Make sure your personal information is secure and protected.
4. Be fair and transparent about how we use your personal information.
5. Only ever use your personal information for the purpose of our services.
6. Never sell your personal information and only share it with your consent.
7. Respect your choices and inform you of any important changes that affect your personal information or how we use it.
8. We’ll only keep your personal information for as long as we need to, in order to use it for the reasons given in our Privacy Policy, and for as long as we’re required to keep it by law.
9. In certain situations you may have the right to request us to “erase” your personal data.

2. Information you share with us

• When you apply to, or brief us on, a job through our website, you’re required to register. This means you’ll provide us with basic contact information.
• We may collect the personal information you share when registering through our website or interacting with us in other ways, such as but not limited to, email, phone or other forms of communications.
• You may also provide information to us when you contact us about an opportunity, upload or send us a Job Brief, CV, Resume and / or Portfolio, or communicate with us in other ways.
• We may also ask for additional information to assist us fulfil our recruitment services, processes and lawful obligations, in the event you’re offered a job opportunity, as a result of our services.

You may also share details of other people with us, for example, but not limited to, someone who referred Pyramid Resource Solutions to you or you refer to us. In these circumstances, you’ll need to check with that person that they’re happy for you to share their personal information with us, and for us to use it in accordance with our Privacy Policy.

3. Information we may collect from other sources

• We may collect personal information about you, and / or your company from other sources; such as, but not limited to, previous employers, references, third parties etc.
• We’ll only collect the required personal information that’s necessary, during the recruitment processes. If you’re successful in being offered a job through Pyramid Resource Solutions services, then we may undertake and / or be required to make more detailed checks, such as but not limited to, proof of your identity and eligibility to work in specific job locations.
• We may collect information on you and / or your company in order to assist us perform our services more effectively and build a better understanding of you.  

4. Social Media & 3rd party sites

• Perhaps like you, Pyramid Resource Solutions use social media, and other third party websites, search engines and platforms, to research, source, and contact potential candidates, clients and prospects for the purposes of our recruitment services. We may collect some personal information from these sites. 
• If you as an individual and / or your company use social media, such as but not limited to, Facebook, Twitter and LinkedIn, and your profile(s) are visible to the public, and / or Pyramid Resource Solutions, we may review your social media profile(s). We do this primarily, although not exclusively, for research and qualification purposes to assist us with providing and marketing our recruitment services.
• Social media sites, job boards and similar online sites may have their own privacy policies, explaining how they use and share your personal information. You should carefully review their privacy policies before you use these sites to make sure you understand, and are happy with, how they collect and share your personal information.

5. Information from online & electronic interactions

• We use cookies on our websites and apps. “Cookies” are small text files that websites save onto your device via your web browser.  They’ve been around since the mid 1990’s and are one of the most widely used technologies on the internet.
• Some cookies may collect and store limited personal information and anonymous, aggregate statistics from visitors to our website.  
• We use this information so that we can see how long our website takes to load, how it’s used, the number of visitors to the different sections of our websites, and what information visitors look at the most. It also helps identify any part of our website that isn’t working as well as it should, so we can fix things and make our website better for you and other users.
• Any personal information collected will be used in accordance with our Privacy Policy.  By continuing to use our website, you accept that cookies may be set on your device.

To find out more about Cookies, and how we use them, please check out our Cookies Policy.

6. How we use your personal information

We use your personal information for the purposes of our recruitment services, processes and associated activities. This involves, but is not limited to, processing and storing information and passing or making available such information to prospective candidates, employers and clients.

• Client information, such as but not limited to, job vacancies, company information and placements may be passed to candidates and could be posted directly on our, and / or, third party websites.
• Candidate information may be passed on to clients for the purposes of a job application or to facilitate an introduction. We will only do this with your consent.

We may also use your personal information in the following ways

• To communicate with you and keep you informed of our services.
• To provide updates about any changes to our policies, terms and conditions and any other matters which we may need to discuss with you.
• To carry out administration tasks.
• To establish, exercise or defend our (or a third party’s) legal rights,
• To assist in any disputes, claims or investigations.
• To comply with our legal, regulatory and professional obligations,
• Otherwise for the lawful operation of our business.

Data protection and privacy laws in certain countries require us to a have “legal basis”, “legitimate interest”  or “lawful ground” for handling personal information. Broadly speaking, this means we have to have a legal justification for handling your personal information.

We’ve concluded that our “legal bases” for handling your personal information for the purposes set out in this Privacy Policy are as follows:

• Our use of your personal information is necessary to provide you with recruitment and / or employment services.
• Our use of your personal information is necessary for complying with our legal obligations.

We prefer not to collect and / or handle sensitive personal information (for example, medical, racial or ethnic origin, or criminal records information), but on occasion this may be required. In this scenario we will only handle, and not store, sensitive information:

• Where the law permits us to do so, in order to comply with our legal obligations or to exercise specific legal rights.
• Where you have given us your consent, this includes where you have voluntarily provided us with information during any communications.

If we have asked for your consent to collect and handle certain types of personal information, you may withdraw your consent at any time, by contacting us. 

7. Pyramid Resource Solutions communications promise

We may contact you to keep you informed of relevant information, such as but not limited to, career opportunities, industry insights, to update and maintain accurate records and other marketing communications.  

We do this in a variety of ways, including email, post, SMS / Texts, via social media platforms and by phone. 

We give you the option to stop receiving our communications at any time. You can let us know if you no longer want to hear from us by:

• Sending an email.
• Using the unsubscribe option included in all our email marketing communications. 
• Logging into your account on our website www.pyramidresouring.com and changing your preferences and information. (To be implemented.)

8. Consent

In certain circumstances we may be required to obtain your consent to process your personal data in relation to certain activities. Depending on exactly what we’re doing with your information, this consent may fall under “opt-in consent” or “soft opt-in consent”. 

Opt in consent broadly speaking means that:

• You’ve given us your consent freely, without us putting you under any type of pressure;
• You know what you’re consenting to.
• You have control over which activities you consent to and which you don’t.
• You have confirmed your consent, such as but not limited to, selecting a tick box for you to check so that this requirement is clear and unambiguous or via email or other electronic communication.
• We will keep records of your consent. 

Soft opt in consent broadly speaking means that: 

• In some cases, we’ll be able to rely on soft opt-in consent. We are allowed to market products or services to you which are related to the recruitment services we provide as long as you do not actively opt-out from these communications. 
• You have the right to withdraw your consent, or update your preferences, to these activities and can do so at any time by choosing to opt out, or update your preferences, which will be clearly visible on our communications.

9. What personal information we share

First of all, and perhaps most importantly, Pyramid Resource Solutions never sell your personal information. Given the nature of our services confidentiality and discretion are key. We only share your personal information with agreed, relevant third parties with your consent.

Sharing information within Pyramid Resource Solutions:

• Where it is in our legitimate interests to do so for, but not limited to, administrative purposes, corporate strategy, auditing, monitoring, research and development.
• Access to your personal information is limited to only those employees, or other personnel, who need it to carry out their function and assist you, and / or us, with our service offering. 

Sharing with third parties

We only share your personal information with third parties, such as but not limited to, candidates who are interested in your company, career opportunities, clients who you have consented to us submitting your details to and digital service providers to Pyramid Resource Solutions.

They only have access to the personal information they need, at any given time.

They are required to keep your personal information confidential and may not use it in any other ways than we’ve ask them to.

Other third parties who provide services on our behalf fall into the following categories:

• Third parties that help us with psychometric ability testing, video interviews, reference checking if your application is successful, audit services, administrative services, IT technologies (e.g. data storage), security services and insurance claims,
• Third parties that assist us with listing our jobs, to reach people who may be interested in career opportunities,

We may also share your personal information with third parties:

• If we’re required to do so by law, state, provincial or local laws. 
• Where it is in our legitimate interests to do so to run, grow and develop our business.
• To respond to any claims, to protect our rights or the rights of a third party, to protect the safety of any person or to prevent any illegal activity,
• To protect the rights, property or safety of our employees, customers, suppliers or other persons.

We take responsibility for the personal information that you share with us and require those third parties with whom we share your personal information to apply the same level of privacy protection as is contained in our Privacy Policy.

10. How long we keep your personal information

• We will only keep your personal information for as long as we need to, in order to use it for the reasons given in our Privacy Policy, and for as long as we’re required to by law.
• We will only keep your information for a limited period and your records may be deleted after 24 months of inactivity on your account. 

11. Your controls and choices

You have certain rights in relation to your personal information. In particular, you have the right to access, update and amend your personal information. If any of the information you’ve provided us changes, for example if you your e-mail address, name or postal address, you can update, amend or remove information by logging into your account, (to be implemented) or ask by submitting a request to us. 

In certain circumstances, you can also:

• Ask us to limit or restrict our use of your personal information.
• Ask us to provide your personal information to a third party provider of services.

In certain situations you have the right to request us to “erase” your personal data. We will respond to your request within 30 days (we may be allowed to extend this period in certain cases) and will only disagree with you if certain limited conditions apply. Assuming we agree to your request, we will delete all your personal information.

12. How we protect your personal information

We are committed to protecting your personal information. We use appropriate technical and organisational measures, including encryption, to protect your personal information and privacy, and review our systems regularly.

We protect your personal information using a combination of physical and IT security controls, including access controls that restrict and manage the way in which your personal information and data is processed, managed and handled.

Where we have given you (or where you have chosen) a password which enables you to access any portal or account, you are responsible for keeping this password confidential. We ask you not to share your password(s) with anyone.

In the unlikely event we suffer a security breach which compromises your personal information we will inform you as soon as possible. 

13. Data transfers, storage and the international handling of your personal information

We will make sure that any transfers of your personal information from one country to another comply with those data protection and privacy laws which apply to us.

European data protection laws, in particular, include specific rules on transferring personal information outside the EEA.

When transferring personal information to third parties outside the EEA, we will:

• Include the standard contractual clauses approved by the European Commission for transferring personal information outside the EEA into our contracts with those third parties; or
• ensure that the country in which your personal information will be handled has been deemed “adequate” by the European Commission.

We will always co-operate with any regulators as required by law to ensure that we remain transparent about the way we handle your personal information.