Privacy Notice

RMS are committed to protecting the privacy of all personal data. We will collect personal details that you provide to us for the purpose of providing Recruitment, HR and Payroll Services . For providing such services to you we use your data in accordance with the General Data Protection Regulation as per the following statement;

  1. Who is collecting the data?
  2. What data do we collect?
  3. How do we use cookies?
  4. What is the legal basis for processing the data?
  5. Will the data be shared with any third parties outside of RMS?
  6. How long will the data be used?
  7. How long will the data be stored for?
  8. What rights does the data subject have?
  9. How can the data subject raise a complaint?
  10. Data Security
  11. Contact Information


Who is collecting the data?

Resource Management Solutions (NE) Ltd collect and process your personal data and RMS is the data controller and processor.

What data do we collect?

The data we collect is appropriate to provide services to you, to maintain our relationship, to enable you to submit your CV for general applications, to apply for specific jobs or to subscribe to our newsletter.

Personal Data Type Reason for Collection Information Sources
Name(s) (current and former) This is how we identify you. If we do not know who you are, we cannot provide services. Former names may be needed to conduct a complete background check, as old records may be held under a former name. You / Our Client

Public records

Third parties that we contact whilst performing services.

Date of birth Along with your name, this identifies you as a unique individual, and is required to perform services. You / Our Client
Address history Some services, especially criminal record checks, require several years of address history to complete. You / Our Client

Credit/consumer reporting agencies

Contact information To receive our services, we need to know how to get in touch with you. This usually includes your email, mailing address & telephone number. We will use these only to provide services and comply with our client’s instructions and our legal obligations. We will not contact you for any other reason. You / Our Client
Next of Kin Details For an emergency contact we need to obtain Next of Kin details incase of an emergency. You / Our Client
Documents to prove identity or address We may be asked to verify your identity, or we may be required to do so to complete services by our clients. If so, we may collect ID cards or other documents you provide. You / Our Client

A third party that collects your documents or verifies your identity for the purpose of transferring that information to us.

Photograph If our client asks us to create a profile or ID card for you, we may collect a photograph. Some services require us to collect photo ID, which also contains a photograph. You / Our Client
Professional credentials, designations, memberships, sanctions or reprimands Some clients wish to verify standing as a certain type of professional, participation or completion of professional development courses, or the existence of professional sanctions or reprimands. You / Our Client

Professional organisations with which you have been associated, or their recordkeeping service providers.

Public records

References you have provided

Gender & Ethnicity* Some services require a gender to complete. This may be used for equal opportunity monitoring, ethnic data is optional. You / Our Client
Government-issued identity numbers (e.g. Social Security Number, Social Insurance Number, National Insurance Number, driver’s license number) * Some services require this information, as records we need to retrieve from third parties are often associated to a government identity number. This may include criminal records, credit files, employment history or driving records. You / Our Client
Criminal history and police records* Some clients wish to review criminal history as part of their screening program. You / Our Client

Law enforcement or other government agencies

Public records

Employment history Some clients wish to verify employment or activity history over a period of time. You / Our Client

Your current or past employers or their recordkeeping service providers

Agencies that placed you with current or past employers

References you have provided

Education history Some clients wish to verify education or activity history over a period of time. You / Our Client

Educational establishments you have attended or their recordkeeping service providers

Government education authorities in jurisdictions where you have attended school

References you have provided

Opinions about you Some clients wish to conduct reference interviews. Additionally, opinions may be provided during verifications of employment or volunteering. You / Our Client

Your current or past employers or their recordkeeping service providers

Agencies that placed you with current or past employers

References you have provided

Health information, including drug test results* Some clients wish to test for drugs, fit to work and other health conditions. You / Our Client

Drug testing laboratories following sample collection for this purpose.

Medical professionals following a consultation for this purpose.

Eligibility to work Some clients wish to verify potential employees’ legal status in the jurisdiction where they operate. You / Our Client

Government agencies

Driving records Some clients wish to check driver’s license validity and driving history. You / Our Client

Government agencies

Place of birth* Some clients / services require a place of birth to complete services. You / Our Client
Other public record information Some clients wish to search various other public record sources for information. You / Our Client

Government agencies

Public records

Your opinions about your experience with RMS We may occasionally seek your feedback about your experience with us to improve the quality of our service. You
Cookies When accessing the website, cookies are collected to allow the website to recognise your device and store some information about your preferences or past actions. Your Device (smartphone, computer etc)
Payroll & Pension In order for RMS to pay your salary or pension we need to obtain bank / building society details and pension calculations to make payment. You

Financial Establishment

*Items marked with an asterisk may be considered special categories of data, they will not be collected in every case. They will not be collected where prohibited by law, and where permitted, they will only be collected and used in accordance with applicable law.

How do we use cookies?

Cookies are pieces of information shared between your web browser and a website. Cookies enable the website to collect information about your activities and provide you with a faster and easier experience for the user. When you access our site, we ask for your consent to use cookies.

These cookies are essential in order to enable you to move around the site and use its features, such as accessing secure areas of the site. Without these cookies, services such as viewing certain areas of the site or using web forms cannot be provided. These cookies do not gather information about you that could be used for marketing or remembering where you have been on the internet

What is the legal basis for processing the data?

  1. If you have applied directly to RMS for a role that has been advertised the information you have provided will be processed on a legitimate basis.
  2. If we have found your details on a jobs board, prior to us placing you in a post, we rely on your consent, given by completing the consent form online or collected at the time of you completing an application form.
  3. Data regarding your eligibility and the right to work is processed by us under legal obligation. Data relating to criminal record checks, which are relevant for some roles will be processed also on a legal obligation for us to comply with current legislation.
  4. Once a position has been found for the candidate we will then process your bank details and all other financial data, thus being entered into a contractual obligation. We are legally obliged to provide your data to the HMRC.
  5. For all employees within RMS, we are required under contract to process your information under contractual obligation between the employee/employer relationships.

Will the data be shared with any third parties outside of RMS?

RMS may share your data with our clients, our bank or finance provider, and in some cases with third parties.  In all cases, we ensure that appropriate safeguards are in place to ensure the protection of your personal information. For more information about these safeguards, please contact the Privacy team.

We do use third-party service providers for certain tasks, including outsourced payroll providers, information technology support, and provision of benefits.  To understand which service providers may receive your personal information, contact the HR or Privacy teams.

The table below lists the types of service providers we use, the purposes for which we use them and the types of personal information we may transfer to them. This table may be updated from time to time to meet new or evolving business requirements.

Service provider Types of information Purposes for transfer
Outsourced Payroll Providers Name, DOB, Address, Contact Details, Bank / building society details, pension calculations, tax information and hours worked. Provision of Payroll
Data storage and delivery providers, including data centres/cloud providers, applicant tracking systems, recruiting systems, human resources information systems and others All personal information in our care Secure data storage and delivery
IT support services Personal information in our care with which we require technical support Technical support
Background screening and consumer reporting companies, including drug testing labs, police departments, translation agencies and credit bureaus. Personal information required to complete background checks Background screening
Benefits & Pension providers, including healthcare providers, financial institutions and others Identifying information, health information, information about family members, financial information, and other information required to provide benefits & pension Provision of benefits, including health plans, retirement plans, and support services

How long will the data be used?

We keep personal information that was collected from or on behalf of a client/candidate for as long as the client/candidate asks us to keep it, or as long as we need to keep it to comply with our legal obligations.

How long will the data be stored for?

Your data will be retained for as long as necessary for the original purpose and in accordance with our Retention Policy.

How can you access or correct your personal information, request that it be deleted, or ask for it to be transferred to another organisation?

At any time, you can request access to your personal information and request that any inaccuracies be corrected.

You can also ask about:

  • if and why we have your personal information
  • how we obtained your personal information
  • what we have done with your personal information
  • whom has access to your personal information
  • where your personal information has been stored
  • how long we will retain your personal information, or how that retention period will be determined
  • the safeguards in place to protect your information when it is transferred

You can ask us to delete your personal information, or you can ask us to provide your personal information to a third party.

We may refer any of these requests to our client if your personal information was collected and/or transferred to that client.  Depending on which laws apply to your personal information, we or our client may only be able to do some of these things for you. If you request one of these things and we are unable to carry this out, we will explain the legal reasons and any options you may have.

What rights does the data subject have?

At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:

  1. Right of access – you have the right to request a copy of the data that we hold about you.
  2. Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
  3. Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
  4. Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
  5. Right of portability – you have the right to have the data we hold about you transferred to another organisation.
  6. Right to object – you have the right to object to certain types of processing such as direct marketing.
  7. Right to judicial review: in the event that Resource Management Solutions (North East) Limited refuses your request under rights of access, we will provide you with a reason as to why.

If you do not provide your data to us

One of the reasons for processing your data is to allow us to carry out our duties in line with your contract of employment, or contract for services. If you do not provide us with the data needed to do this, we will unable to perform those duties eg ensuring you are paid correctly. We may also be prevented from confirming, or continuing with, your employment with us in relation to our legal obligations if you do not provide us with this information eg confirming your right to work in the UK or, where appropriate, confirming your legal status for carrying out your work via a criminal records check.

How can the data subject raise a complaint?

We commit to investigating and resolving complaints about our collection or use of your personal data. To make a complaint, contact the Privacy Team.

You should contact our Privacy Team to resolve your complaint. If you are not satisfied with our resolution of your complaint, you may complain to the Data Commissioner’s Office.

Article 77 states the data subject has a right to lodge a complaint with a supervisory authority, in particular in the Member State of his/her residence, place of work of place of the alleged infringement if the data subject considers that the processing of personal data relating to him/her infringes the regulation.

Data Security

We have secure procedures in place for the transfer of your data. We do not share personal data with third parties other than those mentioned above and with our Clients.  We have relevant security in place for personal and sensitive data such as encryption and have security certifications implemented.

Contact Information

You can contact us in either of the ways below:

  • Email the Privacy Team for any further information:
  • Telephone directly on +44 (0)1325 389 333
  • Write to us at: Privacy Department, Resource Management Solutions (NE) Ltd, 3 Victoria Road, Darlington, Co Durham, DL1 5SJ


Version 1: May 2018