Last Updated: January 12, 2024
Omnia Resource Solutions (“Omnia Resource Solutions”, “we”, “us” and “our”) are committed to protecting your privacy. This Privacy Notice (“Privacy Notice”) describes the privacy practices that applies to our collection, use and disclosure of personal information about candidates (“applicant”, “you” and “your”) in connection with the recruitment and application processes for employment, contingent work, scholarship and/or internship opportunities with us and our clients when you submit personal information to us via any of our application portals or other recruitment mediums, whether online or off-line (collectively, the “Sites”), as well as how we use and share that information.
PART I: What Information We Collect & How We Collect It
What information we collect
- Personal information. We collect and process personal information in connection with your candidacy, including educational, work, and employment background, contact information and preferences, job qualifications, references and jobs or other career opportunities for which you would like to submit an application. You also may choose to provide us with additional information, such as your CV, resume, or transcripts; employment and work references and related information; and compensation requests.
- Sensitive personal information. We may also collect certain types of personal information that is treated as sensitive personal information. Often sensitive information is voluntarily shared by you, and not required or requested by us. Sensitive personal information includes, for example, government-issued identification number (such as a social security number), information relating to a person’s race or ethnic origin, political opinions or religious beliefs, physical or mental health or condition, sexual orientation, trade union membership, genetic data and any related legal actions or the processing of biometric data for the purposes of uniquely identifying an individual. It may include information about an individual’s criminal offences or convictions, as well as any other information deemed sensitive under applicable data protection laws. Where permitted by law and to the extent applicable, we may carry out background and/or criminal checks to determine your suitability for an open position or opportunity at our clients.
We do not request sensitive personal information in connection with recruiting unless permitted or required by local law (for example for equal opportunity monitoring or internal policies related to diversity and anti-discrimination). Where required by applicable data protection or privacy law, we will obtain your consent to our use of your sensitive personal information.
Sources of information
- Information we collect from you. To process your application, we ask you to provide personal information about yourself. All information is provided on a voluntary basis, and you determine the extent of information you provide to us. However, some information may be necessary to complete an evaluation of your application and if it is not provided, our ability to consider you as a candidate may be limited.
- Information we automatically collect. We may automatically collect certain information from you about your visit to our Sites using “cookies” and other similar tracking technologies. For further information, please consult the Cookie Notice.
- Information from third parties. We may obtain information about you from other sources to the extent permitted by applicable law, such as through your contact with us, including your interactions with us, or from third parties such as employment research firms, identity verification services, and other websites on the Internet (subject to such third party’s privacy policies). For example, you may choose to provide us with access to certain personal information stored by third parties such as social media sites (for example, LinkedIn). In addition, and where this is relevant to your application, we may collect information from third parties who are lawfully entitled to share your information with us, for example, in connection with a background or employment check and/or an employment or work reference. By authorizing us to have access to this information, you agree that we may collect, store and use this information in accordance with this Privacy Notice.
PART II: How We Use Your Information
Personal information is used for the following purposes (unless restricted by applicable law):
- Process Applications. To process and evaluate your application, to assess and confirm your skills, qualifications and suitability for hiring, to make hiring decisions, to put together job offer and benefits packages, and to maintain accurate and up-to-date recruiting records. This may include sharing your application with third parties, such as our clients on behalf of which we facilitate the recruitment process. For further information about sharing data with third parties, see section …. Below.
- Communicate. To communicate with you about job opportunities, vacancies, applications and scholarship opportunities.
- Manage Recruiting. To run recruitment and promotion campaigns, and manage and improve our recruiting and hiring processes. This may include surveys that you receive from us to provide your feedback about Trinity Recruitment.
- Background Checks. To conduct reference and background checks where required and/or permitted by applicable local law.
- Compliance. To comply with corporate governance and legal and regulatory requirements, including equal opportunities monitoring. Some special categories of personal information, such as information about health or medical conditions, is processed to comply with employment law obligations (such as those in relation to candidates with disabilities and for health and safety purposes).
- Internal Analytics and Research. to perform studies and statistical and analytical research, for example to compare the effectiveness of our placement of candidates between different business sectors and geographies and seek to identify factors that can influence any differences we identify.
PART III: How We Disclose Your Information
We take care to allow your personal information to be accessed only by those who need access to be able to perform their duties, and to be shared only with third parties who have a legitimate purpose for accessing it. We may share your personal information with third parties as follows:
- Our clients. We may share your personal information with our clients on behalf of which we conduct and facilitate recruitment processes.
- Service providers. We may share your personal information internally and with service providers, vendors, agents and other third parties (for example, consultants, analytics providers, attorneys and background checking services in connection with recruiting, employment, legal or regulatory requirements).
- Vital interests. We may disclose information where we believe it necessary in order to protect the vital interests of any person.
- Compliance with laws or any competent law enforcement body, regulatory body, government agency, court or third party. We may disclose information where we believe disclosure is necessary or required (i) by law or regulation, in order to comply with legal process or government requests (including in response to public authorities to meet equal opportunity laws, national security or law enforcement requirements); or (ii) to exercise, establish or defend our legal rights.
- With your consent. We may disclose your personal information for any purpose with your consent.
PART IV: Your Privacy Choices and Rights
We offer all individuals, regardless of residency, certain privacy choices. Residents of some territories (such as the European Economic Area or California) are afforded various additional privacy rights by applicable law.
- Communications from our Team. You can opt-out of receiving communications from us by sending an email to email@example.com.
- Correct or update your information. If you would like to correct or update personal information that you provided to us, please contact us at firstname.lastname@example.org.
Your rights may include:
- Access and portability. You may ask us to confirm whether we are processing your personal information, provide you with details about such processing, and, in some limited circumstances, give you a copy of your personal information. You may ask us to provide your personal information in a structured, commonly used, machine-readable format, or you can ask to have it ported directly to another data controller.
- Erasure or deletion. You may ask us to delete the personal information that we hold about you.
- Rectification or correction. You may ask us to correct any inaccurate or incomplete personal information that we hold about you.
- Objection to processing. You may request that we stop processing your personal information for specific purposes including marketing and profiling.
- Restriction of processing. You may request that we restrict the processing of your personal information in certain circumstances (for example, where you believe that the personal information we hold about you is not accurate or lawfully held).
- Appeal. You may have the right to appeal a decision we make regarding the exercise of your privacy rights.
- Lodge a complaint to your local Data Protection Authority. You may have the right to lodge a complaint with your national Data Protection Authority or equivalent regulatory body.
- Automated decision-making. We do not employ solely automated decision-making, as a matter of course, that results in automated decisions being taken (including profiling) that legally affect you or similarly significantly affect you. Automated decisions are decisions made automatically based on computer determinations (using software algorithms), without human review. If you are to be subjected to automated decision making, we will make it clear at the time and you have the right to contest the decision, to express your point of view, and to require a human review of the decision.
These rights are not absolute and are subject to conditions or limitations as specified in applicable laws. If you would like to exercise any of the above rights, please contact us at email@example.com. We will process your request in accordance with applicable privacy and data protection laws. To protect your privacy and security, we may take steps to verify your identity before complying with the request.
PART V: Security and Confidentiality
We maintain (and require our service providers to maintain) appropriate organizational and technical measures designed to protect the security and confidentiality of any personal information we process.. Trinity Recruitment staff who may have access to personal information are required to keep that information confidential. However, no security procedures or protocols are ever guaranteed to be 100% secure so we encourage you to take care when disclosing personal information online and to use readily available tools, such as Internet firewalls, anti-virus and anti-spyware software, and similar technologies to protect yourself online.
Part VI: International Transfers
Personal information, including personal information collected from or about you may be transferred, stored and processed by us and our service providers, partners and affiliates in countries other than where your personal information was collected and other than where you reside, including the United States and other countries whose data protection laws may be different than the laws of your country. We will protect your personal information in accordance with this Privacy Notice wherever it is processed and will take appropriate steps to protect your personal information in accordance with this Privacy Notice and applicable laws. We have implemented similar appropriate safeguards with our service providers, partners and affiliates.
For transfers of personal information from our group companies in the EEA, the United Kingdom and Switzerland to our other group companies, we have implemented the Standard Contractual Clauses (issued by the European Commission or the UK’s Information Commissioner’s Office). Our Standard Contractual Clauses can be provided upon request.
PART VII: Deletion and Retention
We will retain personal information where we have a justifiable business need to do so and/or as long as is needed to fulfill the purposes outlined in this Privacy Notice, unless a longer retention period is required or permitted by law (such as tax, legal, accounting or other purposes). Our retention schedule is based on a combination of laws and regulatory requirements, legal guidance, the amount, nature, and sensitivity of the personal information and to maximize operational efficiencies. We may also retain your information in accordance with applicable law to consider you for other job opportunities, unless you have told us that you do not wish us to retain your information for such purposes; we give you the opportunity to let us know if you do not want us to use your information for such purpose at the time that you provide your information to us. To the extent permitted or required by law, we may delete data at any time; accordingly, you should retain your own copy of any information you submit to us.
When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize it, or, if this is not possible (for example, because your personal information has been stored in backup archives or for technical reasons), then we will securely store your personal information and implement appropriate measures to prevent any further processing until deletion is possible.
If you request deletion of your personal information (see “Your Privacy Choices and Rights” section for further information) we will consider your request in accordance with applicable laws.
PART VIII: Additional Notices and Disclosures for Certain Locations
European Economic Area and UK – legal basis for processing personal information. Our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it. We will normally collect personal information from you to comply with our contractual obligations to you or to take steps to enter into a contract with you, if the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms, or if we have your consent to do so. In rare cases, we may have a legal obligation to collect personal information from you or may otherwise need the personal information to protect your vital interests or those of another person. We may sometimes provide you with additional information about this legal basis at the time this information is collected. See Part II, ‘How We Use Your Information’, for more details regarding the purposes for which we process your personal information. To process your personal information for such purposes, we typically rely on our legitimate interests in recruiting and assessing applicants; in providing information and resources to prospective employees, workers, interns and scholarship recipients; in promoting Trinity Recruitment to applicants; and in improving the functionality, effectiveness, and security of our recruitment resources and processes. As applicable, we may also rely on your consent, or such processing may be necessary for the performance of a contract.
PART IX: Other Information
Changes to this Privacy Notice. We will review and update this Privacy Notice periodically in response to changing legal, technical and business developments. When we update this Privacy Notice we will note the date of its most recent revision above. If we make material changes to this Privacy Notice, we may take appropriate measures to inform you in a manner that is consistent with the significance of the changes we make and is in accordance with applicable law. We encourage you to review this Privacy Notice frequently to be informed of how we are protecting your information.
Your responsibilities. You are responsible for the information you provide or make available to us, and you must ensure it is honest, truthful, accurate and not misleading in any way. You must ensure that the information provided does not contain material that is obscene, defamatory, or infringing on any rights of any third party; does not contain malicious code; and is not otherwise legally actionable. Further, if you provide any information concerning any other person, such as individuals you provide as references (“referee”), you are responsible for providing any notices and obtaining any consents necessary for us to collect and use that information as described in this Privacy Notice before you provide the referee’s personal information to us.
PART X: How to Contact Us
If you have any questions or concerns regarding this Privacy Notice, you may submit a request by:
Omnia Resource Solutions,
Dawson House, 5 Jewry Street,
London, EC3N 2EX
Please reference this Privacy Notice in your communication.