Who are we?
We are a global partnership of independently-owned executive search firms.

What do we do?
Member firms provide executive search services to clients looking to recruit senior executives for their businesses. Member firms also provide leadership consulting services to clients.

What does this Policy cover?
This policy:

  • describes the types of personal data that we collect
  • explains why and how we collect personal data
  • explains how we use that personal data
  • sets out our legal basis for using the personal data that we collect
  • explains how long we keep your personal data
  • explains who we share your personal data with, on what basis, when we do so, and why
  • explains what happens if you refuse to provide the personal data requested
  • explains your rights and choices under all applicable data protection legislation, including the GDPR in the EEA, with regard to the processing of your personal data
  • explains how we may contact you
  • explains how you can contact us

 

What personal data do we collect about you?
We collect the information necessary in order that we may be able to assess your suitability as a potential candidate when conducting executive search assignments and further information needed to assess your eligibility through the different stages of the search process. The type of information we collect includes details of your career history, employment, your CV, educational records, identification documents, and references.
We may also collect sensitive personal data about you in certain specific circumstances. We only collect sensitive personal data from you, and further process this data, where you have given your explicit consent.

Where do we collect personal data about you from?
We collect personal data from about you from various different sources:

  • Directly from you. This is information you provide while searching for a new position and/or during the various stages of the recruitment stages process
  • Through publicly available sources. We use the following public sources:
    • LinkedIn
    • Internet search engines such as Google
  • From an agent/third party acting on your behalf. e.g. Outplacement Company.
  • By reference or word of mouth. For example, you may be recommended by a former colleague or a friend.

 

How do we use your personal data?
We use your personal data to evaluate whether the specific role we are handling in our executive search assignment could be one that would match your skills, experience and aspirations.
We will initially collect basic information on you such as contact details, job role and experience. This basic information may then be passed on to the client who has engaged us. If you’re your skills and experience suggest that you may be a good fit for the role, then we will contact you to invite you for interview. At that stage we will collect further information from you.
and chosen by the client and go through to the next stage we will then be collecting more information from you at the interview (or equivalent) stage and onwards in that manner.

How long do we keep your personal data for?
Our policy for holding your personal data is determined according to the type of record we hold:
Candidate data: Up to six years
Client contact details: Up to six years

Who do we share your personal data with?
Your personal data may be shared with the client who has engaged us to assist in the search to fill a particular role. This is the search that we will contact you about, to see if the role matches your skills, experience and aspirations. We may also conduct checks on you to verify the information you have provided.

What legal basis do we have for using your information?
For prospective candidates, as well as for referees and clients, our processing is necessary for our legitimate interests in that we need the information in order to be able to assess suitability for potential roles, to find potential candidates and to contact clients and referees.
If you are shortlisted as a candidate, then this may involve the processing of more detailed personal data including sensitive data such as health information that you or others provide about you. In that case we always ask for your consent before undertaking such processing.
For clients, we may also rely on our processing being necessary to perform a contract for you, for example in contacting you.

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 consider you as a porspective candidate for any current or future executive search asignments that we may be handling. 

Do we make automated decisions concerning you?
No, we do not carry out automated profiling.

Do we transfer your data outside the EEA?
To better match your profile with current opportunities we may transfer your personal data to clients in countries outside the EEA. These countries privacy laws may be different from those in your home country. Where we transfer data to a country which has not been deemed to provide adequate data protection standards we always have security measures and approved model clauses in place to protect your personal data. To find out more about how we safeguard your information as related to transfers contact the Data Protection Lead for the EMA Partners office in your country.

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.

     Rights 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 provide you with the information in this Policy.
  1. The right of access
You have the right to obtain access to your information (if we are processing it), and certain other information (similar to that provided in this Privacy Policy).
This is so that you are aware that we are processing your data and so that you can check that we are using your information in accordance with data protection law.
  1. The right to rectification
You are entitled to have your information corrected if it is inaccurate or incomplete.
  1. The right to erasure
Also known as ‘the right to be forgotten’.  In simple terms, this 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.
  1. 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.
  1. 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.
  1. 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).
  1. 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.
  1. 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 via the messaging facility on social networking sites. 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 our Data Protection Lead in your country.

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