DATA PROTECTION POLICY

Purpose of Policy:

The purpose of this policy is to enable anoisHR to adhere to the provisions of the Data Protection Acts, 1998 and 2003, and in doing so afford adequate protection to persons with regard to their personal information held by anoisHR. The policy clearly outlines what action is taken in managing any personal data you submit to us via our website or otherwise. 

 Scope of Policy:

This policy applies to any person who has provided Personal Data (as defined in the Data Protection Acts, 1998 and 2003) to anoisHR.

Policy:

SECTION A

After receiving any Personal Data (either in the form of a Curriculum Vitae (C.V.), anoisHR Registration Forms or any other format and whether received on foot of responses to advertisements in respect of job vacancies or otherwise, via our website or other sources), anoisHR may insert such information into:-

(a)          its computer database for the purposes of compiling it with other information about potential applicants for job vacancies 

             which arises and for the purposes of using that database to perform searches from time to time, as required to identify

             any individuals that may be suitable for such specific vacancies; AND

(b)          a computerised folder of C.V.’s received by anoisHR from individuals and maintained by anoisHR as a record of such

              C.V.’s and for the purposes of sending such C.V.’s to potential employers if the individual involved is suitable for a job

              vacancy (subject to the individual’s consent being obtained beforehand if such individual’s C.V. is to be issued to any

              potential employer.  If you do not wish any Personal Data to be used for any of the aforementioned purposes, you should

             inform anoisHR as soon as possible.

Non-Personal Data

 We use non-personal statistical generic data gathered from visitors to our website to aggregate an anonymous format to review usage of our website with a view to continually improving the design, content quality and user friendliness to maximise its usage.  This is used for our own internal Management Process Systems.  We may provide grouped non-personal data to third parties in relation to same but your identity is never disclosed in any format.

Submitting Data to anoisHR

All information is submitted voluntarily.  Individuals who forward any information to anoisHR should ensure that such information is up-to-date, accurate and complete and should in addition ensure that no such information whether it be contained in a C.V. or otherwise howsoever furnished to anoisHR contains any Sensitive Personal Data (as defined in the Data Protection Acts, 1998 and 2003).    Sensitive Personal Data relates to specific categories of data and is defined as data relating to a person’s place of origin, political opinions or religious or other beliefs, physical or mental health, sexual life, criminal convictions or the alleged commission of an offence or trade union membership.   It should be noted that anoisHR neither requires nor stores any Sensitive Personal Data.

The files on anoisHR’s computer system contain Personal Data and as such are subject to the regulation of the Data Protection Acts, 1998 and 2003. In order to comply with the legislation, and ensure that the information is kept in a safe manner which secures its confidentiality, anoisHR adheres to the data protection principles set out in the Data Protection Acts, 1998 and 2003 and guidance notes issued by the Data Protection Commissioners Office.

Accordingly,

• Information will be obtained and processed fairly.
• Individuals who furnished the data will be made aware of the purpose for which information is kept (and accordingly this policy sets out the purposes for which data is kept).
• Information is only disclosed in a manner consistent with the purpose, and to recipients as agreed with the relevant individuals.
• The information is kept safe and secure, and those working with the information are trained as to their full responsibilities in this regard.
• anoisHR undertakes to keep information accurate, up-to-date and complete.
• The information held is adequate and relevant, and not excessive, and regular reviews (referred to in the last paragraph of Section C below) are carried out to ensure that where this is not the case, information will be destroyed.
• Information will only be retained for as long as required to complete the purpose specified for such information.
• Should any individual request access to their file, this access will be granted within forty days of receipt of a written request.

SECTION B

Policy and Procedure regarding access to Personal Information

 To make a request for access to Personal Data, the following procedure must be followed:-

Procedure

• The individual must make an application in writing to anoisHR stating that he or she wishes to gain access to any Personal Data held in respect of such person.

• Upon receipt of an access request, anoisHR will acknowledge the request, and, within forty days a hardcopy of the Personal Data held will be furnished to the individual.

• Subject always to the provisions of the Data Protection Acts, 1998 and 2003, the following will also be supplied, unless the written request specified otherwise. 

• Categories of Personal Data held, and the corresponding purposes of the processing.

• The identity of those to whom the data is disclosed.

• The sources of the information.

• The explanation of the logic involved where automated decisions (if any) have been made based on the information.

• Where information is held in an encrypted form, or is encoded in any way, then the individual will be furnished with the means of interpreting this information.

• If the individual discovers any inaccuracies or areas that require updating, he or she should inform anoisHR of this fact as soon as possible.

• anoisHR will update the amended data on the original file within five working days of receipt of such a request, and will inform the individual of the update by providing an updated copy of the personnel file/information.

SECTION C

Policy on Maintenance of Accurate, Complete and Up-to-Date Personal Data

Files created for individuals are used for storing information including individuals C.V.’s, any notes taken at interview, any application form completed by an individual, any details in relation to individuals, any details of specific jobs in respect of which details of the individual is put forward to perspective employers, details of the individual’s opinions in relation to various proposed vacancies, details of how an individual performed at interview and other details in relation to any job placements.

It is the intention of anoisHR to ensure that all personal information held about an individual is kept up-to-date, accurate and complete. In addition, anoisHR endeavours not to hold information which is unnecessary or excessive for its intended purpose/s.

anoisHR does maintain files in respect of individuals after an individual has been placed in a job or after an individual’s application has not been successful for placement as anoisHR envisages that there may be an ongoing relationship between anoisHR and the individual and an individual’s C.V./details may be required if the individual re-contacts the agency in respect of other job prospects. If an individual does not wish anoisHR for any reason to keep any Personal Data on file, then the individual should inform our Data Controller of this position when it arises.  Tel: +353 67 41569 – or by email info@anoishr.ie

In addition, where the accuracy of any Personal Data held is in question the individual concerned will be requested to assist anoisHR in updating the data. Where information held on file is deemed excessive, this information will be destroyed.

This policy places a positive obligation on individuals to assist anoisHR and ensuring that personal information held that relates to them is accurate. individuals should notify anoisHR in writing of a change in personal details such as the change in address, or a change in other personal information which anoisHR holds. This notification should be provided in writing to anoisHR.

anoisHR reviews each file held by it on an annual basis to ascertain if the information held is still required for the purposes outlined in this policy.  If it is not the case, any such information will be deleted.  An automated reminder is provided for in anoisHR’s computer system so that anoisHR is reminded on a yearly basis to review any personal data held.

SECTION D

Storage / Security of Employee Personal Information

Once an individual’s file is created it is used to store information in relation to individuals such as his or her C.V., interview notes and any notes in relation to performance at interviews etc. Data Protection legislation provides that in order for anoisHR to be able to process this Personal Data adequate protection must be provided for this data and anoisHR complies with that requirement.

In determining appropriate security measures, the organisation has taken account of the sensitive nature of the information, and the harm that may result from unauthorised or unlawful use of it. Potential ramifications resulting from accidents to unlawful destruction, loss or damage to the information concerned have also been considered.

Accordingly, computer files are password protected and the identity of such passwords are restricted. If any information is sent to prospective employees it is only done so with the consent of the individual and employers are advised to keep such information confidential.  All computer files are backed up daily and stored in a secure location away from premises where they can be easily retrieved, if required.

SECTION E

Sale of Business

anoisHR reserves the right to transfer information (including personal data) to a third party in the event of the business being sold, involved in a merger, liquidated, in receivership or transfer of all or substantially all of the assets of the company provided only that this third party agrees to comply with the terms of Data Protection Acts, 1998 to 2003. 

SECTION F

Changes to Data Protection Policy

Any changes to this policy will be posted on this website so that you are kept aware of all the information that is collected, how it is maintained and utilised (subject to the provisions of the Data Protection Acts, 1988 and 2003).