Privacy Policy

Omni Resource Management Solutions (Omni) is a provider of recruitment services, and we act as both a Recruitment Business and an Employment Agency. We introduce job seekers to hirers for permanent and temporary vacancies, respectively.

Omni also have a Business Consultancy division (Resourcing Transformation) that works with organisations to review, improve and optimise resourcing effectiveness to enhance overall business performance.

Omni gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection regulation and law. This notice provides you with the necessary information regarding your rights and obligations, and explains how, why and when we collect and process your personal data.

Omni’s registered office is at Charter House, Woodlands Road, Altrincham, Cheshire, WA14 1HF and we are a company registered in England and Wales under company number 03278470. Omni are registered on the Information Commissioner’s Office Register of Data Controllers under registration number Z7378991 and act as the data controller. Omni’s designated Data Protection Lead can be contacted at dataprotection@omnirms.com.

What personal information will be collected?

Omni RMS takes great care to ensure that the information it holds about you meets legal, statutory and contractual obligations and to provide you with our products and services.  This includes having appropriate procedures and practices in place to ensure your personal information is protected.  We will never collect any unnecessary personal data from you and do not process your information in any way other than already specified in this notice.

The personal data we collect from you may include your:

  • Name
  • Address
  • Contact information
  • Company name

We collect information in the following ways (but not limited to):

  • Online registration form
  • Online application (including CV upload) to our Applicant Tracking System – Appellia, Vendor Management System or our Candidate Relationship Management System – Bullhorn.
  • Over the phone/ in person
  • Publicly held information
  • Information you have provided via online job board registrations

 

How we use your personal data

Omni take your privacy very seriously and will never disclose, share or sell your data without your consent, unless required to do so by law. We only retain your data for as long as is necessary and for the purposes specified in this notice. The purposes and reasons for processing your personal data are detailed below:

Legitimate interest 

Omni process your personal data when it is in our legitimate interests to do this in order to provide our services. Our legitimate interests include (but are not limited to) the following;

  • introducing job seekers and those interested in additional recruitment services
  • informing you about jobs that may be of interest to you
  • the measures we take in order to ensure the security and integrity of the service we provide
  • promoting, marketing and advertising of our products and services
  • the handling of customer contacts, queries and complaints.

Performance of a contract

Omni will process your personal information to enter into a contract with you (engagement/employment contract), For example, to ensure that an information request can be processed or that a booking can be confirmed.

Consent

On some occasions Omni may process your personal data with your consent. When your consent is required, we will clearly indicate this (e.g. when we share your CV with external CV review partners, or when we are required to perform screening and vetting with external partners). Whenever this is required, we will inform you and you have the right to withdraw your consent at any time. When you do so, we will cease to process such data.  

Legal obligation

We may process your information as part of our legal obligation for business accounting and tax purposes or to comply with a legal or regulatory obligation e.g. detecting, preventing or investigating crime or fraud including working with law enforcement agencies.

What if I decide I do not wish for my personal information to be used?

If at any point you change your mind, you can ask for your details to be deleted by contacting dataprotection@omnirms.com. You also have the right to know:

  • What personal data we hold about you
  • The purposes of the processing
  • The categories of personal data concerned
  • The recipients to whom the personal data has/will be disclosed
  • How long we intend to store your personal data for
  • If we did not collect the data directly from you, information about the source.

If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to update/correct it as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.

 

You also have the right to request erasure of your personal data or to restrict processing in accordance with data protection laws, as well as to object to any direct marketing from us and to be informed about any automated decision-making that we use.

If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the relevant request; this is to ensure that your data is protected and kept secure.

You can exercise your rights at any time by contacting dataprotection@omnirms.com.

Sharing and Disclosing Your Personal Information

We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. Omni uses third parties to provide the below services and business functions. However, all processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy notice.

Our Service Providers

This includes external third-party service providers such as accountants, auditors, legal advisors and other outside professional advisors: IT systems support and hosting service providers; technical engineers; data storage and cloud providers; internal reporting software providers and other similar third-party vendors and outsourced service providers that assist us in carrying out our business activities.

International Transfers of Personal Information

Personal information which you supply to us is generally stored and kept inside the European Economic Area.  However, due to the nature of the technologies required, your personal information may be transferred to third party service providers outside the EEA. In such situations, Omni transfer the minimum amount of data necessary, anonymise it where possible and enter legal contracts to aim to ensure those third parties handle your personal information in accordance with this privacy policy and European levels of data protection.

Technical and Organisational Measures

Omni take your privacy seriously and we take every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place.

How long will you keep hold of my information?

Omni retains information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. For the avoidance of doubt, for job seeker data that is stored within our Bullhorn CRM, it will be stored for up to three (3) years following the last contact we had with you, after which time your data will be deleted.  If we have not received an update from you within 24 months, we will contact you requesting you to update your information, should you wish.  You are a liberty at any point to request for your information to be updated and or deleted.  To do this please email dataprotection@omnirms.com and we will action your request within 10 working days.

Lodging a Complaint

Omni only process your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority – ICO.

Omni RMS

Charter House, Woodlands Road, Altrincham, WA14 1HF

Data Protection Lead

dataprotection@omnirms.com

0161 929 4343

ICO

T 0303 123 1113

https://ico.org.uk/concerns/

Last updated –  Jan 2024