Welcome to Adia. As you’d expect, to properly perform our services, we collect and use information about you.
Adia is committed to protecting and respecting your privacy. This Privacy Information Statement describes your privacy rights in relation to the information about you that we process, as well as the steps we take to protect your privacy. We know it’s long, but please read this Statement carefully.
SOME TERMS TO BE CLEAR ABOUT
First we need to be clear about how we use some words in this statement.
It may seem obvious, but in this Statement you will be referred to as ‘the Candidate’ or as ‘the Client’ or ‘You’ (collectively ‘Users’).
When we talk about ‘us’ ‘Adia’ or the ‘Company’ we mean Adia Technology Limited, registered in the UK with company number 9769199. We have our registered office at Millennium Bridge House, 2 Lambeth Hill, London EC4V 4BGThe Company provides staffing services to facilitate a hiring arrangement between Users as described in this statement (‘our Activities’).
To carry out our Activities the Company uses an online platform and App. The online platform and app bring candidates looking for work together with companies looking for workers. The Portal allows you to search and apply for jobs the Company and its sister companies advertise which match your interests, skills and/or experience, in the locations where you have expressed an interest in working.
Finally, this is a statement about information about people – like you and your family. It includes facts about you, but also opinions about you and that you hold (“I’m a football fan” for example). It’s not about information about the Company (although sometimes the two overlap). This type of information is sometimes called ‘Personal information’, ‘Personally Identifiable Information’ or ‘PII’. We use the term ‘Personal Information’ in this Statement.
WHAT PERSONAL INFORMATION DOES THE COMPANY COLLECT AND USE?
Personal information that the company usually collects includes, but is not limited to:
- your name, date and place of birth, contact details and qualifications (education, training courses and internships), documents evidencing your identity and right to work and any other information you listed on your resume or CV; including any additional voluntary information you choose to provide, such as a profile photo or copies of qualifications for example
- if you log on to the Portal using your LinkedIn or any other social media account: your profile data;
- information about the Candidate which is necessary for drafting and processing the Contract of Employment as well as the Candidate Assignment contract. This includes, but it is not limited to, copies of identification documents and work permits, bank details, and other information necessary for registration with insurance companies;
- Information about the client and the main points of contact necessary for registration with Adia and in order to draft and process Assignment Contracts;
- Information and content of the User’s correspondence between the client and Adia temporary workers and the other Users, i.e. through contact forms and the Chat tool that have been built into Adia.
- if you contact us, in some cases we will keep a record of that correspondence;
- feedback about you from our staff and third parties; where you give feedback on others, we usually keep that too and that is also personal information about you (it’s your opinion after all);
- we may also collect information on your visits to our website/Portal including (but not limited to) your IP address, browser, timestamp, location, country traffic data, location data, weblogs and other communication data and the resources that you access. This information will make your visit to our website/Portal easier in the future. We might, for example, suggest jobs to you which are being handled by branches local to where you were when you contacted us;
- we may also collect information for marketing purposes and analysis, including information on how your respond to email, sms, phone and other marketing campaigns
- photos and videos of your attendance at training or similar sessions (you will be given a chance at the session to ask not to be videoed or photographed);
- details of any disabilities and any accommodations we may need to make for you in the workplace; and
- in some cases we will also collect sensitive personal information where we are permitted to do so by law (so in some countries we will ask you about your background for equal opportunities monitoring).
WHY DO WE USE PERSONAL INFORMATION ABOUT YOU?
The company collects and processes personal information:
- to provide you with the services you expect us to, like finding you suitable jobs/assignments to apply for, or facilitating the process of applying for jobs/assignments. This includes providing your details to prospective employers for their consideration as detailed further below.
- to create the User profiles required for using Adia;
- to bring candidates looking for work together with companies looking for workers. For this purpose, information about Candidates is made available to Clients and their points of contact. Likewise, information about Clients such as; their points of contacts, details of jobs and hourly rates made available to the Candidate via Adia.
- to verify whether the Candidate is suitable for an open position, in particular by obtaining certificates and references from the Candidate which can also be shared with the Client.
- to verify an employer’s credit rating;
- to draft and process the relevant contracts between Adia and Candidates, and between Adia and Clients.
- to record the time worked;
- to make payment to the candidate and invoice the client
- to assess Candidate and Clients
- to put Adia in contact with Users and to put User in contact with other Users
- to inform Users about changes and other events relating to Adia that could be of interest to Users.
- with your consent we may also use your contact data for direct marketing for example via e-mail, messaging or telephone;
- to further develop, test and improve our website/platform, or other existing or new systems/processes to better serve you; this mainly takes place in the context of new IT systems and processes, so that information about you may be used in the testing of those new IT systems and processes where dummy data cannot fully replicate the operation of that new IT system;
- 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 might influence any differences we identify;
- to transfer data to third parties (see below);
- where necessary, to comply with any legal obligation; and
- we may also process your information to:
- promote the security and protection of people, premises, systems and assets;
- monitor compliance with internal policies and procedures;
- administer communications and other systems used by the Adecco Group (including internal contact databases);
- investigate or respond to incidents and complaints;
- comply with obligations and rights and cooperate with investigations carried out by the police, government or regulators; and
- participate in any potential or actual purchase or sale, or joint venture, of all or part of a business or company, that any member of the Adecco Group wishes to participate in.
WHAT DOES THE LAW SAY ABOUT THIS?
We are required by law to have a ground set out in the law to process the information we hold about you.
When you are working with or through Adia our processing of personal information for all these purposes is based on processing grounds like the performance of a contract to which the data subject is a party (purposes 1-7 and 16-17), processing necessary to comply with legal or regulatory obligations (purpose 16-17) and/or processing necessary in the legitimate interests of Adecco in exercising its and its staff fundamental rights to run a business in a way which does not unduly affect your interests or fundamental rights and freedoms(purposes 1-15 and 17). When processing is necessary for the legitimate interests of Adecco, we ensure that processing is conducted in such a manner that our legitimate interests outweigh any individual’s interest. We shall only process your personal information other than on these grounds with your consent (a further processing ground).
DO YOU HAVE TO GIVE US THE PERSONAL INFORMATION WE ASK FOR?You are not obliged to provide your personal information to us, but it is more or less impossible for us to work with you and provide our services if you do not.
DO WE PROCESS INFORMATION ABOUT YOU WITHOUT ANY HUMAN INTERVENTION AT ALL?Yes we do at times. The Company may use automated systems/processes and automated decision-making (like profiling) to provide you, and our clients, with the services you request from us. For example, when our clients are looking for candidates for jobs, we may conduct a search of our lists of candidates using automated criteria which takes into account your availability, skillset, pay rate and in some circumstances previous feedback we have received from clients to compile a shortlist which ranks which candidates are most likely to fulfil the client’s requirement. This means that sometimes your position in the rank may be higher than others, depending on how these factors match the clients’ needs.
HOW LONG DO YOU KEEP MY PERSONAL INFORMATION FOR?The Company can keep your personal information for up to 2 years after you register with us. If you are successful in finding work through us, the Company will need to keep your personal information for a longer period in order to comply with its on-going legal and contractual obligations. Generally we retain your personal data concerning taxes, contracts of employment and any financial information (including payroll data and data relating to pay, etc.) for 7 years, and other personal information for 2 years.
DO WE TRANSFER YOUR DATA TO THIRD PARTIES?
As mentioned above, we usually disclose your data to third parties. This is done to complete the purposes set out above. We do this in the following circumstances:
- With Clients and the points of contact who receive information about Candidates via Adia. This may include sharing Candidates contact details directly with Clients via Adia in order to facilitate use of the Chat tool.
- With Candidates who receive information about Clients and the points of contact via Adia.
- With our suppliers. We may, for example, engage a supplier to carry out administrative and operational work in support of our relationship with you. The supplier(s) will be subject to contractual and other legal obligations to preserve the confidentiality of your data and to respect your privacy, and will only have access to the data they need to perform their functions; the relevant suppliers are typically IT suppliers (who host or support our IT systems, including information about you), premises management companies (who look after physical security at our buildings, and therefore may need to know about you to allow access to our buildings) and back office finance and accounting management providers (who might need to handle details of candidates in order to process accounts payable and receivable). We may also engage suppliers who provide IT technology services and solutions, which might include video interview and skills assessment tools. https://adia.com/uk/third-party-suppliers/
- With other Adia branch offices and affiliates, including their suppliers, service providers and agents who are involved in providing the Adia online platform, its content and the services provided by Adia;
- With suppliers, service providers and agents who are involved in providing the Adia online platform, its content and the services provided by Adia, these include our service providers, for example, who is responsible for hosting the platform and the content as well as providers of certain functionalities provided by Adia, such as the Chat tool integrated in Adia and the map showing Candidates the location of work.
- We will share your data with government, police, regulators or law enforcement agencies if, at our sole discretion, we consider that we are legally obliged or authorised to do so or it would be prudent to do so; and
- As part of due diligence relating to (or implementation of) a merger, acquisition or other business transaction we may need to disclose your data to the prospective seller or buyer and their advisers.
DO WE TRANSFER YOUR DATA OUTSIDE THE EUROPEAN UNION?
Your data can be transferred and processed in one or more other countries, in- or outside the European Union. A full list of the countries in which we operate is available in the ‘choose your country’ function of our website at www.adia.com.
We shall only transfer your data outside the EU to countries which the European Commission believes offers an adequate level of protection to you (a list of those countries is available here: http://ec.europa.eu/justice/data-protection/international-transfers/adequacy/index_en.htm ), or where the Adia has put in place appropriate safeguards to seek to preserve the privacy of your information (for which we usually use one of the forms of data transfer contracts approved by the European Commission, copies of which are available here: http://ec.europa.eu/justice/data-protection/international-transfers/transfer/index_en.htm ).
WHAT ARE YOUR RIGHTS?
- Right to access and obtain a copy of your personal information:You are entitled to request confirmation whether we process any of your personal information. Where this is the case, you may have access to some of your personal information (via the platform) and to certain information about how it is processed. In some cases you can ask us to provide you with an electronic copy of your information.
- Right to correct your personal information: If you can demonstrate that personal information we hold about you is not correct, you can request that this information is updated or otherwise corrected. We would encourage you to access the online platform where possible and update your personal information directly.
- Right to be forgotten/have data deleted: In certain circumstances you have the right to request that we restrict the processing of your personal data and/or that your personal data is deleted. You may make such a request at any time and Adia will evaluate if your request should be granted, however this right is subject to any legal rights or obligations we may have to retain data. For situations where in accordance with the law, we determine that your request to have your personal information deleted must be granted, A will do so without undue delay. Please bear in mind, once your data is deleted – that the Company might not be of service to you anymore once this data about you has been deleted. If you want to re-register with the company again, you will need to re-enter your data.
- Right to object: As far as the company’s processing of your data is based on the company’s legitimate interest (and no other processing ground) or relates to direct marketing, you are entitled to object to the Company processing your data by reference to your particular situation.
If you want to exercise any of your rights, please log into the self-service Portal, email us at email@example.com.
When you email us to exercise your rights, the Company may ask you to identify yourself before actioning your request.
Finally, you have the right to lodge a complaint with the data protection authority in the place where you live or work, or in the place where you think an issue in relation to your data has arisen.
WHAT ABOUT DATA SECURITY WHEN USING ADIA?You are responsible for keeping your login details to the Portal safe, in particular the password that we have given you or that you have chosen. These login credentials are for your own use. You are not permitted to share your credentials or other account details with any other person(s).
HOW COULD YOU CONTACT US?If you have any questions or concerns regarding our Statement, would like further information about how we protect your information (for example when we transfer it outside Europe) and/or when you want to contact the company’s Group Data Protection Officer (DPO) and your local Privacy Lead, please email us at firstname.lastname@example.org.
HOW DO WE HANDLE CHANGES TO THIS STATEMENT?The terms of this Statement may change from time to time. We shall publish any material changes to this Statement through appropriate notices either on this website or contacting you using other communication channels.