Privacy Policy

Introduction

This policy is provided by Syllogism LLP.  Syllogism LLP is registered as a Limited Liability Partnership in England and Wales, No. OC343104. Our Registered Office is: Ground Floor, 45 Pall Mall, London SW1Y 5JG.  A full list of our members is available at the Registered Office.

We provide executive search services to clients looking to recruit personnel for their organisations.  In addition, we offer general consultancy services in the areas of organisational ethics and strategy.

We may amend or update this policy from time to time to reflect changes in our practices in relation to the processing of personal data or changes in the law.

What does this policy cover?

We at Syllogism take your personal data seriously. This policy:

  • sets out the types of personal data we collect about you
  • explains how we collect your personal data
  • explains why we collect and how we use your personal data
  • explains when, why, and with whom we will share your personal data
  • sets out the legal basis we have for using your personal data
  • explains how long we keep your personal data for (our retention policy)
  • explains your obligations
  • explains what happens if you do not provide us with the information we request or if you ask that we stop processing your information
  • explains how we may contact you and how you can contact us

The types of personal data we collect

As part of our initial mapping of the market for an appointment exercise, the principal types of personal data we collect relate to:

  • Personal details such as names and titles
  • Contact details such as work email addresses and telephone numbers
  • Information on employment status, present and past, including job titles and responsibilities
  • Esteem indicators and professional accomplishments

As we move from the market mapping stage to the search and response stage (at which we are directly approaching potential candidates and sources of advice, as well as receiving enquiries and job applications) we may collect from you:

  • Contact details that are not in the public domain, such as personal email addresses, mobile telephone numbers, and home telephone numbers and addresses
  • Your CV, which may include details of your referees and of your current salary
  • An indication of your career preferences, including whether you are open to changing jobs and on what terms
  • Views and opinions, including your own recommendations of suitable candidates or sources of advice for the appointment(s) in question

In the later stages of an appointment exercise, we may collect sensitive personal data about you, including equal opportunities data required by our clients for monitoring purposes.

How we collect your personal data

We collect your data from:

  • Authoritative, publicly available sources.  At the market mapping stage, the data we gather come largely from personnel entries in organisational websites. In the area where our search business is concentrated - higher education - these entries often provide extensive information relating to work contact details, job titles, organisational responsibilities, and track record. In some cases, they provide full CVs.  We also use other reputable data sources such as Google Scholar.
  • You  directly, either through your initiating contact with us (say, in response to a public advertisement) or in the ordinary course of our relationship with you (a relationship we may have instigated through approaching you in a search)
  • Reference or word of mouth (for example, you may be recommended by a friend, a current or former employer, or a current or former colleague).
  • Records of interviews we conduct with you, generally at long-listing stage

Why we collect and use your personal data

We collect personal data necessary to match potential candidates (and sources of advice) to appointments on which we advise our clients.

In the later stages of an appointment exercise, we may collect sensitive personal data about you, including equal opportunities data required by our clients for monitoring purposes.

Who do we share your personal data with?

We share your personal data with a client of ours only if you have given us permission to do so: permission is assumed to have been given in respect of job applications (or more general queries directed towards a client) that are submitted to us for onward transmission to our clients.

We do not share your information with any third party other than a client of ours, unless required to do so by law.

What legal basis do we have for using your information?

For prospective candidates, referees, and clients, our processing is necessary for our legitimate interests in that we need the information in order to be able to asses suitability for potential roles, to find potential candidates, and to contact clients and referees.

We carry out a 'balancing test' to ensure that our processing is necessary and that your fundamental rights of privacy are not outweighed by our legitimate interests, before we go ahead with such processing.  We keep a record of these balancing tests.  You have a right to, and can find out more about, the information in these balancing tests by contacting us using the details below.

If you are short-listed as a candidate, then this may involve the processing of more detailed personal data including sensitive data 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.

How long do we keep your personal data for?

We will retain your personal data only for as long as is necessary for us to use your information for the purposes set out in this policy or to comply with our legal obligations.  Please be advised that we may retain some of your information after you cease to use our services, for instance if this is necessary to meet our legal obligations, such as retaining the information for tax and accounting purposes.

When determining the relevant retention periods, we will take into account factors including:

  • Our contractual obligations and rights in relation to the information involved
  • Legal obligation(s) under applicable law to retain data for a certain period of time
  • Our legitimate interest where we have carried out a balancing test (see legal basis above)
  • Statute of limitations under applicable law(s)
  • (Potential) disputes
  • If you have made a request to have your information deleted, and
  • Guidelines issued by relevant data protection authorities

Otherwise, we securely erase your information where we no longer require your information for the purposes collected.

Your obligations

As a candidate or participant, we rely on you to provide us with complete and accurate personal data about you, so that we can provide appropriate services to you and to our clients.  

As a source, we rely on you to ensure you are lawfully able to disclose personal data to us, as set out in this policy.  If you are unable to do so, please refrain from providing the personal data of third parties to us.

What happens if you do not provide us with the information we request or if you ask that we stop processing your information?

If you do not provide the personal data necessary, or withdraw your consent from the processing of your personal data, we may not be able to match you with available job opportunities.

Do we make automated decisions concerning you?

No, we do not carry out automated profiling.

Do we use Cookies to collect personal data on you?

No.

Do we transfer your data outside the European Economic Area (EEA)?

No, we do not transfer personal data out of the EEA other than when taking up, with your consent, references on you from persons outside the EEA.

What rights do you have in relation to the data we hold on you?

  • 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 about your rights.  This is why we are providing you with the information in this policy.
  • 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 you are aware and can check we are using your information in accordance with data protection law.
  • The right to rectification. You are entitled to have your information corrected if it is inaccurate or incomplete.
  • The right to erasure.  This is also known as 'the right to be forgotten' and, in simple terms, enables you to request the deletion or removal of your information where there is no compelling reason for us to keep using it.  This is not a general right to erasure: there are exceptions.
  • 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.
  • The right to data portability.  You have rights to obtain and re-use 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 between our IT systems and theirs, safely and securely, without affecting its usability.
  • 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 about potential opportunities).
  • 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.
  • 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.

Requests for information

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 shall 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 shall come back to you and let you know.

How will we contact you?

We may contact you by telephone, email, or LinkedIn.

How can you contact us?

If you are unhappy with how we have handled your information, or if you have further questions about the processing of your personal data, email us at projects@syllogism.co.uk or write to us at: Data Protection Officer, Syllogism LLP, Ground Floor, 45 Pall Mall, London SW1Y 5JG