Privacy Policy of Phoenix Search & Consulting GmbH

Who are we?

Phoenix Search & Consulting GmbH
Sihlquai 253, 8005 Zurich, Switzerland

We provide executive search and related talent services and solutions to clients and candidates.

What does this Policy cover?

We at Phoenix Search & Consulting GmbH take your personal data seriously.

This policy:

· Sets out the types of personal data that we collect about you;

· Explains how and why we collect and use your personal data;

· Explains how long we keep your personal data for;

· Explains when, why and with who we will share your personal data;

· Sets out the legal basis we have for using your personal data;

· Explains the effect of refusing to provide the personal data requested;

· Explains the different rights and choices you have when it comes to your personal data;

· Explains how we may contact you and how you can contact us.

What personal data do we collect about you?

We collect the information necessary to be able to find available opportunities and further information needed to assess your eligibility through the different stages of recruitment. This information includes CV’s, identification documents, educational records, work history, employment and references.

We may also collect sensitive personal data about you, in the form of compensation history and/or expectations where permitted by law; reasons provided for the interest in a career move, or previous career moves and elements you have highlighted of concern or interest which may affect your interest or ability to move (geographically and/or employer).

Where do we collect personal data about you from?

The following are the different sources we may collect personal data about you from:

· Directly from you. This is information you provide while searching for a new opportunity and/or during the different recruitment stages

· From an agent/third party acting on your behalf. e.g. Interim Management, executive search or outplacement companies

· Public sources. Including, but not exclusively:

Social networking sites such as LinkedIn, Xing etc.
Google searches, resulting in information from company or conference and other websites
Online databases

· By referral or word of mouth. For example, you may be recommended by a friend, a former employer, a former colleague or even a present employer.

How do we use your personal data?

We use your personal data to match your skills, experience and education with a potential employer. We will initially collect basic information on you such as contact details, job role and experience and then pass this on to the client in search of personnel. If you are 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. We only collect sensitive personal data from you, and further process this data, where you have given your explicit consent and to be able to advise you accurately and to the best of our ability.

How long do we keep your personal data for?

We only retain your information for as long as is necessary for us to use your information as described above or to comply with our legal obligations. However, 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:

(a) our contractual obligations and rights in relation to the information involved;

(b) legal obligation(s) under applicable law to retain data for a certain period of time;

(d) (potential) disputes;

(e) if you have made a request to have your information deleted;

(f) guidelines issued by relevant data protection authorities.

Otherwise, we securely erase your information once this is no longer needed.

Who do we share your personal data with?

We may share basic, identifying data of potential candidates for the purpose of pursuing employment opportunities or talent mapping services with our contractual or prospective clients. Sensitive information will only be shared with your prior consent.

We may share your personal information with third parties who perform services on our behalf, solely for the purpose of providing such services. This includes, without limitation, third parties that host or administer our website, store or archive our data, send communications, analyse data, or provide other services on our behalf.

What legal basis do we have for using your information?

For candidates and prospective candidates, interim managers, referees and clients, our processing is necessary for our legitimate interests in that we need the information 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 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 execute our contractual services and duties 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 match you with available job opportunities, keep a record of what to contact you about, or not to contact you about, or to advise you in your best interest.

Do we make automated decisions concerning you?

No, we do not carry out automated profiling.

Data Security

Phoenix Search & Consulting GmbH carries out the following in regard to security of data:

· Office access is only available to holders of access cards or escorted visitors.

· Confidential paper records will be kept in a locked filing cabinet, drawer or safe, with restricted access.

· Confidential paper records will not be left unattended or in clear view anywhere with general access.

· Digital data is coded, encrypted or password-protected, both on a local hard drive and on a network drive that is regularly backed up off-site.

· Where data is saved on removable storage or a portable device, the device will be kept in a locked filing cabinet, drawer or safe when not in use.

· Memory sticks will not be used to hold personal information unless they are password-protected and fully encrypted.

· All electronic devices are password-protected to protect the information on the device in case of theft.

· Where possible, Phoenix Search & Consulting GmbH enables electronic devices to allow the remote blocking or deletion of data in case of theft.

· Staff will not use personal laptops or computers for Phoenix Search & Consulting GmbH purposes.

· All necessary members of staff are provided with their own secure login and password, and every computer/laptop regularly prompts users to change their password.

· Circular emails to multiple addresses are sent blind carbon copy (bcc), so email addresses are not disclosed to other recipients.

· Where personal information that could be considered private or confidential is taken off the premises, either in electronic or paper format, staff will take extra care to follow the same procedures for security, e.g. keeping devices under lock and key. The person taking the information from Phoenix Search & Consulting GmbH premises accepts full responsibility for the security of the data.

Do we use Cookies to collect personal data on you?

To provide a better service to you on our websites, we use cookies to collect non-identifying personal data when you browse. See our cookie policy here for more details.

Do we transfer your data outside the EEA?

To better match your employee profile with current opportunities we may transfer your personal data to clients and partners 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 us.

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’re providing you with the information in this Policy.

2. The right of access

You have the right to obtain access to your information (if we’re processing it), and certain other information (similar to that provided in this Privacy Policy).

This is so you’re aware and can check that we’re using your information in accordance with data protection law.

3. The right to rectification

You are entitled to have your information corrected if it’s inaccurate or incomplete.

4. 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’s no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.

5. 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.

6. 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.

7. 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).

8. 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.

9. 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, SMS and other mobile messaging applications, or social media. 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 us here: Phoenix Search & Consulting GmbH, Sihlquai 253, 8005 Zurich, Switzerland or use our contact form.