Melton Legal LLP is a legal recruitment and search firm. We provide recruitment services to candidates as well as retained or contingent searches to law firms. To do this we need to process personal information of individual candidates who we seek to place with new employers.
Under the General Data Protection Regulation (GDPR) Melton Legal LLP is a ‘data controller’ because we hold personal information about individuals. This policy sets out how and why we use the information we hold.
We comply with data protection law and principles, which means that data we hold about individuals will be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to each individual we work with and not used in any way that is incompatible with those purposes.
- Relevant to and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary for the relevant purposes.
- Kept securely.
We obtain some information on potential candidates from publically accessible sources, such as individual profiles on law firm websites, the Law Society, LinkedIn and the legal press. In some circumstances we may obtain information from third parties, such as personal contacts or individuals we have worked with in the past. We also obtain information from candidates directly.
The type of personal information about individuals that we collect, store and use includes the following:
- General biographical information such as full name, date of birth and education.
- Professional biographical information such as current role and employer, date of qualification and previous employers, as well as recent experience.
Generally we do not collect, store or use any ‘special categories’ of sensitive personal information or information about criminal convictions. If we may need to do so in a particular case we will let the individual concerned know and advise them of how we will use this information.
We use the personal information we collect about individuals to gauge potential interest from law firms and whether they would be a potential fit.
Our business is the recruitment and search of lawyers for law firms. It is in our legitimate interest to try and introduce potential candidates to potential employers with a view to both parties entering into a new employment relationship. To do this we speak to law firms to discuss their hiring needs. We review possible candidates and then discuss those individuals with law firms to ascertain whether there is a potential fit. We then introduce candidates and law firms.
Our service is always personalised so we do not make any decisions that will have a significant impact based solely on automated decision-making.
The nature of our business means that we share information about candidates with potential recruiters. We limit the information that we share to that which is required to ascertain whether a law firm is interested in the possibility of employing an individual and whether they may be a suitable candidate. In the event that we do hold any special category information we would not share this without the individual’s consent.
Sometimes we may propose sharing information with a potential employer outside the UK or outside the EU. If this is likely we will ensure that appropriate safeguards are in place and, if possible, first discuss this with the individual concerned.
We have in place appropriate security measures to prevent personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to personal information to our employees and who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach. If any breach is suspected we will notify the person affected and the regulator if we are legally required to do so.
We retain personal information about the individuals we work with. We do this so that we can advise candidates of any other suitable opportunities that arise in the future. We also retain information so that we can respond to any complaints and in the event of a legal claim we can show that we have not discriminated and have otherwise complied with our legal obligations.
We limit the information that is retained to that which is necessary for these purposes. When we retain information on individuals we ensure that it is only accessible to employees who have a business need to do so. We also review the information we hold on a regular basis so we only retain information that is still relevant and accurate.
Under certain circumstances, by law individuals have the right to:
- Request access to their personal information (commonly known as a "data subject access request"). This enables an individual to receive a copy of the personal information we hold about them and to check that we are lawfully processing it.
- Request correction of the personal information that we hold about them. This enables an individual to have any incomplete or inaccurate information we hold about them corrected.
- Request erasure of their personal information. This enables the individual to ask us to delete or remove personal information where there is no good reason for us continuing to process it. The individual also has the right to ask us to delete or remove their personal information where they have exercised their right to object to processing (see below).
- Object to processing of their personal information where we are relying on a legitimate interest (or those of a third party) and there is something about their particular situation which makes them want to object to processing on this ground. The individual also has the right to object where we are processing their personal information for direct marketing purposes.
- Request the restriction of processing of their personal information. This enables an individual to ask us to suspend the processing of personal information about them, for example if they want us to establish its accuracy or the reason for processing it.
- Request the transfer of their personal information to another party.
Any individual who wants to review, verify, correct or request erasure of their personal information, object to the processing of their personal data, or request that we transfer a copy of their personal information to another party, should contact Vassos Georgiadis in writing.