Privacy Policy

At Vivid Executive Search Ltd (Vivid Optical), we are committed to protecting and respecting your privacy.  We are dedicated to being completely transparent about how we collect and use personal data

Our privacy policy (including any other documents referred to in it) sets out the basis on which we process any personal data that we collect from you or about you that you provide to us or that we receive from other sources. By processing, we mean when we collect, use, store, delete or otherwise manipulate or access personal data.

Please read this policy carefully to understand our practices regarding your personal data and how we will treat it.

 

The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

  • Identity Data includes name, title, date of birth and gender.
  • Contact Data includes address, email address and telephone numbers
  • Financial Data includes salary details, bank details and national insurance number.
  • Technical Data includes internet protocol (IP) address and location
  • Profile Data includes your interests, preferences, feedback, survey responses,
  • Usage Data includes information about how you use our website and services.
  • Communications Data includes your preferences in receiving job alerts from us, phone calls, text messages, social media contact and email correspondence
  • Eligibility Data includes right to work, driving licence, passport and professional registration documentation.

 

Processing Data

  • We do not request special category data from you, however, where this is volunteered, we will seek your explicit consent and store it securely. You can withdraw this consent anytime.  Special categories include;
    • Racial, ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic, biometric or health data, sexual orientation, data concerning a person’s sex life
  • The following data is available in the public domain on (and not limited to) the General Optical Council, The College of Optometrists, National Performers List;
    • Gender, name, professional registration number, date of registration, specialities / accreditations / qualifications, job role, profession, industry, town of residence and employment details (name and address)
Purpose Activity Type of Data Lawful basis of processing, including the basis of legitimate interest
To register a new candidate

–          Includes,but not limited to, receiving a cv, verbal discussions, application on website

a)      Identity

b)      Contact

c)       Profile

 

–          Performance of a contract with you or with the potential employer, or to take steps prior to entering into a contract

–          Necessary for our legitimate interest (to grow our pool of candidates)

Consultation call

–          Full disclosure of situation, needs, wants and requirements

a)      Identity

b)      Contact

c)       Financial

d)      Profile

e)      Communications

 

–          Performance of a contract with you or with the potential employer, or to take steps prior to entering into a contract

–          Necessary for our legitimate interest (to be able to find the right fit for all parties)

Confirming eligibility

–          Includes, but not limited to, passport, visa, professional registration documents

a)      Identity

b)      Contact

c)       Eligibility

 

–          Performance of a contract with you or with the potential employer, or to take steps prior to entering into a contract

–          Necessary for our legitimate interest (to ensure we are working with eligible candidates)

To make suggestions and recommendations about jobs that may be of interest a)      Profile

b)      Communications

–          Performance of a contract with you or with the potential employer, or to take steps prior to entering into a contract

–          Necessary for our legitimate interest (to develop our services and grow our business)

Processing an application to a potential employer

 

a)      Financial

b)      Contact

c)       Financial

d)      Profile

e)      Communications

f)       Eligibility

 

–          Performance of a contract with you or with the potential employer, or to take steps prior to entering into a contract

–          Necessary for our legitimate interest (to develop our services and grow our business)

Organising an interview / visit to a potential employer a)      Financial

b)      Profile

c)       Eligibility

 

–          Performance of a contract with you or with the potential employer, or to take steps prior to entering into a contract

–          Necessary for our legitimate interest (to develop our services)

Candidate and potential employer feedback a)      Contact

b)      Financial

–          Performance of a contract with you or with the potential employer, or to take steps prior to entering into a contract

–          Necessary for our legitimate interest (to develop our services)

Receiving an offer of employment a)      Identity

b)      Financial

 

–          Performance of a contract with you or with the potential employer, or to take steps prior to entering into a contract

–          Necessary for our legitimate interest (to develop our services and grow our business)

Negotiating and generating contract of employment a)      Identity

b)      Contact

c)       Financial

d)      Eligibility

–          Performance of a contract with you or with the potential employer, or to take steps prior to entering into a contract

–          Necessary for our legitimate interest (to develop our services and grow our business)

Contacting references or referrals a)      Identity

b)      Contact

c)       Financial

–          Performance of a contract with you or with the potential employer, or to take steps prior to entering into a contract

–          Necessary for our legitimate interest

To deliver relevant website / advertising content or to understand the effectiveness of the material used a)      Identity

b)      Contact

c)       Financial

d)      Technical

e)      Profile

f)       Usage

g)      Communications

 

–          Necessary for our legitimate interest (to study how customers use our services and improve / enhance our business)
To use data analytics to improve our website, services, marketing, customer relationship / journey and experiences a)      Technical

b)      Usage

–          Necessary for our legitimate interest (to study how customers use our services and improve / enhance our business)
To send across direct emails or texts to our candidate pool a)      Identity

b)      Contact

–          Necessary for our legitimate interest (to study how customers use our services and grow our business)
To call candidates on our database a)      Identity

b)      Contact

c)       Profile

–          Necessary for our legitimate interest (to study how customers use our services and improve / enhance our business)


Where does Vivid Optical store your personal data?

Vivid Optical, and all 3rd party services that are used within the business, fully protect against unauthorised or unlawful use, as well as prevent accidental loss, damage or destruction of your personal data.  We hold your data on our CRM system and on an encrypted hosted desktop / Outlook solution on secure servers in the UK.  We sometimes store your data using Google Sheets which is based in the US and is certified with Privacy Shield. Our employees may take appropriate notes during conversations, correspondence, processes and this will be stored with the rest of your personal data.  This is to ensure that our services are personal, relevant and tailored to you.

 

What are your rights?

Vivid Optical endeavours to provide you with any information on your rights in a concise, transparent, intelligible and easily accessible form, using clear and plain language.  We shall provide you with information on action we take following your request without undue delay and in any event within one month of receipt of the request.

If for any lawful reason, Vivid Optical takes the decision not to act on a request by you, we shall inform you without delay and at the latest within one month of receipt of the request of the reasons for not taking action and on the possibility of lodging a complaint with a supervisory authority and seeking a judicial remedy.

Vivid Optical may request proof of identification before a request to exercise a right can be processed.

Rectification

If you find that any of the personal data that we hold about you is inaccurate, incomplete or contains errors, please notify us and we shall make the appropriate corrections at the earliest opportunity.

 

Erasure

If Vivid Optical receives a request to erase, we will ask whether the individuals want their personal data to be removed entirely or whether they are happy for their details to be kept on a list whereby they are not contacted in the future (for a specified period or otherwise).  We cannot keep a record of individuals whose data has been erased so the individual may be contacted again by us should we come into possession of the individual’s personal data at a later date.

Restriction or Objection

If you wish to object to or restrict how your personal data is processed by us, you can do so by emailing or writing to us. Please be aware that such requests could result in an inability to provide you with some or all of our services.

Portability

In some circumstances, you may request that Vivid Optical provide the personal data that we hold about you to another data controller in a structured, commonly used and machine-readable format.

Access

You may request to be told whether or not personal data about you is being processed by Vivid Optical. If your personal data is being processed, you are entitled to receive a response from us that provides you with a description of that personal data, the purpose for which it is processed, the recipients or category of recipients to whom that data is disclosed, the source of the personal data, and information about its retention and storage. A copy of the personal data that is undergoing processing shall be provided to you.

 

We at Vivid Optical work tirelessly to ensure we protect the industry we work in.  We would appreciate the chance to deal with any of your concerns in the first instance.  If we cannot resolve your issues, you have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

 

Contact Us

Should you have any questions about this privacy policy, or wish to lodge a complaint / discuss an existing query, please email GDPR@vivid-optical.co.uk or call 0207 952 6677 to speak one of our directors