Genius Reserve Limited and Genius Reserve Talent Search (Pty) Ltd are Executive Search and Talent Mapping companies. We collect personal data from the following to undertake our business:
Prospective and placed candidates for permanent and contract roles Prospective and live client contacts
Supplier contacts to support our services
Employees, consultants, temporary workers
We collect, use, and disclose individually identifiable information (“Personal Information”) obtained through direct contact with individuals and via our Website. We collect data such as name, contact details, education details, employment history and immigration status (and other relevant information you may choose to share). Where appropriate, and in accordance with local laws and requirements, we may also collect information related to diversity, security clearance status or details of any criminal convictions.
We collect a limited amount of data from the users of our website which helps us improve the experience when using our website and helps us manage the services we provide. This includes information such as how you use our website, the most popular referrers and website responsiveness. You can read more about this in our Cookies Policy.
Please read the following information carefully. By submitting your Personal Information to us, you consent to the terms of usage, as well as the Legal Notice.
COLLECTION OF PERSONAL INFORMATION
We collect various categories of Personal Information from the following sources:
There are two main ways in which we collect client data:
Directly from Client
From third parties such as candidates, online job boards, LinkedIn and networking.
If you submit your Personal Information via an online form or email, we may collect your name, email address, or other Personal Information contained in that correspondence. If you are a potential candidate and have provided your Personal Information via our website or sent us your resume or CV, in addition to your name and contact details, we may collect information relating to your past and current employment, professional experience, educational background, language skills, and other data that you provide.
Clients or potential Clients – we may collect your name, contact details, title or position, or any information that you provide via online forms or email correspondence. With respect to all Website visitors, we do not wish to collect any “sensitive” Personal Information, such as racial or ethnic origin, age, political, religious, or philosophical beliefs, sexual life, social security or other government identification numbers, trade union membership, health or medical conditions, or criminal history unless legally required for recruiting purposes.
USE OF PERSONAL INFORMATION
As required under GDPR, we will only share your information with prospective employers with your express consent. We may use Personal Information to provide Clients (prospective employers) with requested information, and to undertake activities in connection with the administration and management of our executive search or other services, such as evaluating candidate qualifications, contacting potential candidates for further Personal Information, contacting named references, and communicating with Clients about potential candidates.
DISCLOSURE OF PERSONAL INFORMATION
We may share Personal Information between our offices and affiliates where necessary or appropriate in connection with the performance of our executive search or other services. In particular, Personal Information about executive search candidates and/or Clients is included in our company’s global databases for these purposes, and therefore may be accessible to our offices and affiliates. A list of such offices and affiliates is available on our website. We may also share Personal Information with our Clients located in jurisdictions around the world as necessary or appropriate to provide them with requested services.
We reserve the right to disclose Personal Information to third party subcontractors, including information technology providers and business process outsourcing providers, in order to help support our business operations. We also reserve the right to disclose Personal Information in connection with the sale, assignment, or other transfer of all or part of the business, or where we believe such disclosure may be required by law or may be appropriate in connection with any legal claims. We may also use, disclose, or otherwise process any information for statistical or any other purposes that we choose in our sole discretion, as long as such information is not in personally identifiable form.
WEBSITE USAGE DATA
Like many websites, we passively collect data about website usage through various means. We use Internet protocol (IP) addresses to identify server problems, administer the Website, and compile aggregated statistics for marketing and research purposes. We use navigational data, including log files and click-stream data, to identify information about your web browser and operating system, and the time period in which you visit the Website or a portion of the Website. This information is used to administer the Website, improve site content, and compile aggregated statistics for research purposes. We also use small text files called “cookies” that are sent to the hard drive of your computer to store information related to your use of the Website. You may configure your Internet browser to reject cookies. However, if you do so, you might not be able to access important functions or enjoy certain conveniences at this Website. We typically do not combine passively collected data with actively collected Personal Information, and therefore passively collected data should not become linked to your identity.
SECURITY OF PERSONAL INFORMATION
Genius Reserve maintains an automated, monitored full daily backup of the systems to a UK Hosted Data Centre hosted by Acronis. These technical and organisational measures are to protect Personal Information from loss, misuse and unauthorized access, disclosure, alteration and destruction. To the extent that we disclose Personal Information to third party subcontractors, we require that such third parties also maintain reasonable security and confidentiality measures and use the Personal Information in accordance with our instructions. In addition, where we disclose Personal Information to Clients and other third parties mentioned in the foregoing paragraphs, we will request that they properly protect the security and confidentiality of such information, and otherwise process such data in accordance with applicable law. Backups are retained for 6 months.
Certain areas of the website are password-protected and reserved for candidates and/or Clients. It is the responsibility of each individual to safeguard any password and user ID used to access these portions of the Website, and to notify our Webmaster if you ever suspect that this password and/or user ID has been compromised. Each individual is solely responsible for any unauthorized use of this Website conducted via their password and user ID.
ACCESS TO PERSONAL INFORMATION
Genius Reserve wishes to maintain Personal Information that is accurate and current. If the Personal Information previously provided has changed, please visit the relevant page and submit your new information using the appropriate “Request Information” or “Submit your Resume/CV” link. You may also request access and the opportunity to review the Personal Information that we maintain about you by sending us an email (email@example.com). We will provide you with such information, and amend or delete such information upon your request, to the extent we believe appropriate or otherwise required under applicable data protection and privacy laws. We also reserve the right to take reasonable steps to authenticate your identity before providing such access.
CHANGES TO OUR PRIVACY PRACTICES
We will delete candidate personal data from our systems if we have not had any meaningful contact with you for seven years (or for such longer period as we believe, in good faith, that the law or relevant regulators require us to preserve your data). After this period, it is likely your data will no longer be relevant for the purposes for which it was collected.
We will consider there to be meaningful contact with you if you submit your updated CV onto our website, apply for jobs with us or we receive an updated CV from a job board. We will also consider it meaningful contact if you communicate with us about potential roles, either by verbal or written communication or engage with any of our marketing communications.
Under new data protection regulations (GDPR), we are required to keep the data we hold accurate and, where necessary, up to date. As such, we will make an effort to regularly communicate with you to ensure your data is up to date and accurate.
Whilst we will endeavour to permanently erase your personal data once it reaches the end of its retention period or where we receive a valid request from you to do so, some of your data may still exist within an archive system. While certain details may still exist on an archive system, this cannot be readily accessed by any of our operational systems, processes or staff.
LEGAL BASIS FOR PROCESSING
Our legal basis for the processing of personal data is our legitimate business interests, described in more detail below, although we will also rely on contract, legal obligation and consent for specific uses of data.
We will rely on contract if we are negotiating or have entered into a placement agreement with you or your organisation or any other contract to provide services to you or receive services from you or your organisation.
We will rely on legal obligation if we are legally required to hold information on to you to fulfil our legal obligations.
We will, in some circumstances, rely on consent for particular uses of your data and you will be asked for your express consent, if legally required. Examples of when consent may be the lawful basis for processing include permission to introduce you to a client (if you are a candidate).
We take your privacy seriously and will only use your personal information to administer your account and to provide you with our recruitment services.
If you have posted your professional CV information on a job board or professional networking site, you are happy for us to collect and otherwise use your personal data to provide our recruitment services to you, share that information with prospective employers (with your consent) and assess your skills against our live vacancies. During the job offer process, your potential employer may also want to confirm your references, qualifications and criminal record, to the extent that this is appropriate and in accordance with the law.