What is Eardley Wilmot?

Here at Eardley Wilmot, we support organisations with a charitable or social purpose to appoint the highest calibre fundraisers to your teams, and individuals in identifying and developing their skills and applying them to the cause areas in which you would like to make an impact.


What does this policy cover?

Eardley Wilmot takes your personal data seriously. This policy:

1. Sets out the types of personal data that Eardley Wilmot collects about you

2. Explains how and why Eardley Wilmot collects and uses your personal data

3. Explains how long Eardley Wilmot keeps your personal data for

4. Explains when, why and with who Eardley Wilmot will share your personal data;

5. Sets out the legal basis Eardley Wilmot has for using your personal data;

6. Explains the effect of refusing to provide the personal data requested;

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

8. Explains how Eardley Wilmot may contact you and how you can contact us.


What personal data does Eardley Wilmot collect about you?

EW collects the information necessary to be able to find available opportunities and projects for you 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.

EW may also collect sensitive personal data about you, in the form of health data for example. EW only collects sensitive personal data from you, and further process this data, where you have given your explicit consent.


Where does EW collect personal data about you from?

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

Where EW collects your information through publicly available sources as set out above, EW may do this with the aid of software programmes. These programmes are given parameters on the requirements of a role and search through publicly available sources to find such candidates. These programs are designed to only output information on candidates that meet the search criteria.   The parameters of this program are restricted to only searching for name and job role candidate information from public sites where there is a reasonable expectation that such information may be collected and further processed by job recruiters for the purpose of sourcing candidates for different opportunities.


How and why EW uses your personal data?

EW uses your personal data to match your skills, experience and education with potential employers or those clients looking to bring in extra capacity to fulfil a project requirement. We will initially collect basic information on you such as contact details, job role and experience via our website and at a face-to-face interview with you where possible. We will then pass this on to the organisation in search of a new team member. If you are chosen by the organisation 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.


How long does EW keep your personal data for?

EW keeps your information in accordance as follows:

Candidate data: 6 years from last contact.

Client data: 6 years from last contact.

EW only retains client 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 EW 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, EW 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;

• 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, EW securely erases your information once this is no longer needed.


Who does EW share your personal data with?

Your personal data is shared with the organisation which initiates a search for a new team member relating to the search for which you are considered, to ascertain if you are a good fit for the available position. We may also conduct checks on you to verify the information you have provided and where we do this we may share your information with with your permission.


What legal basis does EW have for using your information?

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

If you are interviewed and submitted as a candidate, then this may involve the processing of more detailed personal data including sensitive data such as health information that you or others provide about you. In that case EW always asks for your consent before undertaking such processing.

For clients, EW may also rely on our processing being necessary to perform a contract for you, for example in contacting you.


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

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


Does EW make automated decisions concerning you?

No, EW does not carry out automated profiling.


Does EW 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. We will always discuss this with you first and obtain your permission.


What rights do you have in relation to the data EW holds 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.

EW usually acts on requests and provide information free of charge, but may charge a reasonable fee to cover administrative costs of providing the information for:

Alternatively, EW 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 EW receives 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 EW contact you?

EW may contact you by phone, email 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 EW has handled your information, or have further questions on the processing of your personal data, please get in touch: