Executive support services

Introduction

Executive Support Services is committed to protecting the privacy of our website visitors and customers. The purpose of this Privacy Notice is to outline how we collect and use any personal information about you (which is known as “personal data” under data protection legislation).

You have the right to object to us processing your personal data for direct marketing and also to processing which is carried out for the purposes of our legitimate interests. For more information, see the below Notice.

Change to Data Protection & GDPR

The law in relation to data protection is changing with effect from 25th May 2018. This Privacy Notice has been updated for new guests registering with effect from August 2018 to reflect your new rights and for existing customers to update how we process your personal data.

Read through this to fully understand the basis upon which we collect, use and store your personal data and to whom it is disclosed.

Executive Support Services will always keep your data safe and comply with applicable data protection legislation. 

Who we are

Executive Support Services; Based in Dublin Ireland but works for company’s globally.

(Registered company number in Ireland: need to put mine here)

The above lists the Owner, Operator and Data Controller (within the meaning of data protection laws applicable) of this website. References in this notice to “we” or “us” are to the above.

Data Subjects

This company has different categories of data subjects:

1. Data subjects who are general candidates looking for temporary or permanent work.
2. Data subjects who are our own internal employees.
3. Data subjects whom we introduce to companies and who provide contractual work to those companies
4. The personal data of those with whom we have contact in our client businesses
5. Personal data of suppliers who we may do business with.
6. Personal data for people whose details we receive from candidates and staff, such as referees and emergency contacts.

There are different categories of data required between the differing data subject categories and only the information necessary to conduct the contractual relationship and perform the contract unique to each data subject will be collected. 

 

Your rights

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 (within Republic of Ireland, visit the Office of the Data Protection Commissioner).

Rights & Explanation

• To be informed – You have the right to know what personal data is being collected, our identity and your data protection rights (as per this Privacy Notice).

• Subject access –You have the right to request and obtain access to your personal data 

• To have inaccuracies corrected – If your personal data is inaccurate or incomplete, you have the right to have the data rectified, by the controller, without undue delay.

• To have information erased –This is also known as the ‘right to be forgotten’, you have the right to have your data erased, without undue delay.

• Data portability –This right only applies where processing of personal data is carried out by automated means. 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.

• To object to direct marketing –You have the right to object to direct marketing processing (which we do only with your consent) of your personal data where the processing relates to direct marketing.

• To restrict the processing of your information, including automated decision-making –You have a limited right of restriction of processing of your personal data by a data controller. You have the right to not to be subject to a decision based solely on automated processing.

What Personal Data Do We Collect 

We collect the personal data that you provide us during your registration with Executive Support Services whether it be for Virtual Assistant support or if you are an applicant applying for a position and going through the recruitment process, as well as any further personal data you provide to update your details from time to time. 

Ensure Data is Accurate 

It is vital that you inform Executive Support Services if your personal data changes so that we can ensure all the data we hold on you is accurate and up to date. 

Other Information Collected

Like most websites, we also gather statistical and other analytical information collected on an aggregate basis from website visitors to our website. This data comprises information that cannot be used to identify or contact you, such as for example, user browser types and other anonymous statistical data involving the use of our website. We use this data in an aggregate form to get a better understanding of where our visitors come from and to help us better design, organise and market our website. Should you have any queries regarding this data, please contact us.

How We Collect Personal Data 

• During Recruitment Process: We may collect your personal data by speaking to you, by post, via email, via social media, when you send a copy of your cv via email; when you apply for a job on a job site.
• While using our website: we may collect data from you when you register on our website, or when you apply for a job. We may also use cookies and other technologies similar to this.
• From 3rd Parties: We may receive your personal data from 3rd parties including but not limited to, employers, referees, Revenue, credit agencies, MSP’s and clients. When you ‘follow’ Executive Support Services page on Instagram or other social media platforms we will receive your personal information from these sites.

Referee or Emergency Contacts: 

We will contact referees using the personal information given to us by the candidate when we take a reference as part of our due diligence during the recruitment process.  We will contact emergency contacts using the personal information given to us by the candidate in case there is an emergency.

Client Data: 

We use client data to assist us in the provision of our recruitment services and we store and process this data in the following way:

• Contact details of clients so we can contact them regarding our Business Support, VA Assistance, Recruitment or Personal Lifestyle Management services and to review their needs;
• To take a detailed job specification regarding the client’s specific requirements so that we know exactly how we can support them now and in the future. 
• Emails and records of conversations and minutes of meetings regarding the service we may or may not provide the client;
• To discuss any payment processes that may need to be discussed before supporting the client.
• Contact information so we can inform clients of industry events that may interest them.
• Information collected from public sources or indirectly through a 3rd party or a website.

Profiling: 

Executive Support Services does not currently employ profiling or fully automated decision making. Should this change in the future we will seek your explicit consent to this processing where appropriate.

 

Who We Share Your Data With

Executive Support Services may share your personal information with the following parties:

• To Potential Employers/Hirers to assist the candidate in finding a new role
• 3rd Party Companies that provide reference and background checking services, etc when you have given us your permission to do so.
• Office of the Revenue Commissioners and other relevant Governmental bodies where we are legally obliged to.
• Referees, other recruitment consultancies; people or companies with information regarding a candidate’s employment and educational history.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

Cookies

What are cookies?

Cookies are very small text files which store very small amounts of information. They are used to remember settings and preferences between visits to the site, as well as information between different pages on the same site.

For security reasons, cookies can only be read by the site that set them. We have no access to cookies set on your computer by, for example, Google, Yahoo, Microsoft or any other website on the internet. However, through the use of third-party cookies, it is possible for sites to collect information about visitors to other sites. For example, online advertisers may use third party cookies to anonymously track an individual’s visits to sites on the web.

How do we use cookies?

Currently, there are three types of cookies that may be generated as you browse our site: session cookies, preference cookies, analytics cookies.

1. Session Cookies

As you move through the site, various pieces of information need to be stored in order for the site to function properly. For example, if you perform a search for jobs, the search terms you use will be remembered so that you can change them later. If you log in, we will remember which account you logged in with.

This information is stored in a database and is referred to as a session. We set one cookie to keep track of which session you are using. Old session data is automatically deleted from our databases multiple times a day, so we do not store this information long-term.

In addition to the session cookie, we sometimes set a cookie to check if we can set cookies on your computer. This is done for diagnostic purposes when you use our contact form. We use this information to help solve any problems you may have encountered.

Please be aware that cookies are critical to the working of the site. If you choose to disable cookies from this site, you will not be able to log in and the functionality of the site will be greatly reduced.

2. Preference Cookies

Currently, we only set two types of preference cookie. One is set if you manually switch between mobile or desktop versions (e.g. view the desktop version of the site when on a mobile phone). Your choice will be stored in a cookie. The other is set when you click OK to signify that you have accepted cookies. If this cookie is set, we will not display the banner at the top of the page.

How do I control preference cookies?

These cookies are set as a direct result of your choice, and function solely as indicators of what that choice was. We do not believe they pose any risk to your privacy. However, you can always use your browser settings to control whether or not our site can set cookies on your computer.

Please be aware that cookies are critical to the working of the site. If you choose to disable cookies from this site, you will not be able to log in and the functionality of the site will be greatly reduced.

3. Analytics Cookies

In order to monitor how our sites are performing, we collect data about page visits. This information is completely anonymous — we cannot determine who it came from. When we use this data, we look at numbers of visitors overall rather than individual visits.

Analytics information is used in reports and to improve our site. For example, we have used analytics data to add, remove or change features of the site based on how popular they are with users.

We track, for example:

The number of visitors to individual pages; when pages were visited; how long users stayed on the page; the page came from.

How do I control analytics cookies?

Google provides a tool to opt-out of Google Analytics. This is available for all modern browsers in the form of a browser plugin.

Controlling cookies within your browser

A browser is a program you use to view web pages. Your browser allows you to control what cookies are set on your computer, and how long they are stored. You may have more than one browser installed on your computer. In this case, you will need to change the settings for each browser you use.

Browser help pages relating to cookie settings

Browser manufacturers provide help pages relating to cookie management in their products. Please see below for more information.

Internet Explorer; Google Chrome; Mozilla Firefox; Safari (Desktop and Mobile); Android Browser; Opera (Desktop and Mobile)

For other browsers, please consult the documentation that your browser manufacturer provides.

How we contact you

Once you have signed up with Executive Support Services, we may contact you by post, e-mail, SMS text messages, telephone or other means including other electronic means and social media applications, and only using such contact details as you provide to us from time to time.

If you no longer wish to receive such or certain communications, you can let us know by contacting us.

Changes to This Notice

Any changes to this Privacy Notice will be posted on this website so you are always aware of what information we collect, how we use it, and under what circumstances, if any, we disclose it.