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 * SERVICES
   * Pre-Employment Screening
   * BPSS
   * BS7858
   * Criminal Record Check (DBS)
   * SM&CR
 * WHY AGENDA?
 * NEWS
 * QUICK CHECKS
 * RESOURCE CENTRE

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SCREENING PRIVACY NOTICE

 * Overview
 * Website Privacy Notice
 * Screening Privacy Notice
 * Cookies
 * Sub Processors
 * FAQs


 * Who controls my personal data
 * What is personal data
 * What is Pre-Employment Screening / Background Checking / Vetting
 * How we use your personal data
 * Data minimisation
 * Who will your data be shared with
 * How long do we store your data for
 * How we protect and secure your personal information
 * What is Agenda’s legal basis for processing of your personal data
 * Your rights as a data subject
 * How does Agenda maintain compliance to data protection laws
 * Changes to our privacy policy
 * Complaints

WHO CONTROLS MY PERSONAL DATA

The Data Controller is Agenda’s client (your employer / potential employer or
organisation).

The Data Processor is Agenda and we process your information under written
instruction from our client (Your employer / organisation or potential
employer).

Agenda is registered in the UK with the Company Number 3295323.
Agenda’s registered address is Regents Court, Princess Street, Hull, HU2 8BA.
Agenda is registered with the Information Commissioner’s Office Certificate
Number Z4680545.

You can contact Agenda’s Data Protection Officer (DPO) by
Email: dataprotection@agenda-rm.co.uk
Phone: 03456 44 55 45

Agenda is committed to protecting your privacy and personal data as defined in
the Data Protection Act 2018, the General Data Protection Regulation ((EU)
2016/679), UK GDPR or any successor legislation in the UK to the GDPR or the
Data Protection Act 2018.

As part of the management of data protection and privacy at Agenda, we have
developed a Personal Information Management System which is compliant with BS
10012:2017 Data Protection and ISO 27701 Privacy Management.

WHAT IS PERSONAL DATA

Under the General Data Protection Regulation (GDPR) personal data is defined as:

“Any information relating to an identified or identifiable natural person (‘data
subject’); an identifiable natural person is one who can be identified, directly
or indirectly, in particular by reference to an identifier such as a name, an
identification number, location data, an online identifier or to one or more
factors specific to the physical, physiological, genetic, mental, economic,
cultural or social identity of that natural person”.

WHAT IS PRE-EMPLOYMENT SCREENING / BACKGROUND CHECKING / VETTING

Background checks, pre-employment screening or vetting is the process of
validating the information that you provide as part of the recruitment or
rescreen process is accurate.

HOW WE USE YOUR PERSONAL DATA

Agenda use the personal information that we collect from you to perform a
background screening check on you. This is based on our client’s requirements.
This is done to validate that the information you have given to our client as
part of your employment or potential employment is accurate.

The level of information we collect depends on the types of background checks
agreed and ordered by Agenda’s client. This can include the following types of
checks:

 * ID Verification
 * Qualification Check
 * Work History
 * Criminal Check
 * Right to Work Check
 * Fraud Database Check
 * Sanctions Check
 * Finance Check
 * Online Reputation Check / OSINT (Open Source Intelligence)

DATA MINIMISATION

The amount of personal information we collect from you will vary depending on
the screening level and the types of checks our client has ordered. Agenda
limits the amount of information that we collect from you to what is required
for Agenda to be able to complete the background check that the client has
ordered. The information Agenda collects from you is only used to carry out the
screening and is never sold to third parties.

To carry out a background check, we collect “personal identifiable information”
(i.e. information that could be used to identify you directly.) Examples of this
type of information include full name, previous names, address, phone numbers,
email addresses, date of birth or gender. Agenda may also ask for work,
education, address and criminal record history if this is part of the background
check ordered by the client.

WHO WILL YOUR DATA BE SHARED WITH

Agenda do not sell your personal data to third parties.

Depending on the screening level ordered by the client and the types of check
that screening level consists of, Agenda may have to share your information with
a third party to validate the information provided by you is accurate and
correct.

Examples of third parties Agenda will share your data with:

Criminal Check

If a criminal record check is part of your screening, Agenda will share your
information with the relevant disclosure body to check if you have a criminal
record. In the UK, this would be the Disclosure and Barring Service (DBS),
Disclosure Scotland or Access Northern Ireland.

Finance Check

If a finance check is part of your screening, Agenda will share your information
with the relevant credit reference agencies.

ID Check

If an ID check is part of the screening, Agenda with use the relevant credit
reference agencies to check the authenticity of the ID documents shared with
Agenda.

Qualifications Check

If a qualifications check is part of the screening, Agenda will share your
details with the awarding body or establishment of the qualification to validate
the authenticity of the qualification that you hold.

Previous Employer(s) and References

If required by the screening level, Agenda will contact your previous employer/s
and references to confirm employment history and/or obtain a reference/s.

Sanction and Fraud Checks

If a sanctions or fraud check is part of the screening level, Agenda will
cross-reference your name against various sanctions and fraud databases.
Examples of these types of databases are OFAC and the UK government sanctions
lists.

International Checks 

If you have lived or worked overseas and Agenda have to confirm employment,
criminal record, references or education for the period that you were overseas,
we may store, process and transmit information to locations around the world,
including those outside your country or the EEA (this only applies if you have
lived and worked overseas). Such a transfer will not occur without adequate
protection. Agenda shall only process (including store) personal information in
accordance with applicable European and UK privacy laws.

Online Reputation Check / OSINT (Open Source Intelligence)

If an OSINT check is part of the screening level, Agenda will check your online
digital footprint to see if there is information in the public domain that could
be detrimental to Agenda’s client.

CIFAS Check

If your screening level includes a CIFAS check, this additional fair processing
notice will also apply. Please click here for the CIFAS privacy notice.

What is a CIFAS check?

Cifas is a not-for-profit fraud prevention membership organisation. They are the
UK’s leading fraud prevention service, managing the largest database of
instances of fraudulent conduct in the country. Their members are organisations
from all sectors, sharing their data across those sectors to reduce instances of
fraud and financial crime.

Please click here for a list of third party processors

HOW LONG DO WE STORE YOUR DATA FOR

Agenda Screening Services stores your data for a maximum period of 12 months,
from the completion of your Screening. After 12 months your personal
identifiable information is removed from our system.

HOW WE PROTECT AND SECURE YOUR PERSONAL INFORMATION

Agenda fully appreciate how important and valuable personal identifiable
information is and we take all possible steps to protect it. Data is held by
Agenda in the UK and is not sold on to third parties.

Agenda is accredited to the internationally recognised ISO/IEC 27001:2013
standard for Information Security Management, ISO 27701 Privacy Information
Management, BS10012 Personal Information Management and ISO 22301 Business
Continuity Management these standards are audited by an independent
certification body, every 6 months.

Agenda is accredited to the UK government and CESG backed Cyber Essentials
scheme which is now a requirement for organisations that work with UK government
organisations. Agenda’s premises hold the ACPO Secured by Design award.
Agenda is an umbrella body of the Disclosure and Barring Service and must be
compliant with strict information security standards set out by the DBS. To
remain a registered umbrella body, Agenda is subject to and must pass audits
carried out by the DBS.

All personal information is handled by Agenda staff that have been through 22
background checks themselves and are fully trained in the requirements of Data
Protection.

We are accredited to ISO 9001 Quality Management System standard that we use to
ensure sure that our processes and services are fully audited and robust. To
maintain this international standard, we are audited every 6 months by an
independent certification body.

WHAT IS AGENDA’S LEGAL BASIS FOR PROCESSING OF YOUR PERSONAL DATA

Agenda is processing your personal information to fulfil the contract and
written instructions of our client to provide pre-employment screening /
background checks / vetting.

The lawful basis for processing your information is the responsibility of our
client (Your employer / organisation or potential employer)

If Agenda ask for your consent, this is for screening practicality reasons as
some organisations will need your consent before they release your information
to Agenda for validation. An example of this can be with a qualification
awarding body when Agenda is required to confirm a qualification.

YOUR RIGHTS AS A DATA SUBJECT

Please note that as a Data Processor Agenda only process your data on written
instruction from the Data Controller (Agenda’s client) Subject Access Requests
or a request to erase your data should be directed to the organisation that
submitted you for screening. Agenda cannot action these requests without
authorisation from our client, the Data Controller.

At any point whilst we are in possession of or processing your personal data,
you, the data subject, have the following rights:

 * Right of access – you have the right to request a copy of the information
   that we hold about you.
 * Right of rectification – you have a right to correct data that we hold about
   you that is inaccurate or incomplete.
 * Right to be forgotten – in certain circumstances you can ask for the data we
   hold about you to be erased from our records.
 * Right to restriction of processing – where certain conditions apply you have
   a right to restrict the processing of your data.
 * Right of portability – you have the right to have the data we hold about you
   transferred to another organisation.
 * Right to object – you have the right to object to certain types of
   processing, such as direct marketing.
 * Right to object to automated processing, including profiling – you also have
   the right to be subject to the legal effects of automated processing or
   profiling.
 * Right to judicial review – in the event that the Data Controller refuses your
   request regarding your rights of access, we will provide you with a reason as
   to why. You have the right to complain as outlined below.

HOW DOES AGENDA MAINTAIN COMPLIANCE TO DATA PROTECTION LAWS

To support compliance with all relevant UK and EU data protection law and the
requirements of the General Data Protection Regulation (GDPR), Agenda Resource
Management have implemented a personal information management system (PIMS) in
accordance with the British standard BS 10012 and ISO 27701 Privacy Management.

The objective of the implementation of the PIMS is to provide direction and
support for compliance with data protection requirements and good practice.
Agenda shall establish, implement, maintain, and continually improve the PIMS,
including the processes needed and their interactions, in accordance with the
requirements of the British Standard BS 10012 and ISO 27701.

Certification to ISO/IEC 27001 Information Security Management, BS EN ISO 9001
Quality Management, ISO 22301 Business Continuity and BS EN ISO 14001
Environmental Management and Cyber Essentials are used to support the PIMS as
well as suitable qualified and experience personnel in the roles of data
protection officer and information security and data owners. These roles will
oversee and review data processing activities, maintain data inventories and
data impact assessments to ensure that adequate organisational and technical
measures are in place which are reviewed on a yearly basis.

CHANGES TO OUR PRIVACY POLICY

We may change this Privacy Notice or Agenda’s Privacy Policy from time to time.

If we make significant changes in the way we treat your personal information, we
will make that clear on our websites or by email, so that you are able to review
the changes.

This Privacy Notice was last reviewed 15/11/2022

COMPLAINTS


In the event that you wish to make a complaint about how your personal data is
being processed by Agenda or how your complaint has been handled, you have the
right to lodge a complaint directly with The Information Commissioner’s Office
(ICO) and Agenda’s Data Protection Officer.

The details for each of these contacts are:

Data Protection Officer
PO BOX 24
Hull
HU12 8YJ
dataprotection@agenda-rm.co.uk

Information Commissioners Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
0303 123 1113

CALL: 03456 445 546


OUR SERVICES

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 * Criminal Record Check (DBS)
 * Pre-Employment Screening
 * SM & CR
 * Quick Checks
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