Who are we?

Cariance Executive Search & Advisory provides executive search services to clients who retain us to find senior executives, board members and advisors for their businesses. We also provide related Advisory services.

What does this Policy cover?

We at Cariance take your personal data seriously. This policy:

• sets out the types of personal data that we collect about you

• explains how and why we collect and use your personal data

• explains how long we keep your personal data

• explains how we will share your personal data - when, why and who with

• sets out the legal basis we have for using your personal data

• explains the effect of refusing to provide the personal data requested

• explains the different rights and choices you have when it comes to your personal data; and

• explains how we may contact you and how you can contact us.

What personal data do we collect about you?

If you are a candidate, we collect the information necessary to assess your professional experience against our clients’ requirements. This information may include contact details, CVs/resumés you have sent us, educational records, references, and outlines of your work history, including summaries available on publicly available web sites, including social media sites, such as LinkedIn. 

We do not normally collect Special Category Data (or what the ICO calls “sensitive personal data”). However, in the exceptional case in which we may be required to collect and process sensitive personal data, we would only collect it from you, and further process it, when you have given your explicit consent.

Where do we collect personal data about you from?

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

• Directly from you. This is information you provide to us.

• From an agent/third party acting on your behalf. e.g., an Outplacement Firm.

• Through publicly available sources. These include but are not limited to:

  • LinkedIn

  • Company websites, online news outlets or event web sites

  • Industry press & periodicals

  • Any other online or offline resource typically used to support executive search research.

• By reference or word of mouth. For example, you may be recommended by a friend, a former/current employer, or a former colleague.

How and why do we use your personal data?

We use your personal data to assess whether your skills, experience and education are a fit with a client’s search requirements. We will initially collect basic information about you – and this summary biographical information may be shared with a client, in the context of a particular search. If your profile is a match with our client’s requirements, we will then be collecting more information from you at the screening and interview stage. However, we would have checked with you before presenting further details to a client or indicating any potential interest you may have.

How do we ensure security and integrity of data?

We use our best efforts to ensure that data is accurate, complete, current, and reliable for its intended use. We use appropriate technical and organisational measures and safeguards to help protect your personal data from unauthorized access, misuse, alteration, or loss. Our internal policies and procedures are designed to help ensure we safeguard the privacy and accuracy of all data we collect or process. To the extent that we disclose personal data to clients or third parties, we will request that they properly protect the security and confidentiality of such information and otherwise process such data in accordance with applicable law.

How long do we keep your personal data for?

We only retain your information for as long as is necessary for us to use your information as described above or to comply with our legal obligations. Otherwise, we securely erase your information once it is no longer required for the purpose(s) for which it was obtained.

Who do we share your personal data with?

Your personal data is gathered and assessed in order to determine if you are a good fit with our client’s requirements. It may also, with your permission, be shared with the client. We may also verify the information you have provided, and, in these cases, we may share that information with our client. 

What legal basis do we have for using your information?

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

If you are shortlisted as a candidate, then this may involve the processing of more detailed personal data including Special Category Data (e.g., health information) that you may provide, or others may provide about you. In that case, we always ask for your consent before undertaking such processing.

For clients, we may also rely on our processing being necessary in order to fulfill a contractual obligation to you.

What happens if you do not provide us with the information we request, or ask that we stop processing your information?

If you do not provide the necessary personal data or withdraw your consent for the processing of your personal data, we may not be able to consider you as a candidate for future searches.

Do we make automated decisions concerning you?

No, we do not carry out automated profiling.

Do we use Cookies to collect personal data on you?

No, we do not use Cookies to collect your personal data.

Do we transfer your data outside the EEA?

To better match your professional profile with current searches we may transfer your personal data to clients outside the EEA. These countries’ privacy laws may be different from those in your home country. Where we transfer data to a country which has not been deemed to provide adequate data protection standards, we always have security measures and approved model clauses in place to protect your personal data.

What rights do you have in relation to the data we hold 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.

1.       The right to be informed

You have the right to be provided with clear, transparent, and easy to understand information about how we use your information and your rights. This is why we are providing you with the information in this Policy.

2.       The right of access

You have the right to obtain access to your information (if we are processing it), and certain other information (similar to that provided in this Privacy Policy). This is so you are aware and can verify that we are using your information in accordance with data protection laws.

3.       The right to rectification

You are entitled to have your information corrected if it is inaccurate or incomplete.

4.       The right to erasure

This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there is no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions, for example, if we have to comply with a legal obligation.

5.       The right to restrict processing

You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We will keep lists of people who have asked for further use of their information to be ‘blocked’ to ensure that the restriction is respected.

6.       The right to object to processing

You have the right to object to certain types of processing, including processing for direct marketing.

7.       The right to lodge a complaint

You have the right to lodge a complaint about the way we handle or process your personal data with your national data protection regulator.

8.       The right to withdraw consent

If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful). This includes your right to withdraw consent to us using your personal data for marketing purposes.

Information Requests

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

• baseless or excessive/repeated requests, or

• further copies of the same information.

Alternatively, we may be entitled to refuse to act on the request.

Please consider your request responsibly before submitting it. We will respond as soon as we can. Generally, this will be within one month from when we receive your request but, if the request is going to take longer to deal with, we will come back to you and let you know.

How will we contact you?

We may contact you by phone, email, or social media. If you prefer a particular contact means over another, please let us know.

How can you contact us?

If you are unhappy with how we have handled your information or have further questions on the processing of your personal data, contact us here:  privacy@cariance.com.