Please read the following carefully to understand our processes regarding your personal data and how we will treat it.
By submitting your personal data to Us, you acknowledge that:
• You have read and understood this policy and agree to the use of your personal data as set out herein.
• This policy does not form part of any contract of employment offered to candidates hired by Aurex Group.
Who is Aurex Group?
Aurex Group is a leading global recruitment agency with experience across multiple specialisms. Aurex Group provides permanent, temporary, consultancy and interim recruitment services to clients seeking to recruit professional staff across a range of specialist areas. Aurex Group recruits and employs its own teams of professional recruitment consultants to provide recruitment services as well as other professional and administrative staff to support, advise and structure such services. Our legal entities are listed as below:
Country - Legal Entity - Correspondence Address
Hong Kong - Aurex Recruitment Group Holdings Limited, Aurex Group Hong Kong Limited - Level 15, 8 Lyndhurst Terrace, Central, Hong Kong
Singapore - Aurex Singapore Pte. Ltd. - 12 Marina View, Asia Square Tower 2, #11-01, Singapore 018961
Australia - Aurex Group Australia Pty Ltd. - Level 6, 25 Bligh Street, Sydney, NSW 2000 AND Level 4, 260 Queen Street, Brisbane, QLD 4000
United States - Aurex Group Inc., Aurex Group LLC, AXG Contracting LLC - 609 Main Street, Suite 2500, Houston, TX 77002
United Kingdom - Aurex Group UK Limited - 63/66 Hatton Garden, Fifth Floor, Suite 23, London, EC1N 8LE
Why we collect data:
We collect information about you for four main reasons:
To provide personalised services unique to individual users
To help us to monitor and improve the services we offer
To search for jobs for candidates
And if we have permission from the user, to tell them more about our services and about events.
We will only process information about you for these reasons.
The types of data that we collect
Information that you provide to us during different stages of the recruitment process. This includes information provided through an online job site, via email, phone, in person at interviews etc.
Personal details such as name, email address, address, date of birth, phone number, email addresses, qualifications, experience, information relating to your employment history, skills and experience
If you contact us, we may keep a record of that correspondence.
Details of all actions that you carry out through the use of our recruitment services.
Background checks: we are sometimes instructed by our clients to conduct background checks. A background check is (which could include credit and/or fraud checks) a verification of your antecedents potentially by making use of the services of an agency which specialises in performing background checks. The details to be verified in this background check would typically include, but are not limited to:
(a) The authenticity of your residential address;
(b) The veracity of your claims in relation to educational qualifications and work/job experience; and
(c) An enquiry into your character, including but not limited to your criminal history, credit checks/history
If background checks apply, we will tell you what is expected of you when initiating or conducting a background check. Unless we inform you otherwise, we will not share the outcome of the background check with any other party other than the client, and this will only be communicated to people with a ‘need to know’. Some clients however may require a copy of the background check as they need to abide by internal or external compliance standards.
The background checks may be carried out in-house or this may be outsourced to a third-party background check screening company (screening company). If the latter is the case, then you need to speak to the screening company if you have any questions about how your personal data is processed. We may also carry out CIFAS (fraud) checks when required.
We may also collect your personal data from other sources including: LinkedIn / JobsDB / Jobstreet / Indeed / eFinancials / ZipRecruiter / Seek etc
We have access to various job portals and databases, which may include your personal data, to find possible candidates to fill our job openings. You may also be recommended by a friend, a former employer, a former colleague or even a present employer. Where we find you in this way we will obtain your personal data from these sources.
We will need to collect and use information about our clients, or individuals at that organisation, in the course of providing our clients with services such as sourcing suitable candidates. We will collect contact details on client contacts, emails, contracts and any other relevant documents or information which we are required to hold to ensure that our relationship runs smoothly.
We collect a limited amount of data from our website users which we use to help us to improve your experience when using our website and to help us manage the services we provide. This includes information such as how you use our website, the frequency with which you access our website, and the times that our website is most popular.
Lawful Basis for Processing
We rely on legitimate interest as the lawful basis on which we collect and use your personal data. Our legitimate interests are the recruitment of staff for our business.
How long do we keep your personal data for?
We hold your data on file for as long as the business relationship endures, and your details remain relevant to that business relationship. Subject to our legal obligations, we would keep your personal data for a maximum of 2 years after our last contact with you. Examples of when we may be restricted from deleting your data include statutory notice periods and complying with our record obligations under the Conduct of Employment Agencies and Employment Businesses Regulations 2003.
We may also be under a duty to disclose or share or retain your personal data in order to comply with any legal obligation, to defend our business against a legal claim, to enforce or apply our standard terms of business or other agreements or to protect the rights, property or safety of Aurex Group, our customers or other parties.
Use of your Personal Data
Aurex Group uses information held about you in the following ways:
• To consider your application in respect of a role for which you have applied
• To consider your application in respect of other roles
• To communicate with you in respect of the recruitment process or how we will supply our services to you
• To enhance any information that we receive from you with information obtained from third party data providers
• To find appropriate candidates to fill our job openings
We may pass your personal data on to third-party service providers contracted to us in the course of dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to fulfil the service they provide you on our behalf. When they no longer need your data to fulfil this service, they will dispose of the details in line with our procedures. If we wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent, unless we are legally required to do otherwise.
We will not conduct any forms of automated processing of your personal data consisting of the use of personal data to evaluate certain personal aspects relating to you. We will not analyse or predict aspects concerning your performance at work, economic situation, health, personal preferences, interests, reliability, behaviour, location or movements. Furthermore, we will not make decisions that are based solely on automated processing which produces legal effects or similarly significantly affects your rights.
Legal bases for processing your personal data
If we process your personal data, we mostly rely on the following legal bases:
Consent - Sending your CV to client, processing sensitive data (e.g., health data), sending you job alerts.
Legitimate Interest - Adding your details to our database and contacting you from time to time to identify and discuss potential career opportunities. Carrying out background checks if we are instructed to do so by our client.
Contract - Signing an agreement with you as individual or with your business.
Legal obligation - Under the Conduct of Employment Agencies and Employment Businesses Regulations 2003, we must retain evidence of an introduction or supply for at least one year from the last activity e.g., interview, introduction or engagement.
We understand our legal duty to retain accurate data and only retain personal data for as long as we need it for our legitimate business interests and that you are happy for us to do so. Accordingly, we have a data retention notice and run data routines to remove data that we no longer have a legitimate business interest in maintaining.
We do the following to try to ensure our data is accurate:
our website enables you to manage your data and to review whether the details we hold about you are accurate
prior to making an introduction we check that we have accurate information about you
we keep in touch with you so you can let us know of changes to your personal data
We segregate our data so that we keep different types of data for different time periods. The criteria we use to determine whether we should retain your personal data includes:
the nature of the personal data;
its perceived accuracy;
our legal obligations;
whether an interview or placement has been arranged; and
our recruitment expertise and knowledge of the industry by country, sector and job role.
We may archive part or all of your personal data or retain it on our financial systems only, deleting all or part of it from our main Customer Relationship Manager (CRM) system.
Our current retention notice is available upon request.
Marketing Emails & Opt Out Options
We may market relevant products and services to you unless you inform us of your wish to opt out (which you are entitled to do at any stage). Some emails We send are market driven, others are service and vacancy related. We also may approach you for feedback. You can unsubscribe from these whenever you wish.
Under the General Data Protection Regulation you have a number of important rights free of charge. In summary, those include rights to:
access to your personal data and to certain other supplementary information that this policy is already designed to address
require us to correct any mistakes in your information which we hold
require the erasure of personal data concerning you in certain situations
receive the personal data concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
object at any time to processing of personal data concerning you for direct marketing
object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you
object in certain other situations to our continued processing of your personal data
otherwise restrict our processing of your personal data in certain circumstances
claim compensation for damages caused by our breach of any data protection laws.
For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation.
We take appropriate measures to ensure that all personal data is adequately secured including security measures to prevent personal data from being accidentally lost, or used or accessed in an unauthorised way. We use market suppliers such as JobAdder, Microsoft and Egnyte, all of which are leading and up-to-date technologies which ensure our data is sufficiently protected. We limit access to your personal data to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where We are legally required to do so. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted through any online means, therefore any transmission remains at your own risk.
Cookies and other Tracking Technologies
Changes to this policy and how to contact us:
It is important to note that we may amend this policy from time to time. Please visit this page if you want to stay up to date as we will post any changes here.
Aurex Recruitment Group Holdings Limited
Level 15, 8 Lyndhurst Terrace, Central, Hong Kong
+852 2319 4432