Candidate and Consultant Privacy Policy
GYSS collects and uses personal data about job applicants, prospective freelance consultants, and other individuals who express an interest in working with the business. This notice explains what information may be collected, why it is used, how long it is kept, and the rights available to individuals under data protection law.
Who this notice applies to
This notice applies to:
- Applicants for employee or contractor roles.
- Freelance consultants and prospective freelancers.
- Individuals whose details are retained for possible future opportunities.
What information may be collected
Depending on the role or engagement, the information collected may include contact details, CV or resume information, employment history, qualifications, portfolio or work samples, interview notes, references, rate or salary expectations, right-to-work information, and correspondence relating to an application or proposed engagement.
In some cases, limited additional information may be collected where necessary for legal, compliance, or onboarding purposes.
Why the information is used
Personal data may be used to:
- assess suitability for current roles or freelance engagements;
- communicate about applications, interviews, and opportunities;
- verify experience, qualifications, and references where appropriate;
- keep a record of recruitment and hiring decisions;
- retain details for future relevant opportunities, where lawful to do so; and
- comply with legal or regulatory obligations.
For freelance consultants, GYSS may also keep contact details, experience information, and other relevant professional details in a Freelancer Contacts Roster so that individuals can be contacted about future project-based work or temporary assignments that match their skillset.
Legal basis for processing
GYSS generally processes this information because it is necessary to take steps before entering into a contract, because it has a legitimate interest in recruiting and engaging suitable people, and in some cases because processing is necessary to comply with legal obligations. Where consent is relied on, such as for keeping details on file for future opportunities beyond the normal retention period, this will be made clear.
For freelance consultants, GYSS may keep relevant professional details on its active Freelancer Contacts Roster on the basis of its legitimate interest in identifying and contacting suitable freelancers for future project-based work or temporary assignments. Freelancers can request to be removed from the active roster at any time by replying to a GYSS email or by contacting GYSS’s Resource Manager: christina@gyssagency.com
Who information may be shared with
Information may be shared internally with relevant managers and decision-makers involved in recruitment or engagement decisions. It may also be shared with trusted service providers that support recruitment, HR, IT, storage, scheduling, or administration, and with third parties where this is required by law or necessary to progress an engagement.
How long information is kept
Applicant and consultant information is kept only for as long as reasonably necessary for recruitment, engagement, legal, and record-keeping purposes. Where an application or proposed engagement does not proceed, information may be retained for a limited period to consider individuals for future suitable opportunities or to manage legal claims, after which it will be deleted or securely anonymised in line with internal retention practices.
For freelance consultants, GYSS will keep details on the active Freelancer Contacts Roster for up to two years from the last meaningful interaction with GYSS, unless the individual asks to be removed sooner. At the end of that period, the details will be deleted or removed from the active roster unless there is a lawful reason to retain them for longer.
Your rights
Individuals may have the right to request access to their personal data, ask for inaccurate information to be corrected, request deletion in certain circumstances, object to certain processing, or ask for processing to be restricted. They may also have the right to complain to the Data Protection Commission.
Contact
Questions about this notice or requests relating to personal data can be sent using the contact details published in GYSS's main privacy policy.
