Privacy Policy Contents

Privacy Policy  

Omnia-Connexions Limited is a legal search and recruitment company. We assist lawyers and those due to qualify in their recruitment needs and continue our relationship with them throughout their career. We also conduct searches for potential candidates for legal roles within private practice in the UK. In order to provide our services, it is necessary that we collect and process personally identifiable information.

This policy relates to any person that Omnia-Connexions collects and holds data in relation to, including but not limited to candidates and perspective candidates for legal roles, and where relevant, to client contacts and members of hiring teams, perspective clients contacts, supplier contacts and users of our website.

We are committed to protecting your personal data and respecting your right to privacy. This privacy policy covers the following information:

  • The type of personal information we collect and how we get the personal information;
  • Why we store this personal information;
  • Sharing your information;
  • The lawful basis we rely on for processing this information;
  • How we store your personal information;
  • Your data protections rights; and
  • How to complain

The type of personal information we collect and how we get the personal information

Information we collect from public sources, including but not limited to LinkedIn, Firm Websites, the Law Society Website (or equivalent sources) and our website, may include:

  • Your name;
  • Your contact Information that is publicly available including phone number and email address;
  • Your job title/ role, current and previous employers, career history and legal experience including what work/ split of work your practice includes or has previously included;
  • Your education and academic history, professional qualifications, language skills, legal qualifications and admissions to practice;
  • Any other information available on public platforms where it is relevant and proportionate to the provision of our services; and
  • Data analytics and user statistics collected through our website to help us to improve our website. This includes, for instance: information about the browser and the device you have used to access our website, your IP address, information about how you interact with our website (such as what you click on and how long you spend on a page).

Information we collect when provided directly by you may include:

  • Your personal contact number/s and email address where not publicly available;
  • Your salary information, any other financial incentives and salary expectations;
  • Your other employment benefits where important considerations to you;
  • Your notice period;
  • Your right to work in the UK and/or sponsorship requirements;
  • Your interests, career objectives and requirements/ preferences where relevant to the provision of our services;
  • Your CV or other documents including but not limited to academic transcripts, and any information/ data provided therein;
  • Details of your past and current approaches for positions or introductions made to perspective employers, details of interviews/processes you have undertaken or are undertaking, any offers made to you and any acceptance of any role; and
  • Any other information where it is relevant and proportionate to the provision of our services, as attained from contact with you, including but not limited to: phone calls, meetings, emails, LinkedIn or other social media communications, or through our website.

Sensitive data will only be collected from you directly, and only stored and processed in circumstances where it is strictly necessary for the provision of our services, such as, for instance, if you require reasonable adjustments through the interview process. Any information collected for the purpose of equality and diversity monitoring will be collected anonymously and if therefore stored in a way which does not identify you.

 

Information we collect from other individuals, where they are looking to refer you to us, as they believe you would benefit from the use of our services, may include:

  • Your name;
  • Your contact information, including personal contact number and email address;
  • Information about your level, practice, current employment and employment history;
  • Any other information where it is relevant and proportionate to the provision of our services.

We ask any individual looking to refer you that they only provide information about you with your consent. Any information collected from another individual about you will be verified and checked with you when we contact you, to ensure the accuracy of this information.

 

Why we store this personal information

The reasons we have this information are expanded upon below in relation to our legitimate interests, but in essence this information enables us to provide our services to both candidates or perspective candidates and also to clients or perspective clients, in enabling us to conduct searches for positions, to determine if you might be interested in using our services and subsequently, should you choose to engage our services, to enable us to provide you with the best possible service that is tailored to you.

 

Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see please see our Cookie Policy.

 

Sharing your information

  • We do not share information we hold or process on any person to any other person or organisation outside of Omnia-Connexions, other than in the below specified circumstances:
    • with our third party data storage and backup providers;
    • where required by our service providers or professionals in the general course of running our business, such as accountants;
    • with selected partners who we collaborate with, where we have a legitimate business interest in doing so. Namely, on occasion, introductions for opportunities may be made via selected partners on our behalf, for the purposes of providing more opportunities to candidates within the legal market. We will only share information with selected partners where relevant for an application to be made to a Law Firm and any information that the Law Firm would require throughout the process, only where you have provided express consent for your information to be shared with the Law Firm in question as outlined below;
    • where we have the explicit consent from the individual concerned; or
    • where otherwise legally required to do so.
  • We will share information relevant to applications with Law Firms, including but not limited to your curriculum vitae, only after you have provided separate express consent for each application made.
  • For the avoidance of doubt, any data we hold is accessible by any agent of Omnia-Connexions, where required for the provision of our services.
 
International Data Transfers

We will share your personal data outside of the UK and EEA where you have asked us to approach a Client or Perspective Client for a position in another country or jurisdiction. Data will be shared for the purposes of introducing you and completing the recruitment process, including any offer of employment, relating to positions outside of the UK and EEA.

We may make a restricted transfer if the receiver is located in a third country or territory, or is an international organisation, or in a particular sector in a country or territory, covered by UK ‘adequacy regulations’.

UK adequacy regulations set out in law that the legal framework in that country, territory, or international organisation, or in a particular sector in a country or territory, has been assessed as providing ‘adequate’ protection for people’s rights and freedoms about their personal data.

There are provisional arrangements so that UK adequacy regulations include the EEA and all countries, territories and international organisations covered by European Commission adequacy decisions valid as at 31 December 2020. The UK intends to review these adequacy regulations over time.

The UK has adequacy regulations about the following countries and territories, making a data transfer:

  • The European Economic Area (EEA) countries.
  • EU or EEA institutions, bodies, offices or agencies.
  •  Gibraltar.
  • Countries, territories and sectors covered by the European Commission’s adequacy decisions (in force at 31 December 2020). These include a full finding of adequacy about the following countries and territories: Andorra, Argentina, Faroe Islands, Guernsey, Isle of Man, Israel, Jersey, New Zealand, Switzerland and Uruguay.

If we are making a restricted transfer that is not covered by UK adequacy regulations, we can only do so if we have the explicit consent for the restricted transfer from you.

A valid consent must be both specific and informed, and we must provide you with precise details about the specific restricted transfer.

The transfers to which this relates include any data transfer to any of the United Arab Emirates and Australia. We will only make such transfer in relation to any application for a position, and communications thereafter for the purposes of providing our services to you, where you have expressly consented to your data being shared with a Client or Perspective Client, for instance a Law Firm, for the purposes of being considered for a position in the country in question.

The data that would be transferred includes any of the personal information referred to in ‘The type of personal information we collect and how we get the personal information’ section of this policy, where it is required or relevant and proportionate to the application or recruitment process.  

You are able to withdraw your consent to a restricted data transfer to a country not which does not provide adequate protection for personal data.

By authorising us to share your personal data for a position in one of the named countries above, which does not provide adequate protection for personal data, you consent to the data transfer, being aware of the possible risks involved in making a transfer to a country which does not provide adequate protection for personal data and without any other appropriate safeguards in place.

 

The lawful basis we rely on for processing this information

Under the UK General Data Protection Regulation (UK GDPR), the lawful basis we rely on for processing this information are that we have legitimate interests that are central to the effective running of our business and our ability to provide our services, which we have outlined below, including:

  • To enable us to service our clients, or perspective clients, by assisting in their resourcing and recruitment needs by searching for suitable candidates, or perspective candidates, for their respective teams.
  • Client and perspective client contact information enables us to contact the appropriate person with whom to discuss recruitment needs, to discuss or introduce candidates who may be of interest and to manage the process once a candidate is under consideration.
  • To ascertain if you would benefit from our services, in providing information and guidance on the market, and assisting in your search for either for employment or in fulfilling your hiring needs.
  • To enable us to provide you with a tailored service comprised of information, updates, opportunities and services that are, or may be, of interest to you, keeping communications as relevant to you and your interests/needs insofar as possible, with the purpose of finding you the position or candidate that/who meets your requirements. The information also enables us to effectively manage the recruitment process, including any interviews.
  • To continue in our support and guidance to lawyers throughout your career, to help you in achieving your career goals and to keep you informed about appropriate opportunities.
  • Holding data that relates to perspective client contacts and perspective candidates enables us to effectively continue our business in the ways outlined above, but also to assist in our business development, including continuing to grow the awareness of, and reach of, our services.
  • Data collected through our website is done so for the purpose of improving our website for better user experience, improving our services to you and also for our wider business information, research and development.

If at any stage you do not wish to be contacted by us, for example if you do not wish to hear about our services or opportunities in the market from us, either now or in the future, then please let us know and we will swiftly delete your information from our system. We will make note that you have informed us that you do not wish to be contacted, to ensure that we do not contact you again.  

 

How we store your personal information

  • Your information is securely stored. Data is stored within a secure environment and access to the data is limited to those who require it for the provision of our services. Technical safeguards are in place to protect the data held.
  • We endeavour to keep the information we hold on you both accurate and up-to-date, to the best of our abilities and only store and process information that is relevant for the provision of our services. Any information that is deemed to be no longer required or relevant to the provision of our services will be disposed of accordingly, by deletion from our systems. The timeframe on any backups are also limited, so as to ensure any deletion of this data is done so irretrievably.
  • Data held and processed will continue to be so unless and until it is no longer required for the provision or our services either now or in the future, unless other action is required as a result of you exercising your rights under data protection law. Please refer to the section below, for further information on your rights.
  • In addition to the protections placed on our systems as mentioned above, we also ensure induction and refresher training on data protection in all cases, along with providing support and/or supervision to all members of Omnia-Connexions.
  • Should a data breach occur, we will investigate this breach thoroughly and report notifiable breaches to the ICO without undue delay, endeavouring to do so no later than 72 hours after becoming aware of this wherever possible. Should a breach occur, records will be documented including the facts regarding the breach, its effect and the remedial action taken. If the breach in question is likely to result in a high risk to the rights and freedoms of individuals, in accordance with the UK GDPR, we will inform those concerned directly and without undue delay, with all information required under the GDPR.

Your data protection rights  

Under data protection law, you have rights including:

  • Your right of access – You have the right to ask us for copies of your personal information.
  • Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
  • Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
  • Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

 

Please contact us using any of the below methods if you wish to make a request. Please address your request to Amanda Simpson and highlight ‘Data Protection Rights’ as the subject.

By phone: 0203 535 6560

By email: contact@omnia-c.co.uk

In writing:
Omnia-Connexions Limited
124 City Road
London
EC1V 2NX

 

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us using your preferred method from the details below. Please address any communications to Amanda Simpson and highlight ‘Data Protection Rights’ as the subject.

By phone: 0203 535 6560

By email: contact@omnia-c.co.uk

In writing:
Omnia-Connexions Limited
124 City Road
London
EC1V 2NX

 

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:           
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

 

Policy last updated: 16th March 2023