Privacy Policy 2018



This Privacy Notice tells you what to expect in relation to personal information about you which is collected, handled and processed by Simon Nicholas Associates Limited.

Simon Nicholas Associates Limited of 16 Commerce Square, Lace Market, Nottingham, NG1 1HS is the Data Controller.

It describes how we collect, use and process your personal data and how we comply with our legal obligations to you.  Your privacy is important to us so we are committed to protecting and safeguarding your data privacy rights.

The Privacy Policy applies to all the personal data of our Website Users, Candidates, Clients, Suppliers and other people who we may contact to find out more about our candidates or whom they supply as an emergency contact.

We acknowledge and agree that any personal data of yours that we handle will be processed in accordance with all applicable data protection laws in force from time to time.  Currently, the Data Protection Act 1998 applies.  With effect from 25 May 2018, the General Data Protection Regulations (“GDPR”) will come into force, which will change the law.



In order to provide the best employment / recruitment services for you we need to collect, hold and process certain information to allow us to do this.  We will only ask for details that will genuinely help us to help you, such as your name, age, contact details, education, employment history, emergency contacts, immigration status, financial information (when we need to payroll you on a weekly basis) and any additional information that you may choose to share with us.   Where appropriate and in line with local laws and requirements, we may also collect information related to your health, criminal convictions as well as diversity information.

Information in respect to individuals that have worked for us previously or may work for us is as follows:

·         National Insurance Numbers

·         Data of Birth

·         Details of job offers and placements

·         Passport

·         References

·         Criminal record check information and security clearance for certain roles

·         In certain cases, medical information

·         A log of our communications with you by email and telephone

·         Financial information (including but not limited to payroll details, HMRC data, pension scheme details, court orders and statutory payments


This information will have been provided, or will be provided, by you or a third party who we work with, such as a Job Board Company or another employment business or agency.  In the case of references, these will be from your previous employer. Medical information may be supplied by a third party such as your GP, Consultant or Occupational Health.  The outcome of criminal record checks and security clearance checks, where relevant, will be supplied by the Disclosure and Barring Service or other external company applicable to the placement.



If you are a customer of Simon Nicholas Associates we will need to collect information about you, or individuals within your organisation to provide you with the following services

·         Finding suitable candidates for your organisation

·         Providing you with a “Managed Service Provider” (MSP) (or assisting another organisation to do so

·         Providing you with a “Recruitment Process Outsourcing” service (or assisting another organisation to do so)



We also need additional information from our Suppliers to ensure all requirements are met.  We will need contact details of relevant individuals at your organisation so that we can communicate with you and obtain other information that we need such as your bank details so that we can pay for your services provided if required.



From our website we collect a limited amount of data from our “Website Users” which we use to assist you and help us manage the services that we provide.   The information that is included is how you use our website, the frequency of use and the times that our website is most popular.

We collect your data automatically via cookies when visiting our website in line with cookie settings in your browser.  We also collect data from you when you contact us via our website for example when uploading your CV.



The above information is used to provide our services to you in our capacity as an employment business / agency to find you suitable work whether on a temporary or permanent basis based on your requirements as set out below.

The information below may be used as follows:

·         To match your skill sets with job vacancies to assist in finding you the most suitable position

·         To put forward your details to our clients and prospective employers for you to be considered for vacancies

·         To place you with our clients and prospective employers

·         To keep you updated and informed of available opportunities as they arise

·         To keep you informed of the services offered by Simon Nicholas Associates Limited


The following information may also be used

·         To establish that you have the right to work

·         To undertake relevant security and criminal records checks as required by our clients and prospective employers and as permitted by law

·         To deal with any medical and health and safety issues relating to certain positions

·         To put in place contractual arrangements and documentation once a role has been secured

·         To pay you if placed



All the personal data we have is stored on our specialist recruitment database “Eclipse Software” in the UK.



Your CV and related information will be shared or sent to prospective employers and our clients.  Once you have secured a placement additional information will be provided to them to enable the placement to proceed.

Other trusted third parties that we may share your data with are as follows: HM Revenue and Customs, pension scheme providers, legal advisors and other companies for the purpose of undertaking pre engagement checks for the role or for paying you.

What is the legal basis for processing the information?

We will rely on your consent to process the information marked with an * above which is collected at the outset of the recruitment process.

Information and documentation to establish your right to work is processed by us as we are legally obliged to do so.

In respect of medical information, the basis for us processing this will depend on the circumstances, but will usually be for one of the following reasons: it is necessary to protect health and safety or to prevent discrimination on the grounds of disability or where consent has been obtained, if required.

Information in relation to criminal record checks, which are relevant for some roles, will be processed on the basis that it is necessary for us to comply with the law or consent will be obtained, if required.

Once a position has been found for you, we will process your personal data, including financial information, for the purpose of you entering into a contract to fulfil your role and to enable us to pay you, depending on the specific contractual arrangements and circumstances.

For the purposes of paying you, where relevant, we are legally obliged to provide information to HMRC.

Once a placement has been secured, we may also process your data on the basis of our legitimate interests i.e. for administrative purposes.



You currently have the right at any time to ask for a copy of the information about you that we hold.   If you would like to make a request for information please email

In addition to this right of access, when the GDPR comes into force, you will also have the following rights: erasure, restriction of processing, objection and data portability.  We will update you further in connection with these rights when they come into force.



Your data will be retained for no longer than is necessary and in accordance with our Data Retention Policy.



Where we have obtained your consent to process your personal data, for the purpose of using our services and us finding you suitable work, you have the right to withdraw this at any time.  In order to do so you should contact us by emailing our Data Controller at



If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to Information Commissioners Office at https:\\\concerns\.



This Privacy Notice may be changed by us at any time.  This Privacy Notice will be updated in due course to comply with the further requirements under the GDPR which comes into force on 25 May 2018

If you would like a more detailed description of the personal date that we collect about you please contacts us on the details below

To the extent that you access our website we will also collect certain data from you.  If you would like more information about this please contact us on the details below



Simon Nicholas Associates is responsible for processing the personal data of Candidates, Clients, Suppliers and the Emergency contacts and Referees of Candidates and Simon Nicholas Associate’s staff.

You can write to us at the following address:=

Simon Nicholas Associates Limited

16 Commerce Square, Lace Market, Nottingham, NG1 1HS

Call us on:                                           0115 9878484

Emails us at: