Our
Policies
Privacy policy.
Core Contract Services is committed to protecting the privacy of our candidates and users of our website and shall only use information submitted for the purposes contained in this policy.
Introduction
This policy covers Core Contract Services’s use of personal information that is collected when you use the corecs.co.uk website. You may be asked to submit personal information about yourself (e.g. name, address, telephone number, e-mail address and your CV) in order to enable us to provide you with recruitment services. Such services include searching for suitable employment vacancies, applying for specific jobs or subscribing to our email alerts.
By entering your details in the fields requested, you enable Core Contract Services to provide you with such recruitment services. Whenever you provide personal information, we will treat that information in accordance with this policy. When using your personal information Core Contract Services will act in accordance with current legislation practice.
Use and storage of personal information
Access to your personal data is only provided to our staff and your information will only be disclosed to prospective employers as appropriate for the purpose of providing recruitment or employment services.
We may release information to regulatory or law enforcement agencies if required to do so by law.
We will retain information on our database unless for any reason you request for it to be removed. However, we will hold your personal information on our systems for a minimum of 12 months (in accordance with the Employment Agencies Act)
We will ensure that all personal information supplied is held securely, in accordance with the Data Protection Act.
Email alerts
You may opt to receive details of services which are of relevance to you. For this service you will be required to supply your email address and select certain preferences.
Access to personal information
You have the right to request a copy of the personal information that Core Contract Services holds about you and to have any inaccuracies corrected. (We reserve the right to charge an administration fee for information requests.)
Use of Cookies
During the course of any visit to corecs.co.uk, the pages you see, along with a short text file called a ‘cookie’, are downloaded to your computer. Many websites do this, because cookies enable website publishers to do useful things like find out whether you have visited the website before.
A cookie is a small amount of data, which often includes an anonymous unique identifier that is sent to your browser from a website’s computer and stored on your computer’s hard drive. Each website can send its own cookie to your browser if your browser’s preferences allow it, but (to protect your privacy) your browser only permits a web site to access the cookies it has already sent to you, not the cookies sent to you by other sites. Cookies record information about your online preferences. Users have the opportunity to set their computers to accept all cookies, to notify them when a cookie is issued, or not to receive cookies at any time.
Contact
If you require any further information regarding this policy please contact us on, info@corecs.co.uk or write to us on:
Unit 24, Flexspace, Ellesmere Port, CH65 1AE
Website policy.
Use of this website is governed by this website policy and you agree to be bound by them each time you access the website.
The material on this website is provided purely for your information and you should seek further guidance and make independent inquiries before relying on it. The Company may make alterations to the website at any time. You will be deemed to accept such alterations when you next use the website following any such alteration.
Any employment placement will be subject to The Company’s current standard employment terms and conditions.
The information on this website is updated from time to time. Whilst The Company has made every effort to ensure the accuracy and completeness of information on this website, The Company makes no representations or warranties whatsoever, express or implied, as to the quality, accuracy or completeness of such information.
The Company may without notice modify, suspend or discontinue the website or any part of it at any time without any liability to you or any third party.
To the full extent permitted by law, The Company accepts no liability in contract, tort or otherwise (including liability for negligence), for loss or damage of any kind including without limitation, direct or indirect loss or damage, loss of business, revenue or profits, corruption or destruction of data, or any other consequential loss or damage arising out of your use or inability to use the website (or other site linked to the website) or in connection with any computer virus or system failure and The Company excludes any such liability even if The Company is expressly advised of the possibility of such damage or loss.
You will indemnify The Company against all costs, losses, expenses or other liabilities incurred by The Company arising from the use of the website by you.
Lawful Use
You will use the website for lawful purposes only.
Links
You should note that The Company provides links to websites maintained by others. The Company accepts no responsibility or liability for the accuracy or legality of any content contained in such websites. The fact that you may use one of these links to access other websites is not an endorsement by The Company of any content contained in those websites. Neither you nor any third party may link another site to The Company’s website without The Company’s prior written consent.
Copyright
Unless otherwise stated, the copyright and similar rights in this website and in all the material contained on this website belong to The Company. You are only permitted to copy or print extracts of the material for your own personal use. You may not use any of this material for commercial or public purposes.
Without The Company’s written permission, you may not (whether directly or indirectly including through the use of any programme) create a database in an electronic or other form by downloading and storing all or any part of the pages from this website. Without the permission of The Company, no part of this website may be reproduced, transmitted to or stored on any other website, disseminated in any electronic or non-electronic form, or included in any public or private electronic retrieval system.
Changes to these Terms and Conditions
The Company may add to or change this policy from time to time. You are deemed to have accepted changed or additional policy statements when you access the website following any such change or addition.
The Accuracy of your Registration Information
You are responsible for ensuring that any information you provide to The Company is accurate, complete and your own.
Governing Law and Applicable Legislation
This website policy is governed by English law and you agree that the English courts shall have exclusive jurisdiction to determine any matter or dispute arising out of or in connection with use of this website and this policy.
It is not intended that a third party should have the right to enforce any provision of this policy pursuant to the Contracts (Rights of Third Parties) Act 1999 and furthermore The Company may, and without the consent of a third party to whom the right of enforcement of any of the terms has been expressly provided vary and amend this policy.
Use of this website may not be allowed in countries outside the United Kingdom where such use may be contrary to local law or regulation. If you access information on this website it is your sole responsibility to ensure compliance with any applicable laws or regulations in any other country. Any use of this website outside the United Kingdom is your responsibility and we accept no liability whatsoever in connection with such use.
The Company has the right at any time to terminate or suspend access to, or use of, the website where The Company reasonably believes you have infringed this policy.
Data retention policy.
Policy
Any reference to “we”, “us” means Core Contract Services. This Policy represents the retention and disposal of records and the retention and disposal of electronic documents.
Purpose
The purpose of this Policy is to ensure that necessary records and documents of Core Contract Services are adequately protected and maintained, and to ensure that records that are no longer needed by Core Contract Services or are of no value are discarded at the proper time. This Policy is also for the purpose of aiding employees of Core Contract Services in understanding their obligations in retaining electronic documents – including e-mail, Web files, text files, sound and video files, PDF documents, and all Microsoft Office or other formatted files.
Administration
Attached as Appendix A is a Record Retention Schedule that is approved as the initial maintenance, retention and disposal schedule for physical records of Core Contract Services and the retention and disposal of electronic documents. We will make modifications to the Record Retention Schedule from time to time to ensure that it follows National legislation and includes the appropriate document and record categories for Core Contract Services; monitor legislation affecting record retention; annually review the record retention and disposal program; and monitor compliance with this Policy.
In addition, any retained information can only be used for the purpose for which it is stored. This is compliant with the Data Protection Act 1998 and the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679)
Suspension of Record Disposal in Event of Legal Proceedings or Claims
There are certain occasions when information needs to be preserved beyond any limits set out in the Policy. The Policy must be SUSPENDED relating to a specific customer or document and the information retained beyond the period specified in the Core Contract Services Data Retention Schedule in the following circumstances:
- Legal proceedings or a regulatory or similar investigation or obligation to produce information are known to be likely, threatened or actual.
- A crime is suspected or detected.
- Information is relevant to a company in liquidation or receivership, where a debt is due to Core Contract Services.
The owning unit considers information to be of potential historical importance, and this has been confirmed by the Administrator.
In the case of possible or actual legal proceedings, investigations or crimes occurring, the type of information that needs to be retained relates to any that will help or harm Core Contract Services or the other side’s case or liability or amount involved.
If there is any doubt over whether legal proceedings, an investigation or a crime could occur, or what information is relevant or material in these circumstances, the Administrator should be contacted, and legal advice sought.
The Administrator shall take such steps as is necessary to promptly inform all staff of any suspension in the further disposal of documents.
Security of personal information
Core Contract Services will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.
Core Contract Services will store all personal information on our secure (password- and firewall-protected) servers.
The Client should acknowledge that the transmission of information over the internet is inherently insecure, and that Core Contract Services cannot guarantee the security of data sent over the internet.
Core Contract Services website confidential; Core Contract Services will not ask for password other than when needed to log in to our website.
Amendments
Core Contract Services may update this policy from time to time by publishing an updated version. This page should be checked occasionally to ensure that the policy remains relevant.
Applicability
This Policy applies to all physical records generated during Core Contract Services’s operation, including both original documents and reproductions. It also applies to the electronic documents described above.
This Policy was approved by the Board of Directors of Core Contract Services on 11th July 2022.
APPENDIX A RECORD RETENTION SCHEDULE
The Record Retention Schedule is organised as follows:
SECTION TOPIC
Accounting and Finance
Contracts
Corporate Records
Correspondence and Internal Memoranda
Personal Information
Electronic Records
Grant Records
Insurance Records
Legal
Miscellaneous
Personnel Records
Tax Records
ACCOUNTING AND FINANCE
Record Type and then Retention Period
Annual Audit Reports and Financial Statements: Permanent
Annual Audit Records, including work papers and other documents that relate to the audit: 7 years after completion of audit
Annual Plans and Budgets: 7 years
Bank Statements and Cancelled Cheques: 7 years
Employee Expense Reports: 7 years
Interim Financial Statements: 7 years
CONTRACTS
Record Type and then Retention Period
Contracts and Related Correspondence (including any proposal that resulted in the contract and all other supportive documentation): 7 years after expiration or termination
CORPORATE RECORDS
Record Type and then Retention Period
Corporate Records (minutes, signed minutes of the Board and all committees, record of incorporation, articles of incorporation, annual corporate reports): Permanent
Licenses and Permits: Permanent
CORRESPONDENCE AND INTERNAL MEMORANDA
General Principle: Most correspondence and internal memoranda should be retained for the same period as the document to which they pertain or support. For instance, a letter pertaining to a particular contract would be retained as long as the contract (7 years after expiration). It is recommended that records that support a particular project be kept with the project and take on the retention time of that particular project file.
Correspondence or memoranda that do not pertain to documents having a prescribed retention period should be discarded sooner. These may be divided into two broad categories:
Those pertaining to routine matters and having no significant, lasting consequences should be discarded within five years. Some examples include:
Routine letters and notes that require no acknowledgment or follow up, such as notes of appreciation, congratulations, letters of transmittal, and plans for meetings.
Form letters that require no follow up.
Letters of general inquiry and replies that complete a cycle of correspondence.
Letters or complaints requesting specific action that have no further value after changes are made or action taken (such as name or address change).
Other letters of inconsequential subject matter or that definitely close correspondence to which no further reference will be necessary.
Those pertaining to non-routine matters or having significant lasting consequences should be retained permanently.
Retaining personal information
This Section sets out the data retention policies and procedure of Core Contract Services, which are designed to help ensure compliance with legal obligations in relation to the retention and deletion of personal information
Personal information that is processed by Core Contract Services for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
Without prejudice to point 2 (above) Core Contract Services will usually delete personal data falling within the categories set out below at the date/time set out below:
Record Type and then Retention Period
Information about a computer and about visits to and use of this website (including an IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths: 2 years
Information provided when registering with our website (including email address): 2 years
Information provided when completing a profile on our website (including a name, gender, date of birth, interests and hobbies, educational details): 2 years
Information provided for subscribing to email notifications and/or newsletters (including a name and email address): Indefinitely or until the client chooses to ‘unsubscribe’
Information provided when using the services on the website, or that is generated during the use of those services (including the timing, frequency and pattern of service use): Indefinitely
Information relating to any subscriptions made (including name, address, telephone number, email address and sector sought): 2 years or until consent is withdrawn
Information posted to our website for publication on the internet: 5 years after post
Information contained in or relating to any communications sent through the website (including the communication content and meta data associated with the communication): 2 years following contact
Any other personal information chosen to be sent: 2 years following contact
Notwithstanding the other provisions of this Section, Core Contract Services will retain documents (including electronic documents) containing personal data:
(a) to the extent that Core Contract Services is required to do so by law;
(b) if Core Contract Services believes that the documents may be relevant to any ongoing or prospective legal proceedings;
(c) and to establish, exercise or defend Core Contract Services’s legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).
(d) if explicit consent is given by the data subject. Consent is requested at least every 2 years from candidates seeking contract roles and at least every 12 months for candidates seeking permanent employment.
All Core Contract Services data and systems are backed up daily, connected to a Tier 1 data centre.
ELECTRONIC DOCUMENTS
Electronic Mail: Not all email needs to be retained, depending on the subject matter. Electronic documents that do not fall within a category with a longer retention period should be treated as set out below:
All e-mail—from internal or external sources – is to be archived after 12 months.
Staff will take care not to send confidential/proprietary Core Contract Services information to outside sources.
Staff will strive to keep all but an insignificant minority of their e-mail related to business issues.
Any e-mail staff deems vital to the performance of their job should be copied to the relevant client or candidate record in their CRM system.
Electronic Documents: including Office 365 and PDF files, retention also depends on the subject matter.
Core Contract Services does not automatically archive electronic files beyond the dates specified in this Policy. It is the responsibility of all staff to adhere to the guidelines specified in this policy.
In certain case’s a document will be maintained in both paper and electronic form. In such cases the official document will be the electronic document.
INSURANCE RECORDS
Record Type and then Retention Period
Certificates Issued to Core Contract Services Permanent
Claims Files (including correspondence, medical records, etc.) Permanent
Insurance Policies (including expired policies) Permanent
LEGAL FILES AND PAPERS
Record Type and then Retention Period
Documentation relating to actual or potential civil litigation:
Legal Memoranda and Opinions (including all subject matter files): 7 years after close of matter
Litigation Files (including documents and internal memoranda): 1 year after expiration of appeals or time for filing appeals
Court Orders: 7 years from the date of the order
Settlement agreements: 7 years from the date of the agreement
Documentation relating to actual or potential litigation in the Employment Tribunal:
Legal Memoranda and Opinions (including all subject matter files): 2 years after close of matter
Employment Tribunal Files (including documents and internal memoranda): 1 year after the expiry of the time limit to bring a claim or the conclusion of the matter.
Tribunal Orders: 7 years from the date of the order
Settlement agreements: 7 years from the date of the agreement
MISCELLANEOUS
Record Type and then Retention Period
Material of Historical Value (including pictures, publications): Permanent
Policy and Procedures Manuals – Original: Permanent Annual Reports: Permanent
PERSONNEL RECORDS
Record Type and then Retention Period
Employee Personnel Records (including individual attendance records, application forms, job or status change records, performance evaluations, termination papers, withholding information, garnishments): 2 years after termination of employment
Employment Contracts – Individual: 7 years after separation
TAX RECORDS
General Principle: Core Contract Services must keep books of account or records as are sufficient to establish amount of gross income, deductions, credits, or other matters required to be shown in any such return.
These documents and records shall be kept for as long as the contents thereof may become material in the administration of state, and local income, franchise, and property tax laws.
Record Type and then Retention Period
Tax-Exemption Documents and Related Correspondence: Permanent
Tax Bills, Receipts, Statements: 7 years
Tax Returns: Permanent
Sales/Use Tax Records: 7 years
Annual Information Returns: Permanent
