As part of our compliance and quality assurance process, we are subject to on-site audits conducted by the Recruitment and Employment Confederation (REC). During these audits, the REC may request to review candidate files to ensure we are meeting the required standards.
Please read the below and click here to confirm your consent
REC Audited and data protection rules
Our agency is a member of the Recruitment and Employment Confederation (REC), the largest professional body for the recruitment industry. All REC corporate members are required to comply with the REC Code of Professional Conduct. Individuals are members of the Institute of Recruitment Professionals and must comply with the IRP Code of Ethics.
All REC members must successfully complete a compliance test within six (6) months of joining the REC. After that, all members must take a compliance test every two (2) years in order to stay in REC membership. This is to ensure that they keep their legal and compliance knowledge up to date and can demonstrate this to the REC.
REC audits
Some members also apply for REC Audited/ REC Audited Education. This is an additional tool they can use to demonstrate that they work to higher standards in the recruitment industry. Where we supply into the public sector we may be required by contract to hold REC Audited/ REC Audited (or similar). In order to obtain the REC Audited/ REC Audited Education award, members must complete an online diagnostic. After that, a REC auditor will visit them at one or more branches to check their processes and documentation. Occasionally agencies get things wrong – if this results in them being brought before the REC’s Professional Standards Committee (PSC) the PSC may require them to undergo a compliance review which is similar to an audit.
A key part of this on-site audit (or compliance review) is a random check on a number of work-seeker files, including both paper and electronic files (the actual number reviewed depends on the size of the agency but usually around 10 to 15 files). These files will contain personal data such as your name, address, data of birth, national insurance no., right to work checks and any qualifications or licences you may need to do the role(s) you have been introduced or supplied into. They may also include special categories of data such as racial or ethnic origin, religion or religious beliefs, health information or criminal records (for a full list please see the next page). The REC wants to know that the agency complies with all legislation relevant to its work-finding services. Though it checks files to see that the agency has complied with its legal obligations and Code of Professional Practice the REC does not take copies of any personal data during the audit.
Data protection
Our agency and the REC are both data controllers for the purposes of the data protection laws. This means that we must comply with the data protection principles at all times. To start with we must have a legal basis to process any personal data we collect about you. We must also have a legal basis to transfer this data to a third party or to allow a third party to have access to it – this includes the REC who we would show this data to only for audit or compliance review purposes: we do not routinely share work-seekers’ personal data with the REC. Consent is one legal basis - we can allow the REC to see your file and therefore your personal data if you consent to this. Therefore we ask you to sign page 2 of this document to show that you consent to the REC reviewing your file during an audit/ compliance review. If you do not consent we will not allow the REC to see your file.
If you have any questions about how we process your data generally, or specific questions about the audits, please do not hesitate to ask us.
Definitions
* The data protection laws include the Data Protection Act 2018, the General Data Protection Regulation (GDPR) and any amendments or legislation which replace these.
Data controller: this is a person/organisation who determines the purposes for which and the manner in which any personal data is to be processed.
Data subject: This is the living individual to whom the personal data relates.
Personal data: is data which relates, either directly or indirectly, to the data subject who can be identified:
from those data, or
from those data and other information which is in the possession of, or is likely to come into the possession of, the data controller, and includes any expression of opinion about the individual and any indication of the intentions of the data controller or any other person in respect of the individual. This definition will be expanded under GDPR.
Special categories of data: is data which relates to racial or ethnic origin, political and religious beliefs, trade union membership, physical or mental health, sex life or sexual orientation. Criminal records are also sensitive personal data for the purposes of the Data Protection Act 2018.
I understand that the agency wants to apply for the REC Audited/ REC Audited Education award. As part of the application process, and to ensure the agency’s compliance with relevant legislation, the REC may wish to look at my work-seeker file which includes personal data (including special categories of data such as health information or DBS check). I understand that the REC will not (a) copy any of my personal data or (b) share my personal data with any other person or organisation.
Please note: you must tick one of the following to confirm your response.