Privacy Policy
1. Introduction
AESN Limited (“AESN”, “we”, “us”, or “our”) is committed to protecting the privacy and security of personal information entrusted to us.
This Privacy Policy explains how AESN collects, uses, stores, processes, and shares personal information when you:
- Visit or use our website;
- Register as a candidate;
- Apply for a vacancy;
- Submit a CV or résumé;
- Contact us;
- Enquire about recruitment services;
- Use our candidate services;
- Work with us as a candidate, worker, client, or business partner; or
- Otherwise interact with AESN.
AESN operates as a recruitment and staffing business connecting candidates with employers and providing temporary staffing, permanent recruitment, executive search, and related recruitment services.
ur current recruitment services cover sectors including Healthcare, Hospitality, Aviation, Security, Education, Logistics, Facilities Management, Office/Admin, and Technology.
This Privacy Policy should be read together with our Terms & Conditions and Cookie Policy.
2. Who we are
his website is owned and operated by AESN Limited.
AESN London
6-9 The Square
Stockley Park
Uxbridge
UB11 1FW
United Kingdom
Telephone: 020 8064 0457
Email: info@aesn.co.uk
Website: https://aesn.co.uk/
For the purposes of applicable UK data protection legislation, AESN acts as a data controller where it determines the purposes and means of processing personal information.
In certain circumstances, AESN may process personal information on behalf of a client or another organisation and may therefore act as a data processor.
3. Personal Information We Collect
Depending on your relationship with AESN, we may collect different categories of personal information.
3.1. Information Provided by Candidates
When you register with AESN, apply for a role, or otherwise interact with our recruitment team, we may collect:
- Full name;
- Address;
- Email address;
- Telephone number;
- Date of birth;
- Nationality;
- CV or résumé;
- Employment history;
- Education and qualifications;
- Professional experience;
- Skills;
- Training and certifications;
- References;
- Availability;
- Job preferences;
- Salary expectations;
- Right-to-work information;
- Immigration or visa information where relevant;
- Identification documents;
- National Insurance information;
- Driving licence information where relevant;
- Passport information where required;
- Interview information;
- Application information;
- Communication history; and
- Other information reasonably required for recruitment, compliance, onboarding, or employment purposes.
AESN’s candidate registration process may require documents such as photo identification, National Insurance information, an up-to-date CV or work history, and right-to-work documentation.
4. Recruitment and Employment Information
As a recruitment and staffing business, AESN may process information relating to your:
- Employment history;
- Previous employers;
- Job titles;
- Work experience;
- Qualifications;
- Professional registrations;
- Training;
- Skills;
- References;
- Availability;
- Previous assignments;
- Interview results;
- Performance information where relevant;
- Right-to-work status;
- Compliance checks; and
- Other information required to assess your suitability for a role.
We use this information to identify suitable employment opportunities and to support recruitment, placement, onboarding, compliance, and ongoing staffing relationships.
5. Identity, Right-to-Work and Compliance Information
Depending on the role and applicable legal or client requirements, AESN may need to collect and verify information relating to:
- Identity;
- Right to work in the UK;
- Passport or other identification;
- Visa or immigration status;
- National Insurance number;
- Professional licences;
- Qualifications;
- DBS checks;
- References;
- Employment history;
- Training;
- Professional registration; and
- Other compliance requirements.
AESN states that candidates may undergo Enhanced DBS checks and reference checks before introduction to clients where applicable.
The information collected will depend on the nature of the role, the applicable legal requirements, and the requirements of the relevant employer or sector.
6. Special Category and Criminal Offence Information
Certain recruitment roles may require AESN to process information that receives additional protection under UK data protection law.
Depending on the role, this may include information relating to:
- Health or medical requirements;
- Disability or reasonable adjustments;
- Criminal convictions or offences;
- DBS checks;
- Professional conduct;
- Safeguarding;
- Other information necessary for regulated or safety-sensitive employment.
We will only process such information where there is an appropriate legal basis and, where required, an applicable condition under data protection law.
We will seek to limit the collection and use of sensitive information to what is reasonably necessary for the relevant recruitment, employment, safeguarding, compliance, or legal purpose.
7. Information About Clients and Employers
If you contact AESN as an employer, business, organisation, or client, we may collect:
- Name;
- Job title;
- Business email address;
- Telephone number;
- Company name;
- Business address;
- Recruitment requirements;
- Job descriptions;
- Staffing requirements;
- Contract information;
- Communication records;
- Billing information; and
- Other information required to provide our services.
We use this information to communicate with clients, provide recruitment services, manage assignments, and maintain business relationships.
8. Information We Collect Automatically
When you visit our website, certain technical information may be collected automatically.
This may include:
- IP address;
- Browser type;
- Device type;
- Operating system;
- Website pages visited;
- Date and time of visits;
- Referring website;
- Approximate location;
- Website interaction information;
- Technical logs; and
- Security-related information.
This information may be used to operate, secure, monitor, maintain, and improve our website.
9. How We Use Personal Information
AESN may use personal information for the following purposes.
Recruitment
We may use your information to:
- Process applications;
- Match candidates with suitable vacancies;
- Contact candidates;
- Contact employers;
- Assess qualifications and experience;
- Arrange interviews;
- Conduct recruitment assessments;
- Conduct references;
- Conduct compliance checks;
- Support onboarding;
- Introduce candidates to employers; and
- Manage placements.
Candidate Management
We may use information to:
- Maintain candidate records;
- Keep your CV and professional information up to date;
- Contact you about suitable roles;
- Discuss your availability;
- Provide recruitment support;
- Manage assignments;
- Communicate important employment information; and
- Provide ongoing candidate support.
AESN describes its candidate model as providing consultant support through vetting, onboarding and beyond.
Client Services
We may use client information to:
- Understand staffing requirements;
- Source candidates;
- Provide recruitment services;
- Manage assignments;
- Communicate with clients;
- Arrange interviews;
- Manage contracts; and
- Maintain business relationships.
Website and Security
We may process information to:
- Operate our website;
- Maintain website security;
- Detect fraud;
- Prevent misuse;
- Troubleshoot technical problems;
- Improve website functionality; and
- Monitor website performance.
Legal and Regulatory Compliance
We may process information to:
- Comply with legal obligations;
- Meet regulatory requirements;
- Carry out required employment checks;
- Respond to lawful requests;
- Establish or defend legal claims;
- Prevent fraud; and
- Protect our legal rights.
10. Lawful Bases for Processing
Where required by applicable law, AESN will rely on an appropriate lawful basis for processing personal information.
Depending on the circumstances, this may include:
- Consent;
- Performance of a contract;
- Taking steps at your request before entering into a contract;
- Compliance with a legal obligation;
- Legitimate interests; or
- Other lawful bases permitted by applicable data protection legislation.
The appropriate lawful basis will depend on the purpose and circumstances of the processing.
Where we rely on consent, you may withdraw your consent at any time.
Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal.
11. Sharing Personal Information
We may share relevant personal information with:
- Employers;
- Recruitment clients;
- Prospective employers;
- Employment partners;
- Background-check providers;
- DBS-related services;
- Reference providers;
- Payroll or workforce-management providers;
- Technology and hosting providers;
- Professional advisers;
- Regulators;
- Government authorities where legally required; and
- Other service providers necessary to provide our services.
We aim to share only information that is relevant and reasonably necessary for the relevant purpose.
For example, where a candidate is being considered for a role, relevant CV, qualification, experience, compliance, and contact information may be shared with the prospective employer.
12. Candidate Introductions
When you register with AESN or apply for a position, we may consider you for current or future vacancies that appear suitable based on your skills, experience, availability, qualifications, preferences, and other relevant information.
Where appropriate, we may contact you before introducing your information to a prospective employer.
We may also use information already provided to us to identify opportunities that may be relevant to you.
13. Recruitment Checks
Depending on the role and applicable requirements, AESN may conduct or arrange:
- Identity checks;
- Right-to-work checks;
- Reference checks;
- DBS checks;
- Qualification checks;
- Professional registration checks;
- Employment history checks;
- Other compliance checks.
The type of checks performed will depend on the position, sector, client requirements, and applicable law.
14. International Data Transfers
AESN may use service providers or work with organisations located outside the United Kingdom.
Where personal information is transferred outside the UK, AESN will take appropriate steps to ensure that the transfer is carried out in accordance with applicable UK data protection requirements.
Where required, appropriate safeguards or other lawful transfer mechanisms will be used.
15. Data Retention
We retain personal information for as long as reasonably necessary for the purposes for which it was collected.
Retention periods may depend on:
- The type of information;
- The purpose for which it was collected;
- The nature of the recruitment relationship;
- Legal and regulatory requirements;
- Contractual requirements;
- Dispute resolution requirements; and
- Legitimate business requirements.
When information is no longer required, we may securely delete, anonymise, or otherwise dispose of it.
16. Data Security
AESN takes reasonable technical and organisational measures to protect personal information against:
- Unauthorised access;
- Unauthorised disclosure;
- Loss;
- Misuse;
- Alteration;
- Destruction; and
- Accidental disclosure.
Access to personal information is restricted to people and organisations that reasonably need it for legitimate business, recruitment, employment, compliance, or legal purposes.
However, no electronic system or internet transmission can be guaranteed to be completely secure.
17. Cookies and Similar Technologies
AESN may use cookies and similar technologies on its website.
These technologies may be used for:
- Essential website functionality;
- Security;
- Website preferences;
- Analytics;
- Performance monitoring;
- Marketing;
- Advertising; and
- Understanding how visitors use our website.
Where applicable, non-essential cookies and similar technologies will be used in accordance with applicable requirements.
UK rules require users to be informed about cookies and, subject to applicable exceptions, consent must be obtained before non-essential cookies or similar technologies are placed or accessed on a user’s device.
For detailed information, please see our Cookie Policy.
18. Direct Marketing
AESN may communicate with candidates, clients, and other contacts about services, vacancies, recruitment opportunities, company information, or other relevant communications.
Where applicable, direct electronic marketing will be carried out in accordance with the Privacy and Electronic Communications Regulations (PECR) and applicable data protection law.
Where consent is required, we will seek appropriate consent.
You can unsubscribe from marketing communications at any time.
The ICO states that PECR contains specific rules for marketing by email, text, telephone, and other electronic communications, alongside UK GDPR requirements.
19. Your Data Protection Rights
Subject to applicable law, you may have rights including:
- The right to be informed;
- The right of access;
- The right to rectification;
- The right to erasure;
- The right to restrict processing;
- The right to data portability;
- The right to object to processing; and
- Rights relating to automated decision-making and profiling where applicable.
Where processing is based on consent, you may withdraw your consent.
Some rights are subject to legal conditions and exemptions.
To exercise your rights, please contact AESN using the details provided below.
20. Right to Access Your Information
You may request access to personal information that AESN holds about you.
This is commonly known as a Subject Access Request (SAR).
You should provide sufficient information to help us identify you and locate the relevant information.
We may need to verify your identity before processing your request.
21. Accuracy of Information
We rely on candidates, clients, and other users to provide accurate and up-to-date information.
You should inform us if:
- Your contact details change;
- Your employment history changes;
- Your qualifications change;
- Your availability changes;
- Your right-to-work status changes; or
- Other relevant information becomes inaccurate.
You may contact us to request correction of inaccurate personal information.
22. Third-Party Websites
Our website may contain links to third-party websites or services.
AESN is not responsible for the privacy practices, security, content, or policies of third-party websites.
You should review the privacy policy of any third-party website before providing personal information.
23. Children's Privacy
AESN’s recruitment services are intended primarily for individuals who are legally able to work in the relevant role and jurisdiction.
We do not knowingly collect personal information from children where such collection is not permitted by law.
If you believe that a child has provided personal information to us improperly, please contact us.
24. Data Breaches
If AESN becomes aware of a personal data breach, we will assess the incident and take appropriate steps to:
- Contain the incident;
- Investigate the cause;
- Reduce potential harm;
- Restore affected systems;
- Take corrective action; and
- Notify relevant authorities or affected individuals where legally required.
25. Complaints
If you have concerns about how AESN processes your personal information, please contact us first so that we can investigate your concern.
You also have the right, where applicable, to complain to the Information Commissioner’s Office (ICO).
Further information about the ICO and its role can be found on the ICO website.
26. Changes to This Privacy Policy
We may update this Privacy Policy from time to time.
Changes may be made to reflect:
- Changes to our services;
- Changes to our website;
- Changes in technology;
- Changes in data-processing practices;
- Changes in legal or regulatory requirements; or
- Changes in our business operations.
The latest version will be published on this page.
The date at the beginning of this Privacy Policy indicates when it was last updated.
27. Contact Information
This website is owned and operated by AESN Limited.
For privacy or data protection enquiries, please contact:
AESN Limited
6-9 The Square
Stockley Park
Uxbridge
UB11 1FW
United Kingdom
Telephone: 020 8064 0457
Email: info@aesn.co.uk
You can also contact us through our website’s Contact Us page.
28. Acceptance
By using the AESN website or submitting personal information to us, you acknowledge that you have read and understood this Privacy Policy.
Where consent is required for a particular processing activity, AESN will seek the appropriate consent.
AESN may update this Privacy Policy from time to time to reflect changes in our services, technology, and legal requirements.
