Privacy statement
This statement explains how Earth Wind & Hire Ltd collects, uses, shares and protects personal information. It applies to candidates, contractors, clients, referees and anyone who visits our website or contacts us. We are committed to handling your information fairly, transparently and in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Who we are
Earth Wind & Hire Ltd is a specialist recruitment business providing permanent and contract recruitment to the renewable energy and infrastructure sectors. We are the data controller for the personal information described in this statement.
Earth Wind & Hire Ltd, 20-22 Wenlock Road, London N1 7GU. Registered in England and Wales, company number 10200770. We are registered with the Information Commissioner's Office as a data controller.
For any question about this statement or your personal information, email info@earthwindandhire.com or call +44 (0)207 637 7792.
Information we collect
Candidates
If you are looking for a new role, or we think you may be suitable for one, we may hold:
- your name, contact details and location
- your CV, employment history, qualifications, professional memberships and skills
- your current and expected salary and benefits, notice period and availability
- details of roles you are interested in and your preferences
- notes from our conversations and interviews, and feedback from clients
- references, and any other information you choose to share with us
Contractors
If we engage you on a contract assignment, including as a construction or site manager, HSE professional or commissioning engineer, we will also hold the information needed to place, pay and support you, which may include:
- proof of identity and right to work in the UK
- National Insurance number, tax details, bank details and, where relevant, your limited company or umbrella company details
- timesheets, rates, invoices and payment records
- certifications and site qualifications, such as CSCS, SMSTS, SSSTS, NEBOSH, first aid and electrical or commissioning competencies
- emergency contact details
- insurance information and records of any incidents on site
We only collect sensitive information, such as health information needed to make reasonable adjustments or to keep you safe on site, where it is necessary and the law allows it, and we handle it with extra care. We may carry out criminal record checks only where a client role legally requires one and we will tell you first.
Clients and business contacts
We hold the names, job titles, work contact details and correspondence of people we work with at client organisations, and notes about vacancies and our business relationship.
Website visitors
Our website does not use advertising or tracking cookies. Like most websites, our hosting provider may record basic technical information such as your IP address and browser type to keep the site secure and working. Our website loads fonts from Google Fonts, which means your browser connects to Google's servers.
Where we get your information
Most information comes directly from you, for example when you send us your CV, speak with us or complete a timesheet. We may also collect information from professional networking sites such as LinkedIn, job boards, referrals and recommendations, referees, our clients, and publicly available sources such as company websites, industry publications and planning or project databases.
We use AI-assisted market intelligence tools to track renewable energy projects and market activity from publicly available information. These tools help us understand which projects are starting and finishing and where hiring demand is likely to arise. We do not use them to make automated decisions about individuals; every decision about a candidate is made by a person.
How we use your information and why
We use personal information to:
- find, assess and introduce candidates for permanent and contract roles
- keep you informed about roles and market opportunities that may interest you
- manage contract assignments, including payroll, online timesheets, invoicing and insurance
- carry out right-to-work, identity and other checks required by law or by our clients
- provide our services to clients and manage our business relationships
- keep accurate records, resolve disputes and meet our legal and regulatory obligations
Under data protection law we must have a lawful basis for each use. We rely on:
- Legitimate interests: to run a recruitment business, match people with suitable roles and keep in touch with candidates and clients. We always weigh these interests against your rights, and you can object at any time.
- Contract: where we need to process your information to enter into or perform a contract with you, such as a contract assignment.
- Legal obligation: where the law requires it, for example right-to-work checks, tax and payroll records, and our obligations under the Conduct of Employment Agencies and Employment Businesses Regulations 2003.
- Consent: where we ask for it, for example before we send your CV to a client. You can withdraw consent at any time.
Who we share your information with
We will always discuss a role with you before sending your details to a prospective employer. We may share information with:
- clients who have a vacancy you are being considered for, or where you are working on assignment
- payroll providers, umbrella companies, accountants and banks, to pay contractors
- insurers and brokers
- IT, email, cloud storage, timesheet and other software providers who process data on our behalf
- referees, background screening providers and professional advisers
- HMRC, law enforcement or other authorities where we are legally required to
We never sell your personal information.
International transfers
We recruit for clients across the UK, the United States, Europe and Asia Pacific, and some of our service providers operate outside the UK. Where your information is transferred outside the UK, we make sure it is protected, for example by relying on UK adequacy regulations or using the ICO's International Data Transfer Agreement or approved contractual clauses.
How long we keep your information
We keep personal information only for as long as we need it. Candidate information is normally kept for up to two years after our last meaningful contact with you, after which we delete or anonymise it unless you ask us to keep it. Contractor payroll, tax and timesheet records are kept for at least six years to meet our legal obligations. Client and business contact information is kept for as long as we have an active business relationship and for a reasonable period afterwards.
Keeping your information secure
We use appropriate technical and organisational measures to protect your information, including access controls, secure systems and limiting access to people who need it. Our service providers are required to protect your information and use it only on our instructions.
Your rights
You have the right to:
- ask for a copy of the information we hold about you
- ask us to correct inaccurate or incomplete information
- ask us to delete your information
- ask us to restrict how we use your information
- object to us using your information, including for keeping in touch about roles
- ask us to transfer your information to another organisation
- withdraw your consent at any time, where we rely on consent
To exercise any of these rights, contact us at info@earthwindandhire.com. We will respond within one month. Some rights are limited, for example where we must keep payroll records by law.
Complaints
If you have a concern about how we handle your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.
Changes to this statement
We may update this statement from time to time. The latest version will always be available on our website, with the date it was last updated.