Auxilia Limited, trading as Auxilia Group (“Auxilia”, “we”, “us” or “our”), respects your privacy and is committed to protecting your personal data.

This Privacy Policy explains how we collect, use, disclose and protect personal data when you use our website, contact us or engage with our recruitment, interim placement, consultancy, HR or associate services.

Who We Are

Auxilia Group provides recruitment, interim placement, consultancy and HR services to organisations in Ireland.

Auxilia Group Unit 4A, Elm House, Millennium Park, Naas, County Kildare, W91 XW52, Ireland Email: info@auxiliagroup.ie Telephone: +353 45 850668

Privacy enquiries should be marked for the attention of the Data Protection Contact.

Who This Policy Applies To

This policy may apply to:

• website and Associate Portal users;
• candidates and prospective candidates;
• associates, consultants and contractors;
• client and prospective client contacts;
• participants in HR or consultancy engagements;
• referees and professional contacts;
• suppliers and business partners;
• event and communication recipients; and
• anyone who contacts or corresponds with Auxilia.

Personal Data We Collect

Depending on your relationship with us, we may collect:

• your name and contact details;
• your employer, organisation and job title;
• your CV, employment history and qualifications;
• your skills, experience and professional preferences;
• your availability, location and remuneration expectations;
• interview, assessment and reference information;
• right-to-work or professional verification information;
• Associate Portal profile and account information;
• company, contract, insurance, invoice and payment information;
• client recruitment briefs and service requirements;
• correspondence, meeting notes and feedback;
• information submitted through forms or email;
• IP address, browser and website usage information; and
• cookie and consent preferences.

We may process health, equality, workplace or other sensitive information only where it is relevant, necessary and permitted by law.

How We Obtain Personal Data

We may obtain personal data:

• directly from you;
• through our website, forms or Associate Portal;
• from clients;
• from referees and professional contacts;
• through referrals;
• from publicly available professional sources, such as LinkedIn, company websites and professional directories; and
• from authorised technology and service providers.

Where we identify a potentially suitable professional through a public source, our contact will be related to that person’s professional experience and a genuine opportunity or business requirement.

How We Use Personal Data

We may use personal data to:

• respond to enquiries;
• provide recruitment, interim, consultancy and HR services;
• assess candidates and associates;
• match professionals with suitable opportunities;
• arrange interviews and obtain references;
• administer the Associate Portal;
• manage assignments and professional relationships;
• prepare proposals and deliver client engagements;
• manage contracts, invoices and payments;
• maintain appropriate business records;
• communicate relevant opportunities or service information;
• operate and secure our website and systems;
• prevent recruitment fraud and impersonation;
• comply with legal and regulatory obligations; and
• establish, exercise or defend legal rights.

Our Legal Bases

Depending on the purpose, we may process personal data because:

• it is necessary to take steps before entering into a contract;
• it is necessary to perform a contract;
• processing is required by law;
• processing is necessary for our legitimate business interests or those of a client;
• you have provided consent; or
• processing is necessary to establish, exercise or defend legal claims.

Where we rely on legitimate interests, we consider the necessity of the processing and its potential effect on your rights.

You may withdraw consent at any time where consent is the applicable legal basis.

Candidates and Associates

We treat candidate and associate information as confidential.

We will not normally send your identifiable CV or professional profile to a prospective client without first discussing the opportunity with you and obtaining your approval.

Where appropriate, we may initially provide a client with an anonymised professional summary.

We may retain your profile in our professional network to identify relevant future roles or assignments. We may periodically ask you to update your CV, skills, preferences and availability.

You may ask to be removed from our active candidate or associate network at any time.

References will normally be obtained only after the process has been discussed with you. You should obtain a referee’s permission before providing their details.

Client HR and Consultancy Services

When providing outsourced HR or consultancy services, Auxilia may process personal data on behalf of a client and in accordance with the client’s instructions.

In these circumstances, the client will normally be the data controller and its privacy information may also apply.

For some services, Auxilia may act as an independent controller where we exercise independent professional judgement. The relevant agreement should clarify the parties’ responsibilities.

Sharing Personal Data

Where necessary and lawful, we may share personal data with:

• clients and prospective clients;
• candidates, associates and consultants;
• referees and verification providers;
• website, portal, CRM, hosting and communications providers;
• accountants, solicitors, auditors and insurers;
• regulatory, tax and law enforcement authorities; and
• parties involved in a business sale, merger or restructuring.

Service providers acting on our behalf must protect the information and use it only for authorised purposes.

We do not sell, rent or broker personal data.

International Transfers

Some technology providers or recipients may process information outside Ireland or the European Economic Area.

Where this occurs, we will use an appropriate legal transfer mechanism, such as an adequacy decision, Standard Contractual Clauses or other safeguards permitted by data protection law.

Data Retention

We keep personal data only for as long as reasonably necessary.

As a general guide:

• unsuccessful application records may be retained for up to 12 months after the process closes;
• active candidate and associate profiles may be retained for up to 24 months after the last meaningful contact;
• contracts, invoices and financial records may be retained for up to six years or longer where legally required;
• portal accounts may be retained while active and for an appropriate period after closure; and
• bank details used to pay an associate will ordinarily be removed or restricted within six months after the final payment, unless further retention is required.

Different periods may apply where information is needed for an active relationship, legal obligation, complaint, security investigation or legal claim.

Security

We use appropriate technical and organisational measures to protect personal data. These may include access controls, authentication, secure hosting, encryption, back-ups, confidentiality obligations, staff training and incident-response procedures.

No electronic system is completely secure. Please avoid sending unnecessary sensitive information through ordinary email.

Automated Processing and AI

We may use search, filtering or matching tools to assist our team in identifying potentially relevant candidates or associates.

Significant recruitment and placement decisions remain subject to human judgement. We do not make decisions producing legal or similarly significant effects based solely on automated processing.

Marketing and Cookies

We may send relevant professional or business communications where permitted by law.

You may unsubscribe from promotional communications at any time. This will not prevent us from sending necessary communications about an active application, assignment, contract or service.

Our use of cookies is explained in our [Cookie Policy].

Your Rights

Depending on the circumstances, you may have the right to:

• access your personal data;
• correct inaccurate information;
• request deletion;
• restrict processing;
• object to processing;
• receive certain data in a portable format;
• withdraw consent; and
• challenge certain automated decisions.

Further information is available on our [GDPR and Your Rights] page.

To exercise a right, email info@auxiliagroup.ie with “Data Protection Request” in the subject line. We will normally respond within one month. We may request reasonable information to verify your identity.

Complaints

Please contact us first if you have a concern so that we have an opportunity to address it.

You also have the right to complain to the Irish Data Protection Commission. Further information is available from the Data Protection Commission’s official website.

Changes to This Policy

We may update this policy when our services, systems, suppliers or legal obligations change. The revised version will be published on this page with a new “Last updated” date.