Management Support Services (Ireland) Limited (MSS) fully respects your rights to privacy and are committed to strict adherence to General Data Protection Regulations (GDPR) which became fully effective on 25 May 2018 as well as the provisions of the Data Protection Acts within Ireland.

Who we are and what we do

We are an Irish HR Services and Recruitment Company with an office based in Dublin. MSS provides a full range of Human Resource and Recruitment solutions to Irish businesses including HR consulting, Human Resource Management, Employment Legislation advice and representation, Employer Compliance, Recruitment, and HR Administration. This Privacy Notice is primarily directed to our Clients and recruitment candidates who wish to avail of our services. If you wish to contact us on any issue regarding your data protection, the following are the contact options.

Post:

Data Controller, Management Support Services (Ireland) Limited, The Courtyard, Hill Street, Dublin 1

Phone: 01 887 0690 Email: info@mssthehrpeople.ie

This Privacy Statement sets out how Management Support Services uses and processes any information that you give to us. We respect your privacy and are committed to protecting your personal information. This Privacy Statement explains how we collect, transfer, process, use and disclose your data and sets out our security practices.

What we collect

We collect personally identifiable information (PII) that is provided to us by candidates or clients, which is information that identifies an individual. We only do this when candidates or our clients have provided us with the information and they have given consent that we can use it in their interest for the purposes set out in this Privacy Statement. This PII may include data such as name, address, private and/or corporate email address, phone number, financial information, references verifying your qualifications and experience, curriculum vitae and links to your professional profiles available in the public domain such as LinkedIn and Twitter.

How we use your Personal Information and the Legal basis for doing so

Any personal data volunteered will be used for the purpose for which it is supplied and will be treated with the highest standards of security and confidentiality, strictly in accordance with General Data Protection Regulations. Management Support Services collects and uses your personal information (PI) to deliver the Recruitment and HR services. PI information will only be used to assist us in delivering the services you have requested. 

By providing your Personal Information, and where you have agreed to receive communications from us, we may use the information:

• to consider applications for employment
• to notify candidates/clients of employment opportunities and new services 
• to send legal updates
• to respond to requests
• to make contact if required in connection with a services request or to respond to any communications you might send to us
• to provide the goods or services which have been requested
• to improve our level of service
• to seek user’s views on our services
• to share PI information with prospective employers to increase employment opportunities
• to manage payments, fees and charges and to collect and recover money owed to us
• to assist us in the delivery of any other services requested by Clients or candidates.

The legal basis for processing personal information is that we have explicitly been given consent to do so by candidates or clients. This consent can be given at the time of initially seeking our services or having read the company’s Privacy Statement providing explicit consent to our continuing use of the personal data you have supplied us.

Retention Period

Subject to other applicable legal requirements, we intend to hold your personal data whilst we are providing services to you from the date that consent has been given to us. In exceptional circumstances, we may retain PI after the specified period. This is particularly so where legal obligations arise, for the establishment, exercise or defence of legal claims or otherwise in accordance with data protection commissioner guidelines. Except where a legitimate aim exists to retain information, each individual has the right to withdraw their consent and have their personal information erased at any time.

Your Rights

• Right of access – you have the right to request a copy of the information that we hold about you in accordance with Section 86 of the Data Protection Act 2018;
• Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete in accordance with Section 87 and Section 89 of the Data Protection Act 2018;
• Right to erasure – in certain circumstances, you can ask for the data we hold about you to be erased from our records in accordance with Section 87 and Section 89 of the Data Protection Act 2018;
• Right to restriction of processing – where certain conditions apply to have a right to restrict the processing in accordance with Section 87 and Section 89 of the Data Protection Act 2018
• Right of portability – subject to certain restrictions, you have the right to have the data we hold about you transferred to another organisation where we hold it in electronic form. This right of data portability applies to: (i) personal data that we process automatically (i.e. without any human intervention); (ii) personal data provided by you; and (iii) personal data that we process based on your consent or in order to fulfil a contract or provide a service.
• Right to object – you have the right to object to certain types of processing such as direct marketing.
• All of the above requests can be directed to the Management Support Services points of contact listed in this Statement. They will be forwarded on should there be a third party involved in the processing of personal data.

Complaints

In the event that an individual wishes to make a complaint about how their personal data is being processed by us or how their complaint has been handled, they have the right to lodge a complaint directly with the supervisory authority:

Data Protection Commissioner: Office of the Data Protection Commissioner. Canal House, Station Road, Portarlington, Co. Laois, R32 AP23, Ireland. Phone +353 (0761) 104 800 | LoCall 1890 25 22 31 | Fax +353 57 868 4757 | email info@dataprotection.ie

How we protect your PII

Management Support Services will take appropriate legal, organisational, and technical measures to protect individuals’ personal information. Where Management Support Services uses a third-party service provider, that provider will be carefully selected and will be contractually required to use appropriate measures to protect the confidentiality and security of personal information. We use a variety of security technologies and procedures to help protect your PII from unauthorised access, use or disclosure. Unfortunately, the transmission of information via the Internet or a mobile phone network connection is not completely secure. Although we will do our best to protect PII, we cannot guarantee the security of the PII transmitted to us. Any transmission is at the candidates/clients own risk. While we cannot guarantee that loss, misuse or alteration to data will not occur during transmission, once we have received PII, we will employ appropriate technical security measures to protect the data. Management Support Services takes its obligations very seriously and adopts the strongest line in relation to the misuse of customer information by any of its staff. Any breach of trust regarding the confidentiality of information is treated as serious misconduct under the Disciplinary Code and can lead to sanctions up to and including dismissal.

Sharing PII with third parties

To provide an efficient service, PII may be shared by employees working within the Management Support Services nationwide. We may also disclose PII to contracted companies who act as “data processors” on our behalf. Our data processors include external consultants, professional advisers such as lawyers, software and technical support providers, IT consultants and marketing technology platforms and suppliers. We only share information with third parties who help us in the delivery of our services. These third parties may not use that information for any purpose other than assisting us in providing these services. Any contact information that provided through our system will not be sold/ rented/leased to any third party for selling or marketing. We will only provide third party companies with the personal information they need to deliver the appropriate service.

We require all companies providing such support services to meet the same standards of data protection as our own. They are prohibited from using the information for their own purposes. We do not allow service providers to use PII they process on our behalf for their own activities.

Where Management Support Services transfer data to countries outside of the EEA, (European Economic Area), Management Support Services ensures that the third parties have an adequate level of data protection and adhere to GDPR.

Information from outside sources

We may also collect legally obtained information from third parties to add to our existing user databases, for example, references. Such Information will only be collected and used by us to fulfil our services to our clients and candidates.

Updating, Verifying and Deleting Personal Data

Individuals may inform us of any changes in your Personal Data, and in accordance with our obligations under the Data Protection Acts 2018, as amended we will update or delete your Personal Data accordingly. To find out what Personal Data we hold on individuals or to have Personal Data updated, amended or removed from our database, individuals should please email us with a request to info@mssthehrpeople.ie. 

Changes

We may occasionally update this Privacy Statement. If the changes we make are material, we also may post a notice regarding the changes on our website. We encourage services users to periodically review this Privacy Statement to stay informed about how we are helping to protect the PII we collect.

Last Updated: July 2023