RECRUITMENT INDUSTRY CODE OF CONDUCT

Our reputation for quality service stems from our personalized service, confidentiality and maintaining the most ethical standards in the recruiting industry. As long standing and proud members of the National Recruitment Federation, we adhere strongly to the following standards and codes of practice.

The NATIONAL RECRUITMENT FEDERATION

The National Recruitment Federation is a voluntary organisation set up to establish and maintain standards and codes of practice for the recruitment industry in Ireland. Representing over 100 approx recruitment agencies throughout the country, the NRF seeks to provide it’s members, who have opted for self regulation, with the best possible service in terms of support, communication, advice sharing and problem solving and in doing so to promote professional competence within the industry.

The NRF Code of Conduct is as follows:

1. GENERAL

It is a condition of membership that all Members, Member companies and employees engaged by them shall comply with the Code of Conduct of the Federation and by the rules and regulations outlined below and any conditions or amendments to these rules as approved by the Federation.

2. LICENSING

It is a condition of Membership that the individual, agency or company is properly licensed to operate as an employment agency within the terms of the Employment Agency Act 1971 and any amendments thereto.

3. APPLICANT HANDLING/CONFIDENTIALITY

• Applicants must be treated in a courteous and dignified manner at all times. Their right to privacy must be respected including their right to be interviewed in a private area in accordance with health & Safety regulation. Regard must be had to the Employment Equality Acts 1977 and 1998.
• All applicants must be interviewed by the agency prior to being put forward to the client for interview.
• Applicants must be given full details of any job for which the agency intends to recommend them and permission sought from the applicant. An applicant’s permission must be sought and obtained before his or her details are revealed to an employer. The agency should also determine whether or not the applicant has been approached by another agency about the same job.
• Applicants must be kept informed of the progress of their application.
• References must not be sought without an applicant’s consent.
• Members must protect the confidentiality of any information contained on applicants business in the course of a recruitment assignment and use such information only for the purpose of staff selection and recruitment. The agency must have regard to the provisions of the Data Protection Act 1998.

4. TEMPORARY/CONTRACT APPLICANTS

• Rule 4 shall apply to all applicants for temporary or contract employment
• Full details of the work, conditions of employment, method and frequency of payment must be supplied to applicants immediately on assignment to temporary employment in accordance with requirements of current legislation
• All payments, tax refunds, benefits and tax certificates must be given promptly to temporary employees when due.

5. CLIENT (EMPLOYER) HANDLING

• Members must provide full details of fees, charges, expenses and all Terms and Conditions of Business (confirmed in writing) before proceeding with a recruitment assignment.
• Members are not allowed under any circumstances to “poach” applicants whom they have placed in permanent employment without the express permission of the employer.
• Members must protect the confidentiality of any information obtained on client’s business in the course of a recruitment assignment and use such information only for the purpose of staff selection and recruitment for that client.

6. AGENCY STAFF

Members must not make direct or indirect approaches to any staff employed by another member agency. A breach of this rule will result in instant expulsion from the Federation. Members are advised to advertise openly any vacancies within their organisation and to follow proper ethical procedures in recruiting staff.

7. GRIEVANCE PROCEDURE

When a complaint is recorded a copy of it is sent to the Members involved and any other parties involved. A written response is required within 7 days. On receipt of same, the Disciplinary Committee (DC) will investigate the complaint and may at its discretion interview all or any of the parties involved. The DC will make a decision on the complaint/grievance including recommending any action, which is required, based on facts placed before it at that time.

A complete record of events will be kept. The Executive Committee (EC) may decide to hear an appeal against a decision of DC. A decision on an appeal will be final. If the appeal is to be heard, the President and two members of the EC nominated by the EC and who are not members of the DC will hear the appeal.

The DC or the EC at their discretion may adjudicate on a complaint/grievance or appeal as the case may be based on written submissions or oral representations or a combination of both.

Under section 12 of the Articles of Association, a decision may be made whether to suspend or expel the member.

NRF has an important role to play in continuously improving standards within the recruitment industry. Complaints against NRF members whether from applicants, clients or other Members will be investigated at all times.

Following full investigation the Executive Committee of NRF. has the right to acquit, suspend, reprimand or expel a member and to publish its decision.

 

 

DATA PROTECTION POLICY

Purpose of Policy:

The purpose of this policy is to enable Quest to adhere to the provisions of the Data Protection Acts, 1998 and 2003, and in doing so afford adequate protection to persons with regard to their personal information held by Quest. The policy clearly outlines what action is taken in managing any personal data you submit to us via our website or otherwise. 

Scope of Policy:

This policy applies to any person who has provided Personal Data (as defined in the Data Protection Acts, 1998 and 2003) to Quest.

Policy:

SECTION A 

After receiving any Personal Data (either in the form of a Curriculum Vitae (C.V.), Quest Registration Forms or any other format and whether received on foot of responses to advertisements in respect of job vacancies or otherwise, via our website or other sources), Quest may insert such information into: 

(a) its computer database for the purposes of compiling it with other information about potential applicants for job vacancies which arises and for the purposes of using that database to perform searches from time to time, as required to identify  any individuals that may be suitable for such specific vacancies; AND

(b) a computerised folder of C.V.’s received by Quest from individuals and maintained by Quest as a record of such C.V.’s and for the purposes of sending such C.V.’s to potential employers if the individual involved is suitable for a job vacancy (subject to the individual’s consent being obtained beforehand if such individual’s C.V. is to be issued to any potential employer.  If you do not wish any Personal Data to be used for any of the aforementioned purposes, you should inform Quest as soon as possible.

Submitting Data to Quest 

All information is submitted voluntarily.  Individuals who forward any information to Quest should ensure that such information is up-to-date, accurate and complete and should in addition ensure that no such information whether it be contained in a C.V. or otherwise howsoever furnished to Quest contains any Sensitive Personal Data (as defined in the Data Protection Acts, 1998 and 2003).    Sensitive Personal Data relates to specific categories of data and is defined as data relating to a person’s place of origin, political opinions or religious or other beliefs, physical or mental health, sexual life, criminal convictions or the alleged commission of an offence or trade union membership.   It should be noted that Quest neither requires nor stores any Sensitive Personal Data.

The files on Quest’s computer system contain Personal Data and as such are subject to the regulation of the Data Protection Acts, 1998 and 2003. In order to comply with the legislation, and ensure that the information is kept in a safe manner which secures its confidentiality, Quest adheres to the data protection principles set out in the Data Protection Acts, 1998 and 2003 and guidance notes issued by the Data Protection Commissioners Office.

Accordingly, Information will be obtained and processed fairly. Individuals who furnished the data will be made aware of the purpose for which information is kept (and accordingly this policy sets out the purposes for which data is kept).

Information is only disclosed in a manner consistent with the purpose, and to recipients as agreed with the relevant individuals.

The information is kept safe and secure, and those working with the information are trained as to their full responsibilities in this regard.

Quest undertakes to keep information accurate, up-to-date and complete

The information held is adequate and relevant, and not excessive, and regular reviews (referred to in the last paragraph of Section C below) are carried out to ensure that where this is not the case, information will be destroyed.

Information will only be retained for as long as required to complete the purpose specified for such information.

Should any individual request access to their file, this access will be granted within forty days of receipt of a written request.

 

SECTION B 

Policy and Procedure regarding access to Personal Information

To make a request for access to Personal Data, the following procedure must be followed:-

Procedure 

The individual must make an application in writing to Quest stating that he or she wishes to gain access to any Personal Data held in respect of such person.

Upon receipt of an access request, Quest will acknowledge the request, and, within forty days a hardcopy of the Personal Data held will be furnished to the individual. 

Subject always to the provisions of the Data Protection Acts, 1998 and 2003, the following will also be supplied, unless the written request specified otherwise.  

Categories of Personal Data held, and the corresponding purposes of the processing.

The identity of those to whom the data is disclosed.

The sources of the information. 

The explanation of the logic involved where automated decisions (if any) have been made based on the information.

Where information is held in an encrypted form, or is encoded in any way, then the individual will be furnished with the means of interpreting this information.

If the individual discovers any inaccuracies or areas that require updating, he or she should inform Quest of this fact as soon as possible.

Quest will update the amended data on the original file within five working days of receipt of such a request, and will inform the individual of the update by providing an updated copy of the personnel file/information.

 

SECTION C

Policy on Maintenance of Accurate, Complete and Up-to-Date Personal Data

Files created for individuals are used for storing information including individuals C.V.’s, any notes taken at interview, any application form completed by an individual, any details in relation to individuals, any details of specific jobs in respect of which details of the individual is put forward to perspective employers, details of the individual’s opinions in relation to various proposed vacancies, details of how an individual performed at interview and other details in relation to any job placements.

It is the intention of Quest to ensure that all personal information held about an individual is kept up-to-date, accurate and complete. In addition, Quest endeavours not to hold information which is unnecessary or excessive for its intended purpose/s.

Quest does maintain files in respect of individuals after an individual has been placed in a job or after an individual’s application has not been successful for placement as Quest envisages that there may be an ongoing relationship between Quest and the individual and an individual’s C.V./details may be required if the individual re-contacts the agency in respect of other job prospects. If an individual does not wish Quest for any reason to keep any Personal Data on file, then the individual should inform our Database Administrator of this position when it arises.  Tel: +353 67 60505 – or by email info@Quest.ie

In addition, where the accuracy of any Personal Data held is in question the individual concerned will be requested to assist Quest in updating the data. Where information held on file is deemed excessive, this information will be destroyed.

This policy places a positive obligation on individuals to assist Quest and ensuring that personal information held that relates to them is accurate. individuals should notify Quest in writing of a change in personal details such as the change in address, or a change in other personal information which Quest holds. This notification should be provided in writing to Quest.

Quest reviews each file held by it on an annual basis to ascertain if the information held is still required for the purposes outlined in this policy.  If it is not the case, any such information will be deleted.  An automated reminder is provided for in Quest’s computer system so that Quest is reminded on a yearly basis to review any personal data held.

 

SECTION D

Storage / Security of Employee Personal Information

Once an individual’s file is created it is used to store information in relation to individuals such as his or her C.V., interview notes and any notes in relation to performance at interviews etc. Data Protection legislation provides that in order for Quest to be able to process this Personal Data adequate protection must be provided for this data and Quest complies with that requirement.

In determining appropriate security measures, the organisation has taken account of the sensitive nature of the information, and the harm that may result from unauthorised or unlawful use of it. Potential ramifications resulting from accidents to unlawful destruction, loss or damage to the information concerned have also been considered.

Accordingly, computer files are password protected and the identity of such passwords are restricted. If any information is sent to prospective employees it is only done so with the consent of the individual and employers are advised to keep such information confidential.  All computer files are backed up daily and stored in a secure location away from premises where they can be easily retrieved, if required.

 

SECTION E 

Sale of Business

Quest reserves the right to transfer information (including personal data) to a third party in the event of the business being sold, involved in a merger, liquidated, in receivership or transfer of all or substantially all of the assets of the company provided only that this third party agrees to comply with the terms of Data Protection Acts, 1998 to 2003. 

 

SECTION F 

Changes to Data Protection Policy

Any changes to this policy will be posted on this website so that you are kept aware of all the information that is collected, how it is maintained and utilised (subject to the provisions of the Data Protection Acts, 1988 and 2003).