Our Policies

Quality Statement

Everyone at Rubicon is committed to leading the market in the provision of Temporary staff and in placing Permanent candidates in the specialist sectors in which we operate.

We continually work towards achieving this goal by adopting the following strategies:

  • The quality commitment of the Directors extends to the ethical treatment of all our clients, temporary workers, applicants, candidates and staff
  • The Directors will continually communicate the vision, goals and philosophy of rubicon People to all our people
  • To encourage and facilitate empowerment the Directors are committed to supporting decision makers, even where a decision proves to be incorrect, provided rubicon People’s guidelines are applied
  • Our commitment to quality includes compliance with Industry and Business Standards. Therefore, our procedures are subject to regular assessment

We regularly monitor satisfaction levels with all our clients and staff to ensure we are continuously improving the level of service we provide. Any complaints are viewed as opportunities to learn and improve our service delivery and are recorded, acted upon, escalated where appropriate and monitored effectively.

Equal Opportunities Statement

rubicon intends to be an “employer of choice” within the industry and believes that goal can only be achieved by treating all employees, applicants, candidates and temporary workers fairly and by being seen to be doing just that.

We recognise our obligations under the law to eliminate discrimination on the grounds of disability, race, sex, age or marital status and to promote equal opportunity in recruitment and employment. We also understand that a right to equal pay between men and women, free of sex bias, is a fundamental principle of law.

We are committed to the promotion of equal opportunities in all aspects of recruitment regardless of sex, race, parental or marital status, age, religion, disability or any other criteria not specifically related to skills, abilities and potential.

No applicant, temporary worker or employee will be placed at a disadvantage by requirements or conditions that are not necessary to the performance of the job.

We recognise that regular monitoring is essential to the effectiveness of this policy and, therefore, periodic checks are made to ensure that discrimination does not arise.

We intend, through our Equal Opportunities Policy, to avoid unfair treatment, to fairly reward the skills, experience and contribution of all staff and, therefore, increase competitiveness and enhance the reputation of rubicon People.

Environment Statement

Everyone at Rubicon is committed to leading the market in the provision of temporary staff and in placing permanent candidates in the sectors in which we operate. Therefore, we are committed to taking positive action wherever possible to influence environmental issues and these actions include:

  • Providing information and guidelines to temporary workers and staff regarding ways of maximising energy efficiency and minimising waste.
  • Designing procedures to reduce paper and make the best use of resources
  • Encouraging sharing of vehicles and the use of public transport.
  • Regular servicing of vehicles and equipment to maximise efficiency and fuel conservation
  • Giving preferential consideration to environmentally friendly products and suppliers who demonstrate higher levels of environmental concern
  • Recycling waste and the use of recycled products.

Privacy Policy

Under the General Data Protection Regulations (GDPR) of May 2018, we must comply with certain regulations, which are designed, to ensure we process any information you provide in accordance with all applicable data protection laws in force.

This Privacy Notice tells you what to expect in relation to personal information about you which is collected, handled and processed by Rubicon Recruitment Groups RSS (Wessex) Ltd. 71 High Street, Poole, Dorset, BH15 1AF

The Company is a recruitment business which provides work-finding services to its clients and candidates and work-seekers. The Company must process personal data (including sensitive personal data) so that it can provide these services – in doing so, the Company acts as a data controller.

You may give your personal details to the Company directly, such as on an application or registration form or via our website, or we may collect them from another source such as a job board. The Company must have a legal basis for processing your personal data. For the purposes of providing you with work-finding services and information relating to roles relevant to you we will only use your personal data in accordance with the terms of the following statement.

Collection and use of personal data

When providing Rubicon with your personal data, whether sensitive or otherwise, you consent to us processing this data. Any CV sent to us via our website is done so securely and we will store your details on our internal database, using the information ONLY to assist in finding work on your behalf.

The security of your data is extremely important to us and information provided to us will be stored in a secure database accessible only by Rubicon and its employees.

Purpose of processing and legal basis

The Company will collect your personal data (which may include sensitive personal data) and will process your personal data for the purposes of providing you with work-finding services. The legal bases we rely upon to offer these services are set out below:

Legitimate interest

The below information is used to provide our services to you in our capacity as an employment business / agency to find you suitable work whether on a temporary or permanent basis on your requirements.

Where the Company has relied upon a legitimate interest to process your personal data our legitimate interests are as follows:

  • To match your skill sets with job vacancies to assist in finding you the positions that most suit you
  • To put your details forward to our clients and prospective employers to be considered for vacancies
  • To place you with our clients and prospective employers
  • To keep you informed of available opportunities as they arise
  • To keep you informed of the services offered by us
  • To maintain adequate records of activity within our business

For safety and security reasons we retain minimum data regarding people who use rude, aggressive or threatening behaviour or language.  We retain details of name, address, date of birth and national insurance number for identification together with the date and details of the behaviour giving cause for concern. This information is retained for up to five years.

Legal Obligation

Where the Company has relied on a legal obligation to process your personal data our legal obligations are as follows:

  • To establish that you have the right to work
  • To undertake relevant security and criminal record checks as required by our clients and prospective employers and as permitted by law
  • To deal with any medical and health and safety issues relating to certain positions
  • To put in place contractual arrangements and documentation once a role has been secured
  • To pay you if placed

Consent

Where the Company is processing your personal data based on your consent rather than any other legitimate interest, we will do so in line with our retention policy. Upon expiry of that period the Company will seek further consent from you. Where consent is not granted the Company will cease to process your personal data.

Recipients of data

The Company may process your personal data with the following recipients:

Pension service, HMRC, statutory Government departments, Clients and other companies which may from time to time be nominated by yourself.

Contractual requirement

Your personal data is required by law or a contractual requirement (e.g. our client may require this personal data), or a requirement necessary to enter into a contract. You are obliged to provide the personal data and if you do not the consequences of failure to provide the data means we will not be able to represent you for work finding services and may result in incorrect pay, pension and tax deductions which may not be recoverable.

Data retention

The Company will retain your personal data only for as long as is necessary. Different laws require us to keep different data for different periods of time.

The Conduct of Employment Agencies and Employment Businesses Regulations 2003, require us to keep work-seeker records for at least one year from (a) the date of their creation or (b) after the date on which we last provide you with work-finding services.

We must also keep your payroll records, holiday pay, sick pay and pensions auto-enrolment records for as long as is legally required by HMRC and associated national minimum wage, social security and tax legislation.

Where the Company has obtained your data through consent via a direct application or a publicly enabled expression of interest via a job board for example, the data we will hold is:

  • Your name and date of birth
  • Contact details including your address, phone number and email address
  • Work history and information regarding education and training certificates
  • Job preferences including role, geographical areas and salary

Personal data held in respect of individuals that have worked for us previously or may work for us is as follows:

  • Driving license, passport, birth certificate, marriage certificate and adoption certificate
  • Permits and visas
  • DVLA check
  • National Insurance number
  • Full details of assignments, job offers, placements and performance
  • DBS checks for certain roles
  • Medical and criminal information provided by yourself
  • References
  • Bank account details and payment history
  • Telephone, email and written communication we have had with you

Website

Rubicon has used all reasonable care in writing, editing and presenting the information on our website and ensuring the information supplied is accurate and not misleading. Information on this website can be changed without notice.  Rubicon assumes no responsibility for external information links contained in this site and disclaims all liability arising from negligence or otherwise in respect of such information.

Whilst vacancies posted on this website are regularly updated we make no representation as to the availability of any vacancy at any time. Rubicon guarantees that all vacancies have been recently assigned to Rubicon but cannot guarantee any interview or any intention to hire any candidate.

The decision regarding the suitability of any applicant for any particular vacancy is entirely at the discretion of Rubicon and there is no obligation to explain any such decision except where required to do so by law.

Any policy changes either through legislation or business cause will be posted on this page and, if necessary via other areas of our website.

Site Usage Tracking

This website uses Google Analytics, a web analytics service provided by Google, Inc. (Google).  With your permission, Google Analytics uses ‘cookies’, which are text files placed on your computer, to help the website analyse how users use the site.

The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on Servers in the United States. Google will use this information for evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage.

Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf.

Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website.

By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.

Your rights

Please be aware that you have the following data protection rights:

  • The right to be informed about the personal data the Company processes on you;
  • The right of access to the personal data the Company processes on you;
  • The right to rectification of your personal data;
  • The right to erasure of your personal data in certain circumstances;
  • The right to restrict processing of your personal data;
  • The right to data portability in certain circumstances;
  • The right to object to the processing of your personal data that was based on a public or legitimate interest;
  • The right not to be subjected to automated decision making and profiling; and
  • The right to withdraw consent at any time.

Where you have consented to the Company processing your personal data you have the right to withdraw that consent at any time by contacting Sam Johnson SamJ@rubiconpeople.co.uk

Complaints or queries

If you wish to complain about this privacy notice or any of the procedures set out in it please contact: Sam Johnson SamJ@rubiconpeople.co.uk

You also have the right to raise concerns with Information Commissioner’s Office on 0303 123 1113 or at https://ico.org.uk/concerns/, or any other relevant supervisory authority should your personal data be processed outside of the UK, if you believe that your data protection rights have not been adhered to.

Cookie Policy for Rubicon Recruitment Group

What Are Cookies

As is common practice with almost all professional websites this site uses cookies, which are tiny files that are downloaded to your computer, to improve your experience. This page describes what information they gather, how we use it and why we sometimes need to store these cookies. We will also share how you can prevent these cookies from being stored however this may downgrade or ‘break’ certain elements of the sites functionality.

For more general information on cookies see the Wikipedia article on HTTP Cookies…

How We Use Cookies

We use cookies for a variety of reasons detailed below. Unfortunately in most cases there are no industry standard options for disabling cookies without completely disabling the functionality and features they add to this site. It is recommended that you leave on all cookies if you are not sure whether you need them or not in case they are used to provide a service that you use.

Disabling Cookies

You can prevent the setting of cookies by adjusting the settings on your browser (see your browser Help for how to do this). Be aware that disabling cookies will affect the functionality of this and many other websites that you visit. Disabling cookies will usually result in also disabling certain functionality and features of the this site. Therefore it is recommended that you do not disable cookies.

The Cookies We Set

If you create an account with us then we will use cookies for the management of the signup process and general administration. These cookies will usually be deleted when you log out however in some cases they may remain afterwards to remember your site preferences when logged out.

We use cookies when you are logged in so that we can remember this fact. This prevents you from having to log in every single time you visit a new page. These cookies are typically removed or cleared when you log out to ensure that you can only access restricted features and areas when logged in.

This site offers newsletter or email subscription services and cookies may be used to remember if you are already registered and whether to show certain notifications which might only be valid to subscribed/unsubscribed users.

When you submit data to through a form such as those found on contact pages or comment forms cookies may be set to remember your user details for future correspondence.

In order to provide you with a great experience on this site we provide the functionality to set your preferences for how this site runs when you use it. In order to remember your preferences we need to set cookies so that this information can be called whenever you interact with a page is affected by your preferences.

Third Party Cookies

In some special cases we also use cookies provided by trusted third parties. The following section details which third party cookies you might encounter through this site.

This site uses Google Analytics which is one of the most widespread and trusted analytics solution on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content.

For more information on Google Analytics cookies, see the official Google Analytics page.

Third party analytics are used to track and measure usage of this site so that we can continue to produce engaging content. These cookies may track things such as how long you spend on the site or pages you visit which helps us to understand how we can improve the site for you.

From time to time we test new features and make subtle changes to the way that the site is delivered. When we are still testing new features these cookies may be used to ensure that you receive a consistent experience whilst on the site whilst ensuring we understand which optimisations our users appreciate the most.

As we sell products it’s important for us to understand statistics about how many of the visitors to our site actually make a purchase and as such this is the kind of data that these cookies will track. This is important to you as it means that we can accurately make business predictions that allow us to monitor our advertising and product costs to ensure the best possible price.

The Google AdSense service we use to serve advertising uses a DoubleClick cookie to serve more relevant ads across the web and limit the number of times that a given ad is shown to you.

For more information on Google AdSense see the official Google AdSense privacy FAQ.

We use adverts to offset the costs of running this site and provide funding for further development. The behavioural advertising cookies used by this site are designed to ensure that we provide you with the most relevant adverts where possible by anonymously tracking your interests and presenting similar things that may be of interest.

In some cases we may provide you with custom content based on what you tell us about yourself either directly or indirectly by linking a social media account. These types of cookies simply allow us to provide you with content that we feel may be of interest to you.

Several partners advertise on our behalf and affiliate tracking cookies simply allow us to see if our customers have come to the site through one of our partner sites so that we can credit them appropriately and where applicable allow our affiliate partners to provide any bonus that they may provide you for making a purchase.

We also use social media buttons and/or plugins on this site that allow you to connect with your social network in various ways. For these to work the following social media sites including; LinkedIn, Facebook, Twitter, Youtube, Google+, will set cookies through our site which may be used to enhance your profile on their site or contribute to the data they hold for various purposes outlined in their respective privacy policies.

More Information

Hopefully that has clarified things for you and as was previously mentioned if there is something that you aren’t sure whether you need or not it’s usually safer to leave cookies enabled in case it does interact with one of the features you use on our site. However if you are still looking for more information then you can contact us through one of our preferred contact methods.

Email: Wework@rubiconpeople.co.uk

Phone: 0845 2499522

Anti-Slavery and Human Trafficking Statement

RSS (Wessex) Ltd trading as The Rubicon Recruitment Group and Rubicon people operate as an Employment Agency and Employment Business in Dorset. With very few exceptions, our Temporary Workers are recruited and paid via PAYE and weekly information is submitted to HMRC via Real Time Information Requirements. Payments are made by Direct Bacs to bank accounts authorised by the Worker.

We do not recruit from, recommend any or encourage the use of Umbrella Companies or other Third Parties Intermediaries. The only exceptions are where individuals request this arrangement themselves. We remain in close contact with all Workers and are happy to change this arrangement at their request. We report all such arrangements via the False Self-Employment Reporting requirements and, where we have had suspicions regarding the activities of intermediaries, we have no hesitation in reporting our concerns to the relevant authorities.

We are members of the REC (Recruitment & Employment Confederation) and Sedex and we hold a Gangmaster’s Licence. All of these organisations and, indeed, any of our clients are invited to audit our processes at any time. Our recruitment and engagement processes are transparent and traceable via our comprehensive electronic systems and all documentation, including proof of identification and right to work is available for inspection. We require sight of original documentation and retain copies.

We employ a dedicated Compliance Partner who is responsible for continually auditing that our internal processes are adhered to. We undertake all reasonable and practical steps to ensure that our standards are being implemented throughout the business and that legislation and regulations are complied with. We will assess any instances of non-compliance on a case-by-case basis and will then tailor remedial action appropriately.

This statement has been approved by our Board of Directors, who will review and update it as necessary on an annual basis.