Privacy Policy

​PROSPECTIVE CANDIDATE / CANDIDATE, CLIENT AND SUPPLIER PRIVACY NOTICE (UPDATED 15/07/25)

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1. Scope

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Our Privacy Notice describes the ways we collect your personal information and governs how we will deal with it. We aim to ensure that any personal information we obtain and use will always be held, used and transmitted in compliance with the Data Protection Act 2018 (or its successor) and the UK General Data Protection Regulations (together referred to as the ‘Data Protection Laws’).

Where this Privacy Notice contains hyperlinks to our website, we recommend you click on those links as they may contain additional important details about our Data Protection Policy. Ganymede Solutions Ltd is part of the RTC Group of companies.

The website containing this Privacy Notice may contain links to third parties’ websites. Ganymede assumes no responsibility for the privacy practices or the content of those websites. Therefore, please carefully read any privacy policies on those websites before either agreeing to their terms or using those websites.

This Privacy Notice applies with immediate effect to all Personally Identifiable Information collected either in person, through the Ganymede or ATA Recruitment website, or any other means.

Ganymede may occasionally amend this Privacy Notice to reflect regulatory requirements and changes in our information collection and disclosure practices. Any new Privacy Notice will automatically be effective when it is published on the website or issued to you directly.

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2. Responsibilities

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The RTC Group Data Protection Representative has overall responsibility for ensuring that this notice is applicable, compliant and in accordance with the RTC Group Data Protection Policy. Ganymede’s Head of Compliance and Assurance, acting as the Ganymede Data Projection Representative (DPR), is responsible for ensuring that the contents of the Notice are implemented on behalf of the company.

All staff of Ganymede who interact with data subjects are responsible for ensuring that this notice is drawn to the data subject’s attention and where applicable, their consent to the processing of their data is secured.

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3. Privacy Notice

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3.1 Who are we?

Ganymede supply trained workforces to the rail, energy, construction, highways and transportation sectors in the UK. We work with trusted partners in order to provide our service and with whom we may share your personal data. For the purposes of the GDPR, we are a Controller and are registered with the ICO reference Z8040566.

As part of our commitment to protecting our candidates, employees, clients, suppliers and third-parties’ data, we have implemented a stringent Information Security Management system to protect both the security and integrity of the data we process. We have appointed a Data Protection Representative, responsible for all Data Protection activities, to work alongside the RTC Group Data Protection Representative.

Our Ganymede Data Protection Representative (DPR) can be contacted directly here:dpr@ganymedesolutions.co.uk

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3.2 What information do we collect?

The personal data we would like to collect on you is detailed below:

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It may be necessary for us to collect data, which under Data Protection Law is classified as Special Categories of Personal Data.

• The UK GDPR defines special category data as:

• personal data revealing racial or ethnic origin;

• personal data revealing political opinions;

• personal data revealing religious or philosophical beliefs;

• personal data revealing trade union membership;

• genetic data;

• biometric data (where used for identification purposes);

• data concerning health;

• data concerning a person’s sex life; and

• data concerning a person’s sexual orientation.

It is anticipated that the most common Special categories of personal data required from a job seeker will be for the purposes of Health Screening as well as information relating to Criminal Convictions, including criminal record checks, which we may be required to obtain in order to meet industry or job role requirements.

We may also at times process data in relation to other special categories such as (but not limited to) ethic origin or sexual orientation in line with our Equality, Diversity and Inclusion processes, however, this will be anonymised, and processing of this data will not be mandatory.

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3.3. How we collect your information if you are a job seeker or prospective job seeker

Ganymede obtains information from you in the following four ways:

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Ganymede obtains information from you in the following four ways:

a) Personal Interaction

If you wish to apply for a vacancy by visiting our office or having a conversation with one of our staff members, we may ask you for your contact information and/or CV details and/or job specification details.

b) Submitting your details

If you wish to apply for a vacancy online or submit your details to one of our staff members, we may ask you for your contact information and/or CV details and/or job specification details as you proceed through the stages of the application either via our website, directly with one of our staff members via email/telephone or face-to-face.

c) Automatic collection

Like most websites, our website uses cookies and web beacons to enhance your visitor experience. Please refer to our Cookie Policy for further information.

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3.4 How we collect your information if you are a client, prospective client, supplier or prospective supplier?

Ganymede obtains information from you in three ways:

a)Submitting your details

If you submit your details to us as a contact to enable us to manage a contractual obligation or provide information on our services or your products / services.

b)Automatic collection

Like most websites, our website uses cookies and web beacons to enhance your visitor experience. Please visit our Cookie Policy for further details.

c)Information from third parties

Ganymede may also obtain information about you directly from third parties, such as social media sites, referrals, your own company website.

Independent of how we collect your data, we will always ensure that you have access to this Privacy Notice. If we have gathered your information from a third-party, we will notify you that we are storing and processing your data.

Additional details in relation to using our website, including our use of cookies, can be found in our Cookie Policy which can be accessed at www.ganymedesolutions.co.uk.

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3.5 What will we do with your information if you are a job seeker or potential job seeker?

We will process and store your information for any or all of the following purposes:

During the provision of job seeking activities

Ganymede may collect and store your personal information in order to process your job applications, respond to your enquiries, get in touch with you about possible job opportunities and generally maintain the information you hold with us. If we are in discussion with you about a particular role or assignment, we may be required to share your information with our client in order to assist us in providing you with job-seeking services. You will be given the opportunity to restrict this use at any time.

To validate competency and suitability

Ganymede may collect and store your personal information and validate it against external third-party competency/experience management systems as well as obtain information in relation to your previous experience and suitability for a role by taking up references with previous employers.

To assist with marketing of Ganymede services

In order to ensure that we provide you with the best possible employment opportunities and our client with the best possible service, we may also use your data for marketing purposes.

Occasionally, Ganymede may contact you by telephone for the purposes of market research, marketing our services (and for telemarketing). You are under no obligation to participate in the call and can opt-out of marketing by emailing us atdpr@ganymedesolutions.co.uk.

In addition, we may use an IP address to identify you and to gather broad demographic information about you, which may be used to assist Ganymede in market segmentation activities, to help identify problems with our server and to administer our website.

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​3.6 What will we do with your information whilst on assignment or placed in a role

We will process and store your information for any or all of the following purposes while you are engaged with us in a role or assignment:

To meet contractual and legal obligations:

Ganymede will collect and store your personal information to fulfil our contractual responsibilities and comply with legal and regulatory requirements. This may include providing relevant information to clients you are working with, processing payments, managing timesheets, and maintaining records of your assignment details.

To maintain effective communication:

We will use your contact details to ensure clear and timely communication throughout your assignment. This may involve sharing updates, responding to queries, and coordinating work-related logistics.

To support client requirements:

In some cases, our clients may require access to specific personal information to support operational or compliance processes. Where applicable, your data may be shared with the client for these purposes.

To monitor performance and ensure safety:

We may process certain information to monitor your performance, support workplace safety, and ensure that assignment objectives are met in line with client expectations and health and safety standards.

To assist with ongoing support and service delivery:

Your information may be used to provide you with support during your placement, including HR support, wellbeing services, and other assignment-related matters.

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3.7 What will we do with your information if you are a client / supplier or potential client / supplier.

We will process and store your information for any or all of the following purposes:

• To meet contractual obligations

• To carry out new business development activities by offering you Ganymede services or products

• To procure / assess possible services or products that could lead to a contractual engagement.

Contractual Obligations

The principal purposes for which we collect and store your personal information are to meet contractual obligations. In order to provide our services in an effective and efficient manner we need to ensure that we have the correct communication channels. This is managed through keeping a record of contact positions, email addresses, telephone numbers and business addresses.

New Business Development

Occasionally, Ganymede may contact you by telephone or email to inform you of our services and capabilities with the intention of developing new business.

In addition, we may use an IP address to identify you and to gather broad demographic information about you, which may be used to assist Ganymede in market segmentation activities.

You can opt-out of marketing by emailing us atdpr@ganymedesolutions.co.uk.

Service / Product Procurement

Ganymede may retain personal contact information in order to establish a supply chain of services or products required to ensure that Ganymede continues to provide an effective and efficient recruiting solution for our clients.

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3.8 Sharing with Third-Parties

Ganymede will not sell your personal information to third parties. However, on occasions it is necessary for us to share personal information with third parties as described below for the purposes described above.

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Where possible all data processors will be within the EEA. If it is a requirement to transfer data outside of the EEA, this will be in accordance with 3.8 Transferring Data outside of the European Economic Area EAA.

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3.9 Transferring outside of the European Economic Area (EAA)

Ganymede will only transfer data outside of the EAA if necessary. This section explains how we use and protect personal data when sharing it outside of the EEA.

To provide our recruitment services, it may be necessary for us to transfer personal data to recipients located outside the EEA. These recipients may be our clients, partners, or service providers situated in countries that do not have the same level of data protection laws as the EEA. We are committed to ensuring the security and confidentiality of personal data transferred outside the EEA and will take all reasonable steps to protect it in accordance with applicable laws and regulations.

To ensure the protection of personal data transferred outside the EEA, we implement appropriate safeguards in accordance with the GDPR. These safeguards may include:

• Consent: We will obtain explicit consent from individuals before transferring their personal data outside the EEA. Adequacy Decisions: If the European Commission has determined that a particular country ensures an adequate level of protection, we may transfer personal data to recipients in that country.

• Risk Assessment: We may carry out a transfer risk assessment to enable us to consider whether, in the circumstances of the transfer, the relevant protections under the UK data protection regime will be undermined.

• UK Addendums to the EU Standard Contractual Clauses (SCC’s): We may use standard contractual clauses that provide adequate safeguards for the protection of personal data.

Individuals whose personal data is transferred outside the EEA still retain their data subject rights under the GDPR. Individuals can also exercise their right to lodge a complaint with the relevant supervisory authority.

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3.10 Lawful Basis for Processing Data

For the purposes of this Privacy Notice, Ganymede processes personal data based primarily on legitimate interests and contractual obligations, with consent sought only when required under the GDPR, particularly for Special Categories of Personal Data.

By submitting your CV, applying for a specific role (either directly or via a third-party), or by providing your details, you acknowledge and accept that Ganymede will process and retain your personal data in accordance with this Privacy Notice and our Data Retention Policy.

If we have obtained your details via a third-party, such as job boards or social media sites, we will advise you that we are storing your data for the purposes of providing work-finding services. Upon your request, we shall remove your details from our system.

 By engaging with Ganymede or entering into a contract with us for an assignment, you agree to the processing of your data necessary to fulfil legal and contractual obligations, as described in this Privacy Notice.

If you request that we stop contacting you for marketing or recruitment purposes, we will respect your wishes and retain only the minimal information necessary to record your preferences and avoid future contact.

Ganymede will seek formal consent if data is to be used for the following activities:

• Processing of UK GDPR defined Special Categories of Personal Data, (i.e., Any data associated with Health, or our Equality & Diversity Commitments etc.).

• Adding of your contact details to a marketing list that is different from the uses stated in section 3.4 and 3.5 of this Privacy Notice and your contract.

• Transferring Data outside of the European Economic Area (EAA) as stated in Section 3.9 of this Privacy Notice.

Where we are asking you for Special Categories of Personal Data we will always tell you why and how the information will be used.

You may withdraw Consent at any time by contacting us atdpr@ganymedesolutions.co.uk.

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3.11 Profiling and Automated processing

Ganymede may utilise automatic profiling to establish whether a candidate meets the minimum requirements of job application or assignment. The exact details of these decisions can be made available upon request.

Automatic profiling is also employed whilst establishing suitability for assignments using information stored on third-party competency and training management systems.

You have the right to object to profiling at any time, including profiling used for marketing purposes. If you wish to object to this type of processing, you can email your request todpr@ganymedesolutions.co.uk.

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3.12 Retention period

Ganymede will retain your personal information for the duration necessary to fulfil our business, legal, and regulatory obligations. We process, store, and dispose of personal data in accordance with our Data Retention Policy to ensure compliance and data security.

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3.13 How will we contact you? 

We will contact you in the following circumstances;

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3.14 Your rights as a data subject

At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:

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• Right to be informed – you have the right to be provided with clear, transparent, and easily accessible information about how we will collect, use and process your personal data.

• ​Right of access – you have the right to request a copy of the information that we hold about you.

• Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.

• Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.

• Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.

• Right of portability – you have the right to have the data we hold about you transferred to another organisation.

• Right to object – you have the right to object to certain types of processing such as direct marketing.

• Right to object to automated processing, including profiling – you also have the right not to be subject to the legal effects of automated processing or profiling.

• Right to judicial review: in the event that Ganymede refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined in clause 3.15 below.

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3.15 Requesting information on the data we hold

Ganymede, at your request, can confirm what information we hold about you and how it is processed. This is called a Subject Access Request. If Ganymede does hold personal data about you, you can request copies of the information we hold by emailing us atDPR@ganymedesolutions.co.uk.

In order to avoid personal data about one individual being sent to another, either accidentally or as a result of deception, we are required to be satisfied that we can verify the identity of the person requesting the information. We may therefore ask for further information from you to judge whether you are the person that the data is about, however, we will ensure that any request will be reasonable and proportionate.

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3.16 Complaints and contacts

In the event that you wish to make a complaint about how your personal data is being processed by Ganymede or how your complaint has been handled, you have the right to lodge a complaint directly with the ICO and the Ganymede Data Protection Representative.

The details for each of these contacts are:

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