Code of Conduct & Rules of Engagement
Last modified: 14th of May 2018
We are: Lucy Challenger Limited trading as Polo & Tweed of Green Park House, 15 Stratton Street, Mayfair, London, W1J 8LQ, United Kingdom. Company No: 8730364
What we do: we are an employment agency which specialises in recruitment of staff for domestic positions. We also offer training services as part of our company, with both private and group training options.
- We are an agency, not an employer. If we find you a position, you will be engaged by our client not ourselves.
- From time to time we have event bookings through our agency. If you are booked to work an event placement then we will pay you directly for your time (if we have specified this in advance), however this is on a freelance basis and we are not employing you. We will clearly indicate if the booking is an event booking
- We do not pay you or cover your expenses. We will endeavour to ask the clients to cover reasonable expenses for job interviews, but any expenses, payment or salary will be paid to you by the client and not us and should be agreed in advance. Should there be any payment disputes then we encourage you to take this up with the client directly (under our permission) to resolve the matter.
- We have the right to remove you from our database at any time on immediate notice, and vice versa. We do not have to give you reasons for our decision.
- We have no obligation contractual or otherwise to find you employment.
- All communications with prospective employers must be through ourselves, and not direct (unless otherwise specifically instructed by ourselves).
- We make no representation to you about prospective employers. It is for you to decide if you wish to accept a position.
- We will never discriminate against candidates on grounds of protected characteristics, that is age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation. We expect the same of you.
- For the purposes of the Data Protection Act 1998, you authorize us to store, process and disclose personal data (including sensitive data) about you to prospective employers. If you disclose any data about yourself that you do not want us to share with prospective employers you must let us know. After you cease to be a candidate, we will archive and close your candidate file.
- From the 25th of May 2018, we follow all regulations set by the General Data Protection Regulation (GDPR) (EU) 2016/679
- By joining our agency you can opt in for job alerts and newsletters. This can be opted in via your candidate portal, and opted out at any point you wish. We do not automatically opt you in for these – so if you wish to hear about the latest jobs and industry news make sure you opt in.
- The Agency Worker Regulations 2010 do not apply to relations between us (as we do not employ you).
- You must comply with our Code of Conduct, which is set out below.
- We have obligations to you (and sometimes others) under the Conduct of Employment Agencies and Employment Businesses Regulations 2003 as amended and we will comply with those obligations. You must not prevent us doing so.
Code of Conduct
Registration. When you register with us, you must provide us with copies of the following:
- Passport and/or other evidence of I.D
- Driving Licence (if available)
- DBS (Disclosure and Barring Service) Certificate, if applicable (for example if you are proposing to work with children)
- Visa for the country in which you wish to work, if applicable.
- C.V. in WORD format
- Photograph, taken in the last 12 months. (Unlike the HM Passport Office we prefer you to smile!)
References. You must provide us ideally with a minimum of 2 employer references, from referees who are willing to talk to us or another prospective employer about you and your suitability for the work you want to do. If you have held one position for many years, we may with our discretion accept only one. We do not accept references from other agencies or character references. Ideally these two references should be long-term employment or most recent employment placements.
Candidate portal. We expect you to manage your own page on our candidate portal.
Interviews. If you are asked to attend an interview in person or by Skype, you should do so. And if you wish to cancel or postpone, you must let us know as far as possible in advance. If you’re running late, let us know. When attending interviews in person, you should be smart and well presented. Points to watch:
- Don’t chew gum
- Hair should be neat and tidy
- Make up should be appropriate
- Tattoos should be covered
- Be respectful to the potential employer and their home and surroundings, treating all the information you have been given (address/contact information) with confidentiality and discretion
- Ensure that you do not smoke near to the potential employer and if you do smoke ensure you are fresh, clean and smoke-smell free during the interview
Disclosure. You must let us know:
- If you accept a position;
- If you decline a position which is offered to you;
- If you change your mind
- If you accept a temporary position which becomes part time or permanent or you accept a part time position which becomes permanent.
Other candidates. You are welcome to introduce friends and other job seekers to the agency, but you must not introduce them direct to our clients. If you feel that you know a candidate who would be suitable for the position and wish to introduce them, this must be done via the agency and we will pay you a £250 as a thank you for the introduction should the client hire them.
Polo & Tweed Privacy & Cookies Notice
We promise to treat any personal information about you securely, fairly and lawfully. We are committed to protecting your privacy. This Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data, and keep it safe.
We know that there’s a lot of information here, but we want you to be fully informed about your rights, and how Lucy Challenger LTD trading as Polo & Tweed uses your data.
We hope the following sections will answer any questions you have but if not, please do get in touch with us.
When we ask you for personal information online it will only be in response to you actively applying for or using one of our online products or services.
Lucy Challenger LTD trading as Polo & Tweed is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.
The company may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes.
Information Collected or Received
In the course of providing our Services, we collect or receive your personal information in a few different ways. Often, you choose what information to provide, but sometimes we require certain information for you to use and for us to provide you the Services.
Registration, Account Setup, Service Usage: In order to use the Services, you need to provide us with a valid email address, and for Services that require registration, a name associated with your account that you can choose and that represents your identity with Polo & Tweed. Candidates applying for jobs may review and change these on their unique and private candidate portal, which only the individual candidate and employees of Polo & Tweed can access. You need to provide this information to enable us to provide you with the Services.
Depending on which services you choose to use, additional information, may be necessary in order for us to provide a particular service. You are not required to provide us with this information to sign up, but we will need it to provide certain services.
Candidate Portal: You may provide your name and other personal information (such as birthday, location) in connection with your account and activity. You can edit or remove this information through your account settings. This portal is fully secure and is accessed only by you and by Polo & Tweed employees.
Analytics Information: We use data analytics to ensure site functionality and improve the Services. We use Google Analytics, which tracks site data and usage. It does not individually track individual users.
What we collect (including but not limited to):
We may collect the following information:
What we do with the information we gather:
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
Internal record keeping.
We may use the information to improve our products and services.
We will only contact you using the details you provide for reasons directly relating to your use of our services.
We will never use your information to contact you for market research purposes.
The security of your personal information is important to us. We follow generally accepted standards to protect the personal information submitted to us, both during transmission and after it is received. Your account information is protected by a password. It is important that you protect against unauthorised access to your account and information by choosing your password carefully and by keeping your password and computer secure, such as by signing out after using the Services. If you have any questions about the security of your personal information, you can contact us at firstname.lastname@example.org
Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
Controlling your personal information
We will never sell, distribute or lease your personal information to third parties. We will only pass on your personal information if we are required by law to do so.
If you are applying for a job through Polo & Tweed we will typically only pass on your information to our client with your permission, which is deemed given when you apply for a job. This may be by applying through your candidate portal, other website or by other methods such as email or text.
You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. If you would like a copy of the information held on you please contact us with your request.
If you believe that any information we are holding on you is incorrect or incomplete, please contact us as soon as possible. We will promptly correct any information found to be incorrect.
We know that members of our community value having control over their own information, so Polo & Tweed gives candidates the choice of providing, editing or removing certain information, as well as choices about how we contact you. You may change or correct your Polo & Tweed account information through your account settings in your candidate portal. You can also request the deletion of the personal information in your account.
You may also control the receipt of certain types of communications from Polo & Tweed in your account settings. Polo & Tweed may send you messages about the Services or your activity. Some of these messages are required, service-related messages for members (such as job alerts). Other messages are not required, such as newsletters. You can control which optional messages you choose to receive by changing your subscriptions in your candidate preferences.
The Period for Which We Will Keep Your Information
We will keep your information for as long as is necessary for us to fulfil the purposes that we describe in this policy. As a general rule, however, we will keep:
The information you provide when you register us, together with any updates you make to that information, for the duration of your participation;
If you do not interact with us for a period of 5 years or if we are no longer are able to contact you, we may deem you to be inactive and suspend or close your account. Your information will be kept and securely stored for a further 2 year period after you are deemed to be inactive, following which we will ensure that your personal data is no longer retained. In some instances we may choose to keep your personal data for longer.
You may benefit from a number of rights in relation to your information that we process. Some rights apply only in certain limited cases, depending on your location. If you would like to manage, change, limit, or delete your personal information, you can do so via your candidate portal account settings or by contacting us. Upon request, Polo & Tweed will provide you with information about whether we hold any of your personal information. By visiting your account settings, you can access, correct, change, and delete certain personal information associated with your account. In certain cases where we process your information, you may also have a right to restrict or limit the ways in which we use your personal information. In certain circumstances, you also have the right to request the deletion of your personal information, and to obtain a copy of your personal information in an easily accessible format.
Where we use your data for direct marketing purposes, you can always object using the unsubscribe link in such communications or changing your account settings.
You are responsible for protecting your personal information and password in order to access the candidate portal. You agree to protect any information you receive from us with confidentiality, and conduct yourself with high integrity, following the relevant local laws of the land.
Where you have provided your consent, you have the right to withdraw your consent to our processing of your information and your use of the Services. For example, you can withdraw your consent to email marketing by using the unsubscribe link in such communications or by changing your account settings. You can choose to withdraw your consent to our processing of your information and your use of the Services at any time by closing your account through your account settings and then emailing email@example.com to request that your personal information be deleted, except for information that we are required to retain.
Cookies – what are they?
A "cookie" is a small text file that's stored on your computer, smartphone, tablet, or other device when you visit a website or use an app.
Some cookies are deleted when you close down your browser. These are known as session cookies. Others remain on your device until they expire or you delete them from your cache. These are known as persistent cookies and enable us to remember things about you as a returning visitor.
This website uses session and persistent cookies.
Types of cookies and how we use them
If you delete cookies relating to this website we will not remember things about you, including your cookie preferences, and you will be treated as a first-time visitor the next time you visit the site.
- Provide products and services that you request and to provide a secure online environment
- Manage our marketing relationships
- Give you a better online experience and track website performance
- Help us make our website more relevant to you
Here we explain a bit more about each of these types and how you can control their use.
Essential Cookies: Providing interactive services
Cookies that are essential for us to provide a product or service you have requested and to provide a secure online environment. Without cookies we are unable to provide some products or services that you might request. Other 'essential' cookies keep our website secure.
Essential cookies are used to deliver interactive services, such as:
- web chat
- video calls
- maintain online security and protect against online fraud
Performance Cookies: Tracking website performance
These cookies collect aggregated information and are not used to identify you.
We use this type of cookie to understand and analyse how visitors use our online services and look for ways to improve them. For example, a cookie might tell us that lots of people give up on an application process at a particular step – so we can try to make that step easier to complete.
The analytics cookies we use include
Functionality Cookies: Giving you a better online experience
These cookies remember your preferences and tailor the website to provide enhanced features. Without these cookies, we cannot remember your choices or personalise your online experience.
We use this type of cookie to:
Remember relevant information as you browse from page to page to save you re-entering the same information repeatedly. And to provide enhanced features, such as playing videos or allowing you to post a comment.
Targeting Cookies: For advertising partners
These cookies are usually third-party cookies from marketing partners used to deliver adverts relevant to you and your interests. These cookies can track your browsing history across websites. If you wish to prevent this type of cookie, you may do so through your device’s browser security settings.
The third-party companies we partner with include:
- Social media including (but not limited to) Facebook, Twitter, Linkedin, Instagram
- Job sites, including (but not limited to) Indeed, Gumtree and Greatcare
Cookies in emails
How to control and delete cookies
If you want to restrict or block the cookies we set, you can do this through your browser settings. The ‘help’ function within your browser should tell you how.
If you don't want to accept cookies in emails, you can set your browser to restrict or reject cookies, or you can close the email before downloading any images or clicking on any links.