Abrivia's Policies | Abrivia - Your Recruitment Partner

Abrivia is fully committed to ensuring that all personal data is handled in accordance with the requirements of the General Data Protection Regulation (EU) 2016/679 (GDPR) and the Data Protection Act 2018 (Ireland). We have implemented internal policies and procedures designed to uphold the principles of data protection and ensure all staff, partners, contractors, and authorised third parties understand and comply with their responsibilities when handling personal data.

This commitment applies to all processing of personal data conducted by or on behalf of Abrivia, whether through digital systems, hard copy records, or other formats.

Key Definitions (As per GDPR Article 4)

Personal Data: Any information relating to an identified or identifiable natural person (“data subject”), including but not limited to name, email address, identification number, location data, or online identifiers.
Data Subject: An individual whose personal data is being collected, held, or processed.
Data Controller: The natural or legal person, public authority, agency, or other body which determines the purposes and means of processing personal data—in this case, Abrivia Recruitment Specialists.
Data Processor: A natural or legal person, public authority, agency, or other body which processes personal data on behalf of the controller.
Special Categories of Personal Data: Also referred to as “sensitive personal data,” this includes data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic or biometric data, data concerning health, or data concerning a person’s sex life or sexual orientation (as defined under GDPR Article 9).

Consent and Data Use

When you agree to our privacy policy (e.g. by clicking ‘Accept’), Abrivia may record your name and email address as evidence of consent. This information is retained securely in accordance with our data retention policy and only used for legitimate business purposes, such as providing recruitment services, maintaining contact, and complying with our legal obligations.

Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in legal requirements or business practices. Any material changes will be communicated to you by appropriate means, including via email (where applicable). Minor updates will be reflected on this page, and we encourage users to review this policy regularly.

Your continued use of our services following any updates constitutes your acceptance of the revised policy.

2. Your Rights:

Right to be informed
Right of Access: You have the right to request access to the personal data we hold about you. This is known as a Subject Access Request (SAR). Please make this request through the email below.
Right of Rectification: Should you believe that any information, we hold about you is inaccurate or incomplete, you have the right to request that it be corrected. Please contact your designated Abrivia contact or use the contact information below to make such a request.
Right of Erasure (to be forgotten): This right is subject to legal and contractual retention requirements. Please refer to our Data Retention Policy for further information.
Right to Data Portability
Right to Restrict Processing: You can request that we restrict the processing of your personal data, for example, if you contest its accuracy or object to its processing. We will always respect such requests where legally required/
Right to Object/ Lodge a Complaint: If you believe your data protection rights have been infringed, you have the right to lodge a complaint to the Data Protection Commission (DPC).

We aim to respond to all data protection requests within one month, as per the requirements set out under Article 12 of the Data Protection Act.

To exercise any of the above rights or to gather further information please contact the following email: gdpr@abrivia.ie

3. About Us:

As the operators of this website and in delivering our recruitment services, Abrivia Recruitment Specialists is committed to safeguarding your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect any personal information you provide to us—whether through our website, direct communication, or during the recruitment process. Please take a moment to review this policy to understand how we handle your data in line with Irish and EU data protection regulations.

4. Why We Collect Personal Data:

We collect personal data to provide you with a professional, reliable, and efficient recruitment service. This enables us to assist you in your job search, keep in touch, and match you with suitable opportunities. Your data may be used for the following purposes:

To apply for jobs on your behalf – we will only do so with your explicit consent
To notify you of relevant job opportunities which align with your profile and preferences
To compile shortlists of suitable candidates for vacancies, shared internally within Abrivia only. We do not use automated decision making to determine who was short-listed for a particular vacancy.
To share your details (including your CV and other information provided to us) with prospective employers, only where you have consented to be submitted for a specific role.
To inform you of updates or changes to our services
To fulfil obligations arising from contracts entered into between you and Abrivia
To market our recruitment services to you, where you have opted into receiving such communications
To improve the quality of our services through internal research and candidate feedback

5. Purposes of Processing Personal Data and Legal Basis:

At Abrivia Recruitment Specialists, we collect and process data in order to deliver an effective recruitment and solutions service for both candidates and clients. Our goal is to create the best match for individuals seeking new job opportunities and support businesses with our tailored solutions.

We only collect, use and retain information that we believe is reasonably justified, required and necessary to conduct our services.

This is all conducted in accordance with the relevant GDPR legislation, as outlined bellowed:

A. To fulfil contractual obligations – GDPR Article 6.1(b)

Data is processed in order to provide recruitment services to our customers or to take instructions at your request prior to entering into the Agreement.

B. To balance legitimate interests – GDPR Article 6.1(f)

We may process your data where it is necessary for our legitimate business interests and those of third parties, provided that such interests are not overridden by your rights and freedoms. This includes:

Advertising or market and opinion research, if you have not objected to your data being used.
Guaranteeing IT security and safeguarding IT operations at our company.
Business management measures and measures to develop products and services.

C. Based on your consent – GDPR Article 6.1(a)

If you have provided your consent for us to process your personal data for specific purposes, we will carry out such processing lawfully based on that consent. You have the right to withdraw your consent at any time. To do so, please contact our Data Protection Manager at gdpr@abrivia.ie.

Based on statutory provisions – GDPR Article 6.1(c) or Public interest – GDPR Article 6.1(e)

Furthermore, we are required to meet various legal and statutory obligations under applicable Irish and EU data protection and compliance laws.

Reasons for processing personal data include verifying identity and age, preventing fraud and money laundering, fulfilling obligations under tax law, Anti-Money Laundering (AML) legislation, and assessing and managing operational and compliance risks.

We will only collect personal data that is necessary to carry out our contractual obligations to you as outlined in our Terms of Engagement, and to comply with all relevant legislative and regulatory requirements, including the General Data Protection Regulation (GDPR), the Data Protection Act 2018, and the ePrivacy Regulations (S.I. No. 336/2011).

All information provided by you will be treated with the utmost confidentiality and managed in accordance with the highest data protection standards and all applicable laws.

Abrivia collects your data under the lawful basis of legitimate interest, specifically in the context of delivering recruitment services and associated benefits to our candidates and clients. For activities such as direct marketing, your explicit consent will be required, and we will seek this where appropriate. We will also obtain your consent before sharing your details with clients in relation to suitable job opportunities.

When a candidate is successfully placed with a client, Abrivia continues to process the candidate’s data as part of its legal and contractual responsibilities as a licensed recruitment agency.

If you do not agree with this Privacy Policy, you should not use this website and/or our services. If you choose not to provide personal data that is reasonably required to deliver our services, we may be unable to proceed with offering recruitment or intermediary services to you.

When you click to agree to our policy, we store a record containing your name and email address as provided. This record is retained securely as evidence of your consent and stored in accordance with our data retention policy.

By using this website or submitting your CV and personal details, you are confirming your acceptance of the terms outlined in this Privacy Policy and your consent to the processing of your personal data as described within this document.

6. Principles we follow in order to comply with GDPR:

We do not collect more information than is necessary
We do not use your data for purposes other than those specified
We do not keep your data if it is no longer needed
We do not share your data with third parties
We use the appropriate technical measures to ensure that your data is securely stored on our system

7. Types of Data Abrivia collects from our website – www.abrivia.ie:

We may collect both Personal and Non-Personal Data.

We collect information you provide by completing forms on our websites: www.abrivia.ie and www.abrivia.com (Website). This includes details submitted when registering to use the site, subscribing to our services, posting content, or requesting additional information. We may also collect data when you report a technical issue or interact with our website in any other way.

Personal Data: Personal data refers to information relating to an identifiable individual. This may include:

Contact details such as your name, email address, and telephone number
Employment-related information: job title, employment history, qualifications, a copy of your CV, current and past remuneration details

Note: Any details submitted via your CV or during use of our Jobseeker services (including education, salary, and employment history) may be stored by Abrivia for the purposes of providing recruitment services.

Demographic data such as address and stated preferences
Interview and communication records: notes from phone calls, meetings, or interviews
Assessment results from tools such as psychometric tests
Third-party references
User IP addresses

Note: We use tools such as Google Analytics and cookies to analyse website traffic and improve user experience. Apart from your approximate location (via IP address), the information gathered is largely anonymous and includes data such as browser type, device used, and language preferences. This data is not used to personally identify or profile users.

Other employment-related data relevant to the recruitment process
Surveys: you may be invited to participate in surveys for research purposes, though responding is entirely voluntary
Social media plug-ins: our website includes plug-ins for Facebook, Twitter, LinkedIn, YouTube, RSS feeds, and Google Plus. These remain inactive unless you click them. Once clicked, you will be redirected to the respective platform, and their specific privacy policies will apply.

Non-Personal Data: non-personal data refers to information that does not identify you personally and cannot be used to do so. This includes:

General statistical information about website usage
Browser type and version
Demographic information

Please note:

All data requested by this website is deemed necessary to provide our services. If you choose not to supply this data, we may be unable to deliver certain features or services.
Where the website specifically indicates that providing certain data is optional, you may choose to withhold such information without affecting your access to the core functionalities of the service.

8. Use of Cookies:

Any use of Cookies – or of other tracking tools – by this Application or by the owners of third-party services used by this Application serves the purpose of providing the service required by the User, in addition to any other purposes described in the present document and in the Cookie Policy, if available.

9. Statistical and Analytical Information:

The statistical and analytical data collected provides aggregate, non-identifiable information about how users interact with this website. This includes the total number of visitors, the number of returning users, the specific pages viewed, the referring website prior to arrival, and the page from which users exited the site.

This information is used to monitor overall website traffic and performance, allowing us to manage site capacity and ensure optimal functionality. It also helps us identify the most visited sections of the site and to analyse general user behaviour and preferences. This insight allows us to assess user engagement and interest in the different areas of the website, helping us to improve and tailor our services accordingly.

10. Main Third-party Sources of Data:

We may source information using third parties, which include, but are not restricted by, the following: – Job boards with which we have a contract – Data aggregating providers e.g. Broadbean – LinkedIn

11. Other Third-party Sources of Data:

We also collect personal data from third parties. Where this occurs, we will always seek your consent in advance where required or clearly inform you of the data being collected and the reasons for doing so. This information may include:

Professional references
Results of assessments or competency tests
Subjective feedback on performance
Information relating to workplace complaints or accidents
Details from any inquiry or investigation you are involved in, including insurance, legal, registration, disciplinary, or criminal matters etc.

12. Transfer of Information Outside the EEA:

While our operations are primarily based within the EEA, we may occasionally work with clients or service providers located in non-EEA countries. If we need to transfer your personal data outside the EEA, we will inform you in advance and clearly explain the reason for the transfer. Such transfers will only take place where necessary to provide recruitment or related services offered by Abrivia Recruitment Specialists.

13. Where your Data is Stored:

Your data will be stored within our recruitment CRM (Bullhorn). This system is cloud based, and we ensure that all appropriate data protection measures and security protocols are in place to safeguard your information in compliance with GDPR.

14. Sensitive Data:

We do not store any sensitive personal data (as defined under Article 9 of the General Data Protection Regulation 2016) unless you have voluntarily provided it during the application or screening process, and it is required for a specific role. In such cases, this data will only be stored and processed with your explicit consent.

15. Right to Erasure:

If you exercise your right to erasure, we only will retain the information in which we are legally obligated to do so (such as employment contract data or financial records), for the period that is set out by law. We may also keep your name and e-mail address so that we do not contact you or re-enter your details inadvertently in the future.

16. Mode and Place of Processing the Data:

The Data Controller processes user data securely using appropriate technical and organisational measures in order to protect personal data from unauthorised access, disclosure, alteration, or destruction.

Data processing is performed using secure IT systems and tools, following procedures designed for the purposes outlined in this policy. In addition to the Data Controller, personal data may be accessible to authorised individuals involved in the operation of our services (such as administration, sales, marketing, legal, or IT support), or to approved external service providers acting as Data Processors. These may include hosting providers, technical support providers, and other third-party vendors engaged to assist with our operations.

A current list of appointed Data Processors can be requested from the Data Controller at any time.

17. Place of Processing:

The Data is processed at the Data Controller’s (Abrivia’s) operating offices (17 Upper Mount Street) and in any other places where the parties involved with the processing are located. For further information, please contact gdpr@abrivia.ie

18. Retention Period:

We retain your personal data only for as long as necessary to provide our recruitment services or to meet legal and regulatory requirements. Once the data is no longer needed for these purposes, it will be securely deleted or anonymised. Users can request that the Data Controller suspends or removes the data at any time throughout the process.

For personal data submitted to Abrivia after 25 May 2018, our standard retention period is up to 5 years from the date of last contact. This timeframe is based on our legitimate interest as approximately 10% of placements have been on our data base for 4 years or more.

To ensure transparency and give you control over your data, we follow a clear communication process:

We retain your personal data for up to four years from the date of your last communication or interaction with Abrivia. This includes activities such as responding to emails, applying for roles, or updating your information.
At the four-year mark, if we have had no contact from you, you will receive an email notification asking whether you would like to update your details or request that your data be removed from our system.
If you do not respond to this email, we will send a final follow-up one year later. If there is still no response, and no prior request for deletion has been received, your personal data will be automatically and securely deleted within five years from the last point of contact.

Please contact gdpr@abrivia.ie in this regard.

19. Legal Action:

A user’s personal data may be used by the Data Controller for legal purposes, including in legal proceedings or in preparation for potential legal action resulting from misuse of this website or its related services.

Users should be aware that the Data Controller may be legally required to disclose personal data in response to lawful requests from public authorities or regulatory bodies.

20. Additional Information about User’s Personal Data:

In addition to the information contained in this privacy policy, this Application may provide the User with additional and contextual information concerning services or the collection and processing of Personal Data upon request.

21. Systems Logs and Maintenance:

For operation and maintenance purposes, this Application and any third-party services may collect files that record interaction with this Application (System logs) or use for this purpose other Personal Data (such as IP Address).

22. Information not Contained in this Policy:

More details concerning the collection or processing of Personal Data may be requested from the Data Controller (Abrivia) at any time or by contacting gdpr@abrivia.ie.

23. The Rights of Users:

Users have the right to access their personal data at any time to confirm whether it is being stored and processed. They may contact the Data Controller to obtain information about the nature and origin of their data, verify its accuracy, or request that it be corrected, updated,

supplemented, deleted, anonymised, or restricted if held in breach of applicable data protection laws. Users also have the right to object to the processing of their data on legitimate grounds.

All such requests should be directed to the Data Controller using the contact details provided above.

Please note that this website does not support “Do Not Track” requests. To understand how third-party services handle these requests, please refer to their individual privacy policies.

24. Right to Lodge a Complaint:

Under Article 77 of the General Data Protection Regulation (GDPR), you have the right to lodge a complaint with a supervisory authority if you believe your personal data has been processed in a way that infringes your rights under data protection law.

In Ireland, the relevant supervisory authority is the Data Protection Commission (DPC). You can contact them via their website: www.dataprotection.ie.

25. Changes to this Privacy Policy:

The Data Controller reserves the right to make changes to this privacy policy at any time by giving notice to its Users on this page. It is strongly recommended to check this page often, referring to the date of the last modification listed at the bottom. If a User objects to any of the changes to the Policy, the User must cease using this Application and can request that the Data Controller remove the Personal Data. Unless stated otherwise, the then-current privacy policy applies to all Personal Data the Data Controller has about Users.

26. Contact:

All questions, comments and requests regarding this Privacy Policy should be addressed to gdpr@abrivia.ie

Last Date of Modification: 06/06/2025

Abrivia’s Policies