This Global Data Protection Notice for Recruitment and Engagement (“Notice”) applies to all individuals (“you” or “your”) worldwide, who apply to, or engaged by the Consilio Group to work with Consilio and/or Lawyers on Demand (LOD). The Consilio Group means Consilio LLC and all of its subsidiaries including Consilio Services), all of its holding companies, and any subsidiary of those holding companies, including for the purpose of this Notice, Lawyers on Demand (Singapore) Pte Ltd which is not under common ownership of the Consilio Group. For simplicity, throughout this Notice, ‘we’ and ‘us’ refers to the entity within the Consilio Group responsible for your recruitment or engagement. This Notice explains what personal data we hold about you, how we collect it, how we use it, and how we may share it. The Notice also explains how we process personal data following the termination of an engagement or an unsuccessful application. Please ensure that you read this Notice and any other similar Notice we may provide to you from time to time when we collect or process personal data about you. If you have any questions about this Notice and how we process your personal data, please contact our Data Protection Officer (DPO) at privacy@consilio.com.

1. Who collects the data?
‍
The "data controller" of your personal data will depend on the entity to which you apply and, if applicable, the entity that engages you. To confirm which entity is your data controller, you may contact your hiring manager or line manager.

2. Data protection principles
‍
We will comply with the data protection principles as set out in applicable data protection law when gathering and using your personal data. This means that we will:

  1. collect personal data lawfully, fairly and in a transparent way;
  2. collect personal data for valid purposes that we have clearly explained to you in this Notice, and not use in any way that is incompatible with those purposes;
  3. keep the personal data accurate and up to date;
  4. not retain personal data longer than necessary; and,
  5. implement appropriate measures to protect your personal data.



3. What personal data do we collect?When you apply to work with us or are working with us, we collect and process personal data about you, which may include the following information:‍

  • basic contact details including your full legal name, telephone number, personal email address, and postal address;
  • CV containing your full work or education history;
  • references from previous employer(s), education establishments;
  • your nationality and immigration status, including a national identifier;
  • qualifications and professional memberships;
  • whether you have a criminal record;
  • date of birth;
  • a background check*;
  • images, audio and video recording about you when attending an event or a meeting
  • details of salary and benefits, bank/building society, national identifier and tax information;
  • details of your spouse/partner/emergency contact and any dependents;
  • details of your pension/retirement plan/superannuation arrangements, and all related personal data;
  • details of attendance, and leave requirements;
  • performance reviews, appraisals, probation review, and improvement plans;
  • details of professional development training;
  • personal data about your use of our IT, communication, and other systems; and,
  • Special category data such as DEI data and health data.


We will only collect personal data set forth in sub-clauses (h) through (o) if your application is successful. ‍

‍4. How do we collect your data?
‍
We generally collect and process personal data that you knowingly and voluntarily provide in the course of, or in connection with, your engagement or application with us. However, we may also process personal data that we acquire from third party sources such as:

  • LinkedIn;
  • Publicly available websites or search results;
  • Credit reference check providers;
  • Our clients;
  • Pension administrators;
  • Share scheme administrators;
  • Medical and occupational health professionals, such as your doctors, particularly in connection with sick leave, short-or long-term disability, etc.; in rare instances, where such entities are our clients, we may inadvertently receive your health-related information in the course of providing our services;
  • Insurance benefit administrators; and
  • The Disclosure and Barring Service and/or Government agencies or departments (for background checks).



‍Lawful basis for processing We typically collect and use your data for the following purposes:

  • for the performance of a contract with you, or to take steps at your request before entering a contract;
  • to provide your information to a potential client (who is subject to contractual duties of confidentiality), for the purposes of evaluating your skills, education, and experience for potential engagement, where applicable;
  • to comply with legal obligations, such as our duties as an employer under applicable employment protection laws, health and safety legislation, and statutory codes of practice;
  • for our legitimate interests or those of a third party (e.g., a benefits provider), provided those interests are not overridden by your own rights and freedoms.
  • Where necessary to carry out obligations or exercise legal rights under applicable laws;
  • for reasons of substantial public interest, such as promoting equality of opportunity or treatment, supporting diversity at senior levels, or meeting regulatory requirements; and,
  • to defend any legal claims that may be brought against us in connection with your application or engagement or to establish, bring or pursue any claim against you, e.g. to enforce post-termination restrictions; this will typically involve passing data on to our legal advisers, who will be subject to strict professional and contractual duties of confidentiality.

‍
Depending on your engagement status, we may collect the following data:

Whose data Category of data Purpose Lawful basis
All Name or alias, gender, identity card number, passport number, date of birth, nationality, and country and city of birth For the recruitment and selection of applicants and to be able to identify you Legitimate interests
To be satisfied that you have the correct permission to work in your employing country and, if needed, to apply for work permits or registrations with regulatory authorities Legal requirements
To enter into a contract of service or contract for service Contractual Obligation
All Mailing address, telephone numbers, email address and other contact details To allow us to contact you regarding an upcoming role Legitimate interests
To enable us to send you any legal or regulatory changes that may affect you, for example changes to tax regulations or pensions Legal obligation
All CV, educational qualifications, professional qualifications and certifications and references For the recruitment, selection, and placement of applicants and to determine your suitability for potential assignments with our clients Legitimate interests
All Career history, Referee and training history For the recruitment, selection, and placement of applicants and to determine your suitability for potential assignments with our clients Legitimate interests
All Next-of-kin, spouse, other family members and emergency contact details To allow us to contact a person on your behalf in an emergency Legitimate interests
Consilio contractors and LOD Professionals Time record details To allow us to pay your in line with your engagement terms and to invoice our clients Contractual necessity
Consilio contractors and LOD Professionals1 Details of your retirement/pension arrangements, and all personal data included in these To administer your pension benefits Legal obligation
To comply with our auto-enrolment pension obligations Legal obligation
LOD HQ staff, LOD Professionals and Consilio corporate employees and contractors Photographs, videos and other audio-visual information To adhere to security standards in respect to access IDs Legitimate interests
To attach to profiles which are shared with Clients Legitimate interests
To include photos on the company intranet and to submit photos for internal newsletters and rewards for the purposes of business management and employee engagement. Legitimate interests
LOD HQ staff, Consilio corporate employees, temporary flex and permanent who are entitled to statutory benefits LOD Professionals engaged2 Leave records (including annual leave, sick leave and maternity/paternity leave) To ensure that employees receive statutory and contractual sick pay or other pay entitlements, such as maternity or other family-related pay and benefits such as health care and pension Legal obligation
All Details of salary benefits or remuneration bank/building society, national identifier and tax information To pay you your salary or fee, and expenses where applicable Contractual necessity
To meet legal requirements around tax and payment reporting Legal requirements
All users of Group IT Personal data about your use of our IT, communication, telephone, email and other systems To monitor your use of our IT and communication systems to ensure compliance with internal Contractual necessity
To protect our networks, and personal data of employees and suppliers, against unauthorised access or data leakage Legitimate interests
LOD HQ staff, LOD Professionals3, Consilio corporate employees Performance, conduct and disciplinary records Personnel management Contractual necessity
To maintain accurate records for the purposes of defence against potential legal claims Legitimate interests
All attending an event  Name and any special dietary requirements Name and any special dietary requirements

‍1 Only applicable to LOD Professionals if on a fixed term employment contract
2 Only applicable to LOD Professionals if on a fixed term employment contract
3 Only applicable to LOD Professionals if on a fixed term employment contract

If, in rare circumstances, we process a category of personal data not listed above, we will inform you at the time. If you fail to provide certain requested information, we may be unable to fulfil the contract we have entered into with you or intend to enter into (for example, processing payment to you), or we may be prevented from complying with our legal or contractual obligations (such as ensuring workplace health and safety). Accordingly, providing certain personal information is necessary for us to meet our obligations.

5. How do we process special categories and criminal offence data?
‍
Special categories of personal data and criminal offence data require a higher level of protection than the categories outlined above. The specific definitions of these categories may vary under local law. When processing such data, we are required to have an additional legal basis and appropriate safeguards in place. We maintain an internal policy and safeguards as required by law to ensure secure handling of this information. We may process special categories of personal data and/or criminal offence data in the following circumstances
‍

  1. for equal opportunities monitoring purposes;
  2. when conducting background checks (which may include basic criminal record checks) to assess your suitability to work with certain clients;
  3. to make reasonable adjustments or accommodations, including special access requirements, in order to ensure your health and safety in the workplace and assess your fitness to work;
  4. where required or permitted under applicable local legislation; and,
  5. in limited circumstances, with your explicit written consent.


6. How may we share your data?

We may need to share certain categories of your personal data with third parties to fulfil our obligations related to your engagement. This specific parties may vary depending on your location, but will generally include:

  1. The Consilio Group;
  2. Our clients;
  3. background check providers;
  4. website analytics;
  5. website and data hosting;
  6. medical practitioners appointed by LOD and Consilio;
  7. IT and system administration;
  8. document storage;
  9. email, contacts and calendar;
  10. CRM, payroll, accounting and billing;
  11. the insurers and banks of LOD and Consilio and/or any member of the Consilio Group;
  12. parties involved in a dispute, litigation, investigation, proceedings or enquiry;
  13. recruitment services, including hosting career websites and the administration of applications;
  14. outside parties involved in a merger, acquisition or due diligence exercise;
  15. applicable regulators, governmental bodies, tax authorities or other industry recognised bodies located inside or outside the country where you are based as required by any applicable privacy laws, rules and regulations, codes of practice or guidelines of any applicable jurisdiction or any governmental or regulatory authority in or outside the country where you are based;
  16. Administrators of any mandatory provident fund scheme.


For LOD Professionals (including applicants), when we put you forward for assignments with our clients, we provide clients with your LOD profile which contains your personal data and, in some instances, the client may ask for proof of your right to work in the relevant country. Additionally, if you are offered an assignment, a client may require further checks to be undertaken, which may include checking your credit history, academic qualifications and if you have any criminal records. You will be asked to consent to these checks before they are carried out. Please note, that we may process your personal data with or without your knowledge or consent, where this is required or permitted by law. Our data processors do not use personal data for their own purposes, and they are only permitted to use your personal data in accordance with our instructions, our contract with them, and the law.

7. Where will your data be held?

Your personal data may be held at our offices, those of our group companies, and third-party agencies, service providers, representatives and agents as described above, including but not limited to Australia, Asia, Europe, the UAE, UK, India, South Africa and USA. To ensure that your personal data does receive an adequate level of protection, we have put in place standard contractual clauses and operate under an Inter-Group Data Transfer Agreement which has been signed by all entities within our organisation. For transfers to our service providers, we ensure that we have a contractual agreement which meets the legal and privacy requirements applicable to the data being shared. We also follow a robust due diligence and onboarding process to ensure your data remains secure. If you require further information about this you can request it from the Privacy Team, privacy@consilio.com.

8. How will we keep your personal data secure?

We have appropriate security measures in place to prevent personal data from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine business need to know it. Those processing your data will do so only in an authorised manner and are subject to a duty of confidentiality. We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

9. How long will we keep your data?

We keep your data during your application and during and after your engagement for no longer than is necessary for the purposes for which the personal data is processed and, where applicable, in compliance with any data retention policies. Further details on this are available in our Consilio Information Handling and Data Privacy Policy.

10. What are your Data Subject Rights?

Under data protection laws you will be afforded a number of rights. The rights available will be dependent on your country location and they will typically be the right to:

  1. Request access to your personal data. This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
  2. Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate personal data we hold about you corrected.
  3. Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no valid reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see point d below).
  4. Object to processing of your personal data where we are relying on a legitimate interest (orthose of a third party) and there is something about your particular situation which makes you want to object to processing on this ground.
  5. Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.
  6. Request that your personal data is sent to another controller (the right of portability). In certain circumstances, you have the right to get your personal data from us in a way that is accessible and machine-readable, and you also have the right to ask us to transfer your personal data to another organisation. This does not apply to all of your personal data, only personal data that you have provided to us, and which is held electronically. We only have to comply with this right if it is technically feasible to provide this personal data in a commonly used format, for example, a CSV file.


If you wish to exercise any of your data subject rights or find out about your local data protection rights, please contact privacy@consilio.com. Please note, that we may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. In most cases, we will deal with your request as soon as possible and at the latest within one calendar month of the date the request was received. If we need to extend the time period for responding to your request, we will let you know within the one-month period. We do not charge a fee for any such requests unless there are exceptional circumstances.

11. How can you raise a complaint?

We hope that our Data Protection Officer can resolve any query or concern you raise about our use of your data. If not, you have the right to contact your local data protection supervisory authority and lodge a formal complaint.

12. Will this Notice be updated?

We regularly review this Notice and will update it where necessary. We will provide you access to the most-current privacy policy via our website. Where required, we will also notify you of any important changes.

This Notice was last updated on 1 April 2025. If you would like to receive a copy of any previous versions, please contact our DPO at privacy@consilio.com.

*If you are located in the United States, a background check is not requested until an offer of employment is secured

Can we help?

Get in touch today to see what we can do for you

Get in touch