GDPR Recruitment Privacy Notice
The Firm collects and processes personal information, or personal data, job applicants, potential candidates for employment, and our optional recruiting programs and events to manage the Recruitment Process. This personal information may be held by the Firm on paper or in electronic format.
The Firm is committed to being transparent about how it handles your personal information, to protecting the privacy and security of your personal information and to meeting its data protection obligations under the General Data Protection Regulation (“GDPR”) and the Data Protection Act 2018. The purpose of this privacy notice is to make you aware of how and why the Firm will collect and use your personal information during the Recruitment process with the Firm. The Firm is required under the GDPR to notify you of the information contained in this privacy notice.
2. How your information is used
As an employer, the Firm needs to collect, hold and process information about you as part of the recruitment process. This Privacy Notice outlines the information we collect and hold on you. The Firm may update this Privacy Notice from time to time.
3. What information do the Firm collect?
The types of personal data that the Firm requests from you and the way that we process it are determined by the for the purposes of legitimate interest and legal requirements to ensure the eligibility to work in the United Kingdom.
Personal data is collected directly from you when you apply for a role with us, such as your name, address, contact information, work and educational history, achievements, and qualifications. In some cases, the Firm may collect personal data about you from third parties, such as from recruitment agencies, references from former employers.
Sensitive personal data is a subset of personal data and includes ethnicity, health, trade union membership, philosophical beliefs, sexual orientation, as well as other categories as prescribed by law. We do not seek to obtain and will not collect such data about you unless permitted to do so by applicable laws (e.g. equal opportunity monitoring).
Data will be stored in our Recruitment system and other IT systems (such as network or email).
4. Why do the Firm collect it?
The information the Firm collects and processes will be used for the Firm’s management and administrative use only. The Firm will keep and use it to enable the Firm to run the business and manage our relationship with you effectively, lawfully and appropriately, during the recruitment process. This includes using information to enable the Firm to comply with any legal requirements and pursue the legitimate interests of the Firm.
If, in the future the Firm intends to process your personal data for a purpose other than that which it was collected, we will provide you with information on that purpose and any other relevant information.
5. How long do the Firm hold the information for?
If you accept an offer of employment from us, any relevant personal data collected during your pre-employment period will become part of your personnel records and will be retained in accordance with the Firm’s Retention Policy, please refer to Employee Privacy Notice. If unsuccessful data, will be held for 12 months.
6. Who has access to the information?
Relevant elements of your information will be shared internally with the hiring manager, Human Resources, Finance and IT as necessary during the Recruitment process.
We will only disclose information about you to third parties if we are legally obliged to do so.
7. How do the Firm keep it secure?
The Firm will use appropriate technical and organisational measures (in accordance with the IT Policy) to keep your personal information secure.
8. Your rights
Under the General Data Protection Regulation (GDPR) you have a number of rights with regard to your personal information. You have the right to request from us access to and rectification or erasure of your personal information, the right to restrict processing, object to processing as well as in certain circumstances the right to data portability.
If you have provided consent for the processing of your information, you have the right (in certain circumstances) to withdraw that consent at any time.
For further information regarding your rights, you should contact Human Resources Team.
9. What if I have a complaint?
If you have any concerns as to how your data is processed you should contact the Firm’s Quality and Risk Department.
If you believe that we have not complied with the requirements of the GDPR and DPA with regard to your personal information, you have the right to lodge a complaint to the Information Commissioners’ Office.