Privacy Notice for candidates

GDPR DATA Privacy notice for CANDIDATES



We respect your privacy and are determined to protect your personal data. The purpose of this privacy notice is to inform you as to how we look after your personal data when you visit our website. We’ll also tell you about your privacy rights and how the data protection law protects you.

1. WHO WE ARE AND IMPORTANT INFORMATION
2. THE PERSONAL DATA WE COLLECT ABOUT YOU
3. HOW WE COLLECT YOUR PERSONAL DATA
4. HOW WE USE YOUR PERSONAL DATA
5. WHO WE SHARE YOUR PERSONAL DATA WITH
6. INTERNATIONAL TRANSFERS
7. DATA SECURITY
8. DATA RETENTION
9. YOUR LEGAL RIGHTS
10. CHANGES TO THIS NOTICE AND YOUR DUTY TO INFORM US OF CHANGES
11. QUERIES, REQUESTS OR CONCERNS

1. WHO WE ARE AND IMPORTANT INFORMATION
What is the purpose of this privacy notice?

This privacy notice aims to give you information on how we collect and process your personal data through your use of this website when you apply for a role or send us your CV.



This website is not intended for children and we do not knowingly collect data relating to children.



You must read this privacy notice together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

Data controller(s)

SII Services Limited is the controller and responsible for your personal data (collectively referred to as (‘Company’), "we", "us" or "our" in this privacy notice). Our contact details are as follows: registered address- 5 Chancery Lane, London EC4A 1BL, trading address - Business and Technology Centre, Bessemer Drive, Stevenage, SG1 2DX, 01438 794180.  For all data matters contact Isobel Hodgson on isobel.hodgson@sii-group.uk.

Third-party links outside of our control

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements.

When you leave our website, we encourage you to read the privacy notice of every website you visit.

2. THE PERSONAL DATA WE COLLECT ABOUT YOU

Personal data, or personal information, means any information about an individual from which that person can be identified. You can find out more about personal data from the Information Commissioners Office.

We may collect, use, store and transfer different kinds of personal data about you as follows when you apply to work with us (‘Candidate’)].

·         Name

·         Address

·         Email and other contact details

·         LinkedIn profile

·         Date of birth

·         Job history (including information relating to placements through us)

·         Educational history, qualifications & skills

·         Visa and other right to work or identity information

·         Passport

·         Bank details

·         National insurance and tax (payroll) information

·         Next of kin and family details

·         Contact details of referees

·         Information contained in references and pre-employment checks from third parties

·         Your marketing preferences

We also collect, use and share aggregated data such as statistical or demographic data for any purpose. Aggregated data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your usage data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect aggregated data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

If you fail to provide personal data

Where we need to collect your personal data by law (for example giving salary information to HMRC), or under the terms of a contract we have with you (for example bank account details to pay you) and you fail to provide that data when requested we may not be able to meet our contractual obligations to you or we may not be able to fulfil our legal obligations.

 

3. HOW WE COLLECT YOUR PERSONAL DATA

We use different methods to collect data from and about you including through the below (please note that this list is not exhaustive):

·         You (e.g. a CV, application or registration form, or at interview)

·         Online jobsites

·         Marketing databases

·         Clients

·         From third parties such as previous employers, the National Security Vetting Service or recruitment agencies

·         The public domain

·         Social media

·         At interview

·         Other candidates

·         Telephone or video conversations (which may be recorded) and the notes of such conversations

·         Our websites and software applications

 

4. HOW WE USE YOUR PERSONAL DATA

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

·         Performance of Contract this means processing your data where it is necessary for the performance of a contract with you or to which you are a party or to take steps at your request before entering into such a contract.

 

·         Legitimate Interest this means the interest of our business in conducting and managing our business to enable us to give you the best service and the most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by emailing Isobel Hodgson on Isobel.hodgson@sii-group.uk.

 

·         Comply with a legal or regulatory obligation this means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

 

PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA

·         Collecting and storing your personal data, whether in paper or electronic files

·         To let you know about potential roles

·         Assessing and reviewing your suitability for job roles

·         Supplying you to current or potential Clients

·         The administration of employing you, and supplying you to a client e.g. timesheets and payroll

·         Providing information to regulatory authorities or statutory bodies, and our legal or other professional advisers including insurers

·         Retaining a record of our dealings

·         Establishing quality, training and compliance with our obligations and best practice

·         For the purposes of backing up information on our computer systems

·        

 

WHEN WE WILL USE YOUR PERSONAL DATA

·         Determining the terms on which you work for us

·         Checking your right to work in the UK

·         When requesting references from current or previous employers

·         Applying for security clearances and transferring security clearances

·         When making payments to you including any necessary tax and NI deductions

·         Providing the following benefits to you: private medical insurance, life assurance, group income protection and critical illness, and employee perks schemes

·         Liaising with your pension provider and making payments

·         Administration related to the performance of a contract of employment.

·         Business management and work force planning, including accounting and auditing.

·         Conducting and managing reviews of performance and determining performance requirements

·         Making decisions regarding remuneration, bonus, commission and compensation.

·         Making decisions regarding promotions to include assessing qualifications for a particular role.

·         Gathering evidence for a possible disciplinary or gathering evidence in respect of an informal complaint or grievance.

·         Managing sickness absence, ascertaining your fitness to work.

·         Making decisions about your continued employment.

·         Making arrangements for the termination of our working relationship.

·         Education, training and development requirements.

·         Dealing with legal disputes involving you or other employees and contractors, including accidents at work.

·         Complying with health and safety obligations, completion of accident book and RIDDOR reporting.

·         Monitoring use of our information and communication systems to ensure compliance with our internal procedures and prevention of security lapses and breach of data protection laws.

·         Preventing malicious software distribution.

·         Gathering data analytics to assess retention and attrition rates.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact Isobel Hodgson on Isobel.hodgson@sii-group.uk if you need details about the specific legal ground we are relying on to process your personal data

Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please Isobel Hodgson on Isobel.hodgson@sii-group.uk.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

5. WHO WE SHARE YOUR PERSONAL DATA WITH

We may have to share your personal data with the parties set out below for the purposes set out in paragraph 4 above.

·         Payroll provider

·         Pension and Benefits providers

·         Current or past employers of the data subject

·         Education, training establishments and examining bodies

·         Agents of the data controller

·         Suppliers, providers of goods or services

·         Relatives, guardians or other persons associated with the data subject

·         Financial organisations and advisers

·         Credit reference agencies

·         The National Security Vetting Service (NSVS)

·         Trade, employer associations and professional bodies

·         Police forces

·         Local government

·         Central government

·         Ombudsmen and regulatory authorities

·         Data processors

·         The national archives, places of deposit and other archives recognised under the provision of The Public Records Act (1958)

·         Law enforcement agencies

·         Regulatory bodies

·         Legal representatives

·         Emergency services

·         Employee benefits provider

·         Pension administrator

·         IT services provider

·         Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

6. INTERNATIONAL TRANSFERS

We share your personal data within the SII Group. This may involve transferring your data outside the European Economic Area (EEA).

Whenever we transfer your personal data out of the EEA, you can expect that a similar degree of protection is afforded to it.

7. DATA SECURITY

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

8. DATA RETENTION

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Details of retention periods for specific purposes are available in our data retention policy, please email Isobel Hodgson on Isobel.hodgson@sii-group.uk for a copy.

In some circumstances you can ask us to delete your data: see Your legal rights below for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

9. YOUR LEGAL RIGHTS

Unless subject to an exemption under the data protection laws, you have the following rights with respect to your personal data:

·           The right to request a copy of the personal data which we hold about you;

·           The right to request that we correct any personal data if it is found to be inaccurate or out of date;

·           The right to request your personal data is erased where it is no longer necessary to retain such data;

·           The right to withdraw your consent to the processing at any time, where consent was the lawful basis for processing your data;

·           The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), where applicable (i.e. where our processing is based on consent or is necessary for the performance of our contract with you or where we process your data by automated means);

·           The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;

·           The right to object to our processing of personal data, where applicable i.e. where processing is based on our legitimate interests (or in performance of a task in the public interest/exercise of official authority); direct marketing or processing for the purposes of scientific/historical research and statistics).

If you wish to exercise any of the rights set out above, please email Isobel Hodgson on Isobel.hodgson@sii-group.uk.

No fee required – with some exceptions

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable admin fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

What we may need from you

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. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

10. Changes to this notice and your duty to inform us of changes

This version was last updated on 23rd January 2020.

Please keep us informed if your personal data changes during your relationship with us. It is important that the personal data we hold about you is accurate and current.

11. Queries, requests or concerns

To exercise all relevant rights, queries or complaints in relation to this policy or any other data protection matter between you and us, please in the first instance contact our Isobel Hodgson on isobel.hodgson@sii-group.uk.

If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England, UK.