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Recruitment Privacy Statement

SCOPE OF PRIVACY STATEMENT

1. Like most businesses, we hold and process a wide range of information, some of which relates to individuals who are applying to work for us. This Statement explains the type of information we process, why we are processing it and how that processing may affect you.

The Statement focuses on individuals who are applying to work for us and the data we process as part of that process. We have a separate Privacy Statement that applies to our current and former employees.

This Statement is set out in this document (the Core Statement) and the Supplementary Information in the Annex 1 to this document.

In the Supplementary Information, we explain what we mean by “personal data”,

“processing”, “sensitive personal data” and other terms used in the Statement.

2. In brief, this Statement explains:

  • what personal data we hold and why we process it;
  • the legal grounds which allow us to process your personal data;
  • where the data comes from, who gets to see it and how long we keep it;
  • how to access your personal data and other rights;
  • how to contact us.

PERSONAL DATA – WHAT WE HOLD AND WHY WE PROCESS IT

3. We process data for the purposes of our business including recruitment, management, administrative, employment and legal purposes. The Supplementary Information provides more specific information on these purposes, on the type of data that may be processed and on the grounds on which we process data. See legal grounds for processing personal data and Further information on the data we process and our purposes.

WHERE THE DATA COMES FROM AND WHO GETS TO SEE IT

4. Some of the personal data that we process about you comes from you. For example, you tell us your contact details and work history. If you are joining us, you may provide your banking details.

Other personal data may come from third parties such as recruiters acting on your behalf or from your references.

Your personal data will be seen internally by managers, HR and, in some circumstances (if you join us) colleagues. We will where necessary and as set out in this privacy Statement also pass your data outside the organisation, for example to people you are dealing with and payroll agencies.

Further information on this is provided in the Supplementary Information. See where the data comes from and Who gets to see your data?

HOW LONG DO WE KEEP YOUR PERSONAL DATA?

5. We do not keep your personal data for any specific period but will not keep it for longer than is necessary for our purposes. In general, if you become employed by us we will keep your personal data for the duration of your employment and for a period afterwards. If you are unsuccessful in gaining employment with us, we will likely keep your personal data for a short period after informing you that you were unsuccessful. Your data may be kept on file and considered for other roles.

See Retaining your personal data – more information in the Supplementary Information.

TRANSFERS OF PERSONAL DATA OUTSIDE THE EEA

6. In connection with employee mobility, we may transfer your personal data outside the EEA to members of our group in in Spain, Germany, Italy, the USA, South Africa, China, Canada, Australia, South Korea, UAE, Singapore and Japan. Where necessary these transfers are covered by an intra-group transfer agreement and model clauses.

Further information on these transfers and the measures taken to safeguard your data are set out in the Supplementary Information under Transfers of personal data outside the EEA – more information.

We also use a third party HR management system to process applicant data and have entered into an agreement with them to ensure that the transfer is secure and lawful.

YOUR DATA RIGHTS

7. You have a right to make a subject access request to receive information about the data that we process about you. Further information on this and on other rights is in the Supplementary Information under Access to your personal data and other rights. We also explain how to make a complaint about our processing of your data.

CONTACT DETAILS

8. In processing your personal data, we act as a data controller. Our contact details are set out below:

Spark44 Limited

1 Old Street Yard

London, EC1Y 8AF

For more information, you can contact Hannah Wells, HR Director, UK, email

hannahw2@Spark44.com , mobile 07824 811607.

STATUS OF THIS STATEMENT

9. This Statement does not form part of any contract of employment you might enter into and does not create contractual rights or obligations. It may be amended by us at any time. Nothing in this Statement is intended to create an employment relationship between Spark44 and any non-employee.

 

ANNEX 1: SUPPLEMENTARY INFORMATION

 

WHAT DO WE MEAN BY “PERSONAL DATA” AND “PROCESSING”?

1. “Personal data” is information relating to you (or from which you may be identified) which is processed by automatic means or which is (or is intended to be) part of a structured manual filing system. It includes not only facts about you, but also intentions and opinions about you.

Data “processed automatically” includes information held on, or relating to use of, a computer, laptop, mobile phone or similar device. It covers data derived from equipment such as access passes within a building, data on use of vehicles and sound and image data such as CCTV or photographs.

“Processing” means doing anything with the data. For example, it includes collecting it, holding it, disclosing it and deleting it.

Personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, health, sexual orientation, sex life, trade union membership and genetic and biometric data are subject to special protection and considered by EU privacy law to be “sensitive personal data”.

References in this Statement to employment, work (and similar expressions) include any arrangement we may have under which an individual provides us with work or services, or applies for such work or services. By way of example, when we mention an “employment contract” that includes a contract under which you provide us with services; when we refer to ending your potential employment that includes terminating a contract for services. We use the word “you” to refer to anyone within the scope of the Statement.

LEGAL GROUNDS FOR PROCESSING PERSONAL DATA

WHAT ARE THE GROUNDS FOR PROCESSING?

10. Under data protection law, there are various grounds on which we can rely when processing your personal data. In some contexts more than one ground applies. We have summarised these grounds as Contract, Legal obligation, Legitimate Interests and Consent and outline what those terms mean in the following table.

Term

Ground for processing

Explanation

Contract

Processing necessary for performance of a contract with you or to take steps at your request to enter a contract

This covers carrying out our contractual duties and exercising our contractual rights.

Legal

obligation

Processing necessary to comply with our legal obligations

Ensuring we perform our legal and regulatory obligations. For example, providing a safe place of work and avoiding unlawful discrimination.

Legitimate

Interests

Processing necessary for our or a third party’s legitimate interests

We or a third party have legitimate interests in carrying on, managing and administering our respective businesses effectively and properly

and in connection with those interests processing your data.

Your data will not be processed on this basis if our or a third party’s

interests are overridden by your own interests, rights and freedoms.

Consent

You have given specific consent to processing your data

In general processing of your data in connection with employment is not conditional on your consent. But there may be occasions where we do specific things such as provide a reference and rely on your consent to our doing so.

PROCESSING SENSITIVE PERSONAL DAT

11. If we process sensitive personal data about you (for example (but without limitation), storing your health records to assist us in ensuring that we provide you with a healthy and safe work workplace or processing personal data relating to diversity monitoring), as well as ensuring that one of the grounds for processing mentioned above applies, we will make sure that one or more of the grounds for processing sensitive personal data applies. In outline, these include:

  • Processing being necessary for the purposes of your or our obligations and rights in relation to employment in so far as it is authorised by law or collective agreement;
  • Processing relating to data about you that you have made public (e.g. if you tell colleagues that you are ill);
  • Processing being necessary for the purpose of establishing, making or defending legal claims;
  • Processing being necessary for provision of health care or treatment, medical diagnosis, and assessment of your working capacity;
  • Processing for equality and diversity purposes to the extent permitted by law.

FURTHER INFORMATION ON THE DATA WE PROCESS AND OUR PURPOSES

12. The Core Statement outlines the purposes for which we process your personal data. More specific information on these, examples of the data and the grounds on which we process data are in the table below.

The examples in the table cannot, of course, be exhaustive. For example, although the table does not mention data relating to criminal offences, if we were to find out that someone applying to work for us was suspected of committing a criminal offence, we might process that information if relevant for our purposes. If necessary we will also require criminal background checks for certain roles – for example those working in financial roles or with minors.

Purpose

Examples of personal data that may be processed

Grounds for processing

Recruitment in relation to any job for which you apply and/or any job we think you might be suitable for in the future

Standard data related to your identity (e.g. your name, address, email address, ID information and documents, telephone numbers, place of birth, nationality, contact details, professional experience and education (including university degrees, academic records, professional licenses, memberships and certifications, awards and achievements, and current and previous employment details), financial information (including current salary information) language skills, and any other personal data that you present us with as part of your application related to the fulfilment of the role.

Information concerning your application and our assessment of it, your references, any checks we may make to verify information provided or background checks and any information connected with your right to work.

If necessary, we will also process information concerning your health, any disability and in connection with any adjustments to working arrangements.

Contract

Legal obligation

Legitimate interests

Administering our recruitment process

Evaluating your experience and qualifications against the requirements of the position you are applying for (or any future job for which we think you are suitable).

Administering our online careers portal.

Communicating with you in respect of any offer of employment we choose to make and providing you with information about our onboarding process.

Contract

Legal obligation

Legitimate interests

Entering into a contract with you (if you are made an offer by us)

Information on your terms of employment from time to time including your hours and working patterns, your pay and benefits, such as your participation in pension arrangements, life and medical insurance; and any bonus or share schemes.

Contract

Legal obligation

Legitimate interests

Contacting you or others on your behalf

Your address and phone number, emergency contact information and information on your next of kin.

Contract

Legitimate interests

Payroll administration

Information on your bank account, pension contributions and on tax and national insurance

Your national insurance number or other government issued identifier.

Contract

Legal obligation

Legitimate interests

Financial planning and budgeting

Information such as your proposed salary and (if applicable) envisaged bonus levels.

Legitimate interests

Physical and system security

CCTV images upon attendance for interview at our premises.

Legal obligation

Legitimate interests

Providing information to third parties in connection with transactions that we contemplate or carry out

Information on any offer made to you and your proposed contract and other employment data that may be required by a party to a transaction such as a prospective purchaser, seller or outsourcer.

Legitimate interests

Monitoring of diversity and equal opportunities

Information on your nationality, racial and ethnic origin, gender, sexual orientation, religion, disability and age as part of diversity monitoring initiatives. Such data will aggregated and used for equality of opportunity monitoring purposes.

Legitimate interests

Disputes and legal proceedings

Any information relevant or potentially relevant to a dispute or legal proceeding affecting us.

Legitimate interests

Legal obligation

 

Please note that if you accept an offer from us the business will process further information as part of the employment relationship. We will provide you with our full Privacy Statement as part of the on-boarding process.

WHERE THE DATA COMES FROM

13. When you apply to work for us the initial data about you that we process is likely to come from you: for example, contact details, bank details and information on your immigration status and whether you can lawfully work. Where necessary and in accordance with this privacy Statement, we will require references and information to carry out background checks. If you have concerns about this in a particular context, you should speak to your recruiter or our HR department.

Please note we may also receive data from third party recruiters, agents and similar organisations as a part of the recruitment process.

WHO GETS TO SEE YOUR DATA?

INTERNAL USE

14. Where necessary and as set out this privacy Statement, your personal data will be disclosed to relevant managers, HR and administrators for the purposes of your application as mentioned in this document. We will also disclose this to other members of our group where necessary for decision making regarding your application – this will depend on the type of role you are applying for.

EXTERNAL USE

15. We will only disclose your personal data outside the group if disclosure is consistent with a ground for processing on which we rely and doing so is lawful and fair to you.

We will disclose your data if it is necessary for our legitimate interests as an organisation or the interests of a third party (but we will not do this if these interests are over-ridden by your interests and rights in particular to privacy).

Where necessary, we will also disclose your personal data if you consent, where we are required to do so by law and in connection with criminal or regulatory investigations.

16. Specific circumstances in which your personal data may be disclosed include:

  • Disclosure to organisations that process data on our behalf such as our payroll service, insurers and other benefit providers, our bank and organisations that host our IT systems and data. This would normally occur if you accept an offer from us and would be carried out as part of the onboarding process; and
  • To third party recruitment consultants and similar businesses (including online recruitment portals) as a part of the recruitment process.

We also use a third party HR management system which stores your personal data for us once you have made an application.

RETAINING YOUR PERSONAL DATA – MORE INFORMATION

17. Although there is no specific period for which we will keep your personal data, we will not keep it for longer than is necessary for our purposes. In general if you are successful in becoming employed by us, we will keep your personal data for the duration of your employment and for a period afterwards. If you are unsuccessful in gaining employment with us, we will likely keep your personal data for a short period after informing you that you were unsuccessful. In considering how long to keep your data, we will take into account its relevance to our business and your potential employment either as a record or in the event of a legal claim. Your data may also be kept on file and considered for other roles.

If your data is only useful for a short period (for example, CCTV footage data) we will delete it.

Personal data relating to job applicants (other than the person who is successful) will normally be deleted after 6 months.

TRANSFERS OF PERSONAL DATA OUTSIDE THE EEA – MORE INFORMATION

18. In connection with employee mobility, we may transfer your personal data outside the EEA to members of our group in in Spain, Germany, Italy, the USA, South Africa, China, Canada, Australia, South Korea, UAE, Singapore and Japan. We will ensure that any transfer is lawful and that there are appropriate security arrangements.

In relation to intra-group transfers, the members of the Spark44 group of companies we have entered into agreements ensuring appropriate and suitable safeguards with controllers/processors outside the EEA. These are in standard terms approved by the European Commission.

We also use a third party HR management system to process applicant data and have entered into an agreement with them to ensure that the transfer is secure and lawful.

ACCESS TO YOUR PERSONAL DATA AND OTHER RIGHTS

19. We try to be as open as we reasonably can about personal data that we process.

If you would like specific information, just ask us.

You also have a legal right to make a “subject access request”. If you exercise this right and we hold personal data about you, we are required to provide you with information on it, including:

  • Giving you a description and copy of the personal data
  • Telling you why we are processing it

If you make a subject access request and there is any question about who you are, we may require you to provide information from which we can satisfy ourselves as to your identity.

As well as your subject access right, you may have a legal right to have your personal data rectified or erased, to object to its processing or to have its processing restricted. If you have provided us with data about yourself (for example your address or bank details), you have the right to be given the data in machine readable format for transmitting to another data controller. This only applies if the ground for processing is Consent or Contract.

If we have relied on consent as a ground for processing, you may withdraw consent at any time – though if you do so that will not affect the lawfulness of what we have done before you withdraw consent.

COMPLAINTS

20. If you have complaints relating to our processing of your personal data, you should raise these with HR in the first instance. You may also raise complaints with the Information Commissioner who is the statutory regulator. For contact and other details ask HR or see: https://ico.org.uk/ICO

STATUS OF THIS STATEMENT

21. This Statement does not form part of any contract of employment that you may enter into with us and does not create contractual rights or obligations. It may be amended by us at any time. Nothing in this Statement is intended to create an employment relationship between Spark44 and any non-employee.