Applicants data protection policy

Applicants data protection policy.

WHO ARE WE?

We are Engine Partners UK LLP, and this policy explains what personal data we will process in relation to you if you are an applicant for a job with us, how we will process that personal data, how long we will keep the personal data and what your rights are in relation to your personal data.

WHAT PERSONAL DATA ABOUT YOU DO WE COLLECT?

We may collect a range of personal data about you, including:

- Your name, address and contact details, including email address and telephone number.

- Details of your qualifications, skills, experience and employment history.

- Information about your current level of remuneration, including benefit entitlements.

- Whether or not you have a disability for which the Company needs to make reasonable adjustments during the recruitment process.

- Information about your entitlement to work in the UK.

- Equal opportunities monitoring personal data, including personal data about your ethnic origin, sexual orientation, health and religion or belief.

- Other personal data that you may choose to provide us with in relation to you, your background, interests and employment history, in relation to your application.

HOW DO WE COLLECT PERSONAL DATA ABOUT YOU?

We may collect personal data about you in a variety of ways. For example, personal data might be provided by you (or a recruitment agency acting on your behalf) and contained in application forms, CV’s or application forms, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, including testing relevant to the role for which you have applied.

We may also collect personal data about you from third parties, such as references supplied by former employers, personal data from employment background check providers and personal data from criminal records checks. We will seek personal data from third parties only once a job offer has been made to you and will obtain your consent before we do so.

WHY WILL WE PROCESS PERSONAL DATA RELATING TO YOU?

We need to process personal data relating to you to take steps at your request prior to entering into a contract with you and, if you accept a relevant job offer from us, to enter into a contract with you.

In some cases, we may need to process data to ensure that we are complying with our legal obligations. For example, we are required to check a successful applicant's eligibility to work in the UK before employment starts.

We may also process your personal data to the extent necessary for our legitimate interests in relation to the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom a job offer should be made.

We may also need to process data from job applicants to respond to and defend against legal claims.

We may process personal data about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. This is to carry out our obligations and exercise specific rights in relation to employment.

Where we process other special categories of data, such as personal data about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes.

For some roles, we may need to seek personal data about criminal convictions and offences. Where we seek this personal data, we do so because it is necessary for it to carry out our obligations and exercise specific rights in relation to employment.

We will not use your data for any purpose other than the recruitment exercise for which you have applied.

WHO HAS ACCESS TO DATA?

Your personal data may be shared internally for the purposes of the recruitment exercise. This includes members of the HR team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT and facilities staff if access to the data is necessary for the performance of their roles.

We may have been sent your personal data by an agency or other similar third party (for example, by personal recommendation) and personal data may be passed to them for the performance of the recruitment process.

We will not share your personal data with any other third parties, unless your application for employment is successful and we make you an offer of employment. Subject to your prior consent, we may then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks. Your data may also be transferred outside the UK to process pre-employment checks. All personal data that is transferred outside the UK is transferred on the basis that those storing the data declare that they are able to meet at least the requirements of the applicable data protection regulations.

PROCESSING OF PERSONAL DATA ON OUR BEHALF OUTSIDE THE UK

In order to manage our recruitment process, we use an online platform that is provided to us by Greenhouse Software, Inc., who are based in the US and who process our data from there; Greenhouse only processes personal data on our behalf and in accordance with our instructions; your personal data may be processed by Greenhouse on our behalf in connection with your application or recruitment. We have taken all necessary steps in line with the applicable data protection regulations to ensure that your personal data is adequately protected when being transferred to Greenhouse and processed by it on our behalf.

HOW DO WE PROTECT YOUR PERSONAL DATA?

We take the security of your personal data seriously. We have internal policies and controls in place to ensure that your personal data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

FOR HOW LONG DO WE KEEP YOUR PERSONAL DATA?

If your application for employment is unsuccessful, we will hold your data on file for 6 months’ after the end of the relevant recruitment process. At the end of that period your data will be deleted or destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained during your employment. The periods for which your data will be held will be provided to you in a separate privacy notice.

YOUR RIGHTS

You have a number of rights in relation to your personal data. You can:

- Access and obtain a copy of your data on request.

- Require us to change incorrect or incomplete data

- Require us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing.

- Object to the processing of your data where we are relying on legitimate interests as the legal ground for processing.

If you believe that we have not complied with your data protection rights, you can complain to the Information Commissioner.

WHAT IF YOU DO NOT PROVIDE PERSONAL DATA?

You are under no obligation to provide personal data to us during the recruitment process. However, if you do not provide the personal data, we may not be able to process your application properly or at all.

AUTOMATED DECISION-MAKING

Our recruitment processes are not based solely on automated decision-making.

CHANGES

The details in the notice may change from time to time and an up to date version will be provided to you if applicable.

This policy was last updated in March 2021.