The Firm is aware of its obligations under the General Data Protection Regulation (GDPR) and is committed to processing your data securely and transparently. This privacy notice sets out, in line with GDPR, the types of data that we collect and hold on you as a job applicant. It also sets out how we use that information, how long we keep it for and other relevant information about your data. For full details click here.
The Firm is a data controller, meaning that it determines the processes to be used when using your personal data.
In relation to your personal data, we will:
We hold many types of data about you, including:
How We Collect Your Data
We collect data about you in a variety of ways including the information you would normally include in a CV or a job application cover letter, or notes made by our recruiting officers during a recruitment interview. Further information will be collected directly from you when you complete forms at the start of your employment, for example, your bank and next of kin details. Other details may be collected directly from you in the form of official documentation such as your driving licence, passport or other rights to work evidence.
In some cases, we will collect data about you from third parties, such as employment agencies, former employers when gathering references or education providers.
Personal data is kept in personnel files or within the Firm’s HR and IT systems.
Why We Process Your Data
The law on data protection allows us to process your data for certain reasons only:
All of the processing carried out by us falls into one of the permitted reasons. Generally, we will rely on the first three reasons set out above to process your data.
We need to collect your data to ensure we are complying with legal requirements such as:
We also collect data so that we can carry out activities which are in the legitimate interests of the Firm. We have set these out below:
If you are unsuccessful in obtaining employment, your data will not be used for any reason other than in the ways explained in relation to the specific application you have made.
Special Categories of Data
Special categories of data are data relating to your:
We must process special categories of data in accordance with more stringent guidelines. Most commonly, we will process special categories of data when the following applies:
We will use your special category data:
Criminal Conviction Data
We will only collect criminal conviction data where it is appropriate given the nature of your role and where the law permits us. This data will usually be collected at the recruitment stage, however, may also be collected during your employment should you be successful in obtaining employment. We use criminal conviction data to ensure we meet contractual and regulatory obligations.
We process this data because of our legal obligation to regulatory bodies and our clients.
One of the reasons for processing your data is to allow us to carry out an effective recruitment process. Whilst you are under no obligation to provide us with your data, we may not able to process, or continue with (as appropriate), your application.
Your data will be shared with colleagues within the Firm where it is necessary for them to undertake their duties with regard to recruitment. This includes, for example, the HR department, those in the department where the vacancy is who are responsible for screening your application and interviewing you, the IT department where you require access to our systems to undertake any assessments requiring IT equipment.
In some cases, we will collect data about you from third parties, such as employment agencies.
Your data will be shared with third parties if you are successful in your job application. In these circumstances, we will share your data in order to obtain references as part of the recruitment process/obtain a criminal records check etc.
We do not share your data with bodies outside of the European Economic Area.
We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such. Further details can be found at www.hja.net/privacy.
Where we share your data with third parties, we provide written instructions to them to ensure that your data are held securely and in line with GDPR requirements. Third parties must implement appropriate technical and organisational measures to ensure the security of your data.
In line with data protection principles, we only keep your data for as long as we need it for and this will depend on whether or not you are successful in obtaining employment with us.
If your application is not successful we will keep your data for six months once the recruitment exercise ends. At the end of this period, we will delete or destroy your data, unless you have already withdrawn your consent to our processing of your data in which case it will be deleted or destroyed upon your withdrawal of consent.
If your application is successful, your data will be kept and transferred to the systems we administer for employees. Personal data is kept in personnel files, within the Firm’s HR and IT systems.
Automated Decision Making
No decision will be made about you solely on the basis of automated decision making (where a decision is taken about you using an electronic system without human involvement) which has a significant impact on you.
The law on data protection gives you certain rights in relation to the data we hold on you. These are:
Where you have provided consent to our use of your data, you also have the unrestricted right to withdraw that consent at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. There will be no consequences for withdrawing your consent. However, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so.
If you wish to exercise any of the rights explained above, please contact a member of the Human Resources team on 0800 437 0322.
Fill out this form and one of the team will get back to you:
Our offices are open from Monday to Friday from 9 am to 6 pm.
|Phone:||0800 437 0322|
|Fax:||020 7388 2106|
|Address:||Hodge Jones & Allen LLP 180 North Gower Street London NW1 2NB|