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This notice has been issued to inform applicants of the personal data that the company collects during the recruitment process and how this data will be used.

Throughout the life cycle of the recruitment process (and possibly beyond) we will hold various types of personal data about you.  This enables us to make decisions about your suitability for a position with us as well as to manage our relationship with you effectively, lawfully and appropriately.

This privacy notice has been put in place to inform you of the personal data that we hold and what we intend to use it for. If you become an employee, then we will inform you of any changes of use for your personal data.

Your personal data will be held securely and in accordance with Data Protection Legislation at all times.

You should be aware that your personal data may be given to us directly by yourself or may be provided by a third party intermediary that you may be working with i.e. a recruitment agency. You should have your own data protection arrangements in place separately with any third parties that you decide to work with.

What data are we likely to hold?

During the recruitment process we are likely to collect the following personal data about you: name, contact details, address, CV and any note made during the recruitment process.

If you visit the office for a meeting or interview you should be aware that our building is fitted with CCTV. This data may be used to keep employees and visitors safe while working on site/visiting, to protect the company’s property, to prevent misconduct and to ensure compliance with health and safety procedures.

What is your data used for?

Your data is used to enable us to manage the recruitment process, to comply with legal requirements and to protect our legal position in the event of legal proceedings. If you choose not to supply any requested data, we may be unable in some circumstances to continue with the recruitment process. Should this situation occur, we will inform you about the implications of your decision.

What data is held and the legal basis for holding it

The legal bases on which were are holding your data will vary depending upon the specific type of data. In general the personal data included within this privacy policy will be held lawfully as a result of a legitimate interest.

Your data, your rights

You have the right at any time to ask for a copy of the information that we hold about you and we are obliged to respond to you in a timely manner. You also have the rights to be forgotten and to rectify or access data, to restrict processing and to withdraw consent.  Alternatively, you also have the right to have the data we hold about you permanently erased. If you would like to make a request to either view, rectify, restrict or erase your information please contact us directly.

Monitoring

During the recruitment process you are likely to visit the office for meetings. You should be aware that we have CCTV at the office and we hold this data by electronic means and have a ‘legitimate interest’ to do so.

This monitoring may be used to keep employees and visitors safe while working on site, to protect the company’s property, to prevent misconduct and to ensure compliance with health and safety procedures.

Retention

Your personal data will be held during the recruitment process and for 12 months after the process has ended. After this point your file will be deleted and only the data held on the HR database will be retained for the purposes of contacting you in the future if a suitable position arises.

Disclosure by the organisation

From time to time we may be required to disclose information about you to third parties. We will only do so if we are legally obliged to do so or whether we need to comply with our contractual duties to you.

Subject Access Requests & data portability

You have the right to access your personal data. You can make a subject access request for additional data to be provided. Where practically possible we will provide your personal data in a requested format.

Please make any requests under this section to Kate Roberts. We aim to deal with requests as quickly as possible but at the latest within 2 months of the application.

Data Protection Responsibilities

Within the company, Kashif Rashid (Finance Director) is accountable for Data Protection; however this responsibility has been delegated to Kate Roberts (HR Officer) on a day to day basis. Please feel free to raise any concerns with regards to Data Protection, or this policy with either individual.

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