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  • Recruitment - Job Applicant Privacy Notice

As part of any recruitment process, the Company collects and processes personal data relating to job applicants. The Company is committed to being transparent about how it collects and uses
that data and to meeting its data protection obligations.

What information does the Company collect?

The Company collects a range of information about you. This includes:

  • 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 reasonableadjustments during the recruitment process; and
  • information about your entitlement to work in the UK.

The Company may collect this information in a variety of ways. For example, data might becontained in application forms, CV’s or resumes, obtained from your passport or other identitydocuments, or collected through interviews or other forms of assessment, including online tests.

The Company may also collect personal data about you from third parties, such as referencessupplied by former employers and information from employment background check providers.

Data will be stored in a range of different places, including on your application record, in HRmanagement systems and on other IT systems including email.

Why does the Company process personal data?

The Company needs to process data to take steps at your request prior to entering into a contractwith you. It may also need to process your data to enter into a contract with you.

In some cases, the Company needs to process data to ensure that it is complying with its legalobligations. For example, it is required to check a successful applicant’s eligibility to work in theUK before employment starts.

The Company has a legitimate interest in processing personal data during the recruitmentprocess and for keeping records of the process. Processing data from job applicants allows theCompany to manage the recruitment process, assess and confirm a candidate’s suitability foremployment and decide to whom to offer a job. The Company may also need to process datafrom job applicants to respond to and defend against legal claims.

The Company may process special categories of data, such as information about ethnic origin,sexual orientation or religion or belief, to monitor recruitment statistics. It may also collectinformation about whether or not applicants are disabled to make reasonable adjustments forcandidates who have a disability. The Company processes such information to carry out itsobligations and exercise specific rights in relation to employment.

For some roles, the Company may be obliged to seek information about criminal convictions andoffences. Where the Company seeks this information, it does so because it is necessary for it tocarry out its obligations and exercise specific rights in relation to employment.

The Company will not use your data for any purpose other than the recruitment exercise forwhich you have applied.

If your application is unsuccessful, the Company may keep your personal data on file in case thereare future employment opportunities for which you may be suited. The Company will ask for yourconsent before it keeps your data for this purpose and you are free to withdraw your consent atany time.

Who has access to data?

Your information may be shared internally for the purposes of the recruitment exercise. Thisincludes members of the HR team, interviewers involved in the recruitment process, managersin the business area with a vacancy and IT staff if access to the data is necessary for theperformance of their roles.

The Company will not share your data with third parties, unless your application for employmentis successful and it makes you an offer of employment. The Company will then share your datawith former employers to obtain references for you and employment background checkproviders to obtain necessary background checks.

In certain circumstances it may also be necessary to transfer such personal data (includingsensitive personal data) outside the European Economic Area.

How does the Company protect data?

The Company takes the security of your data seriously. It has internal policies and controls inplace to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is notaccessed except by our employees in the proper performance of their duties.

For how long does the Company keep data?

If your application for employment is unsuccessful, the Company will hold your data on file for 6months after the end of the relevant recruitment process. If you agree to allow the Company tokeep your personal data on file, the Company will hold your data on file for a further 6 monthsfor consideration for future employment opportunities. At the end of that period or once youwithdraw your consent, your data is deleted or destroyed.

If your application for employment is successful, personal data gathered during the recruitmentprocess will be transferred to your personnel file and retained during your employment. Theperiods for which your data will be held will be provided to you in a new employee privacy notice.

Your rights

As a data subject, you have a number of rights. You can:• access and obtain a copy of your data on request;• require the Company to change incorrect or incomplete data;• require the Company to delete or stop processing your data, for example where the datais no longer necessary for the purposes of processing; and• object to the processing of your data where the Company is relying on its legitimateinterests as the legal ground for processing.

If you would like to exercise any of these rights, please contact the recruiting or Practice Manageror a member of the People & Culture Team.

If you believe that the Company has not complied with your data protection rights, you cancomplain to the Information Commissioner.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to the Company during therecruitment process. However, if you do not provide the information, the Company may not beable to process your application properly or at all.

May 2018