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At Evalu-8 we are committed to providing an inclusive and supportive working environment for all employees. That is why we provide flexible working, a profit share scheme, career development, a generous holiday allowance, your birthday off and we give you paid “personal hours” so you can book time off for important events or appointments without even having to ask.
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PRIVACY NOTICE FOR PROSPECTIVE STAFF
About this document
This privacy notice (Notice) explains how Evalu-8 Software Ltd (the Company, we, our, us) collects, uses and shares (or “processes”) personal data of prospective staff (i.e. job applicants), and your rights in relation to the personal data we hold. Please note that any references to “employment” or “staff” in this Notice are not intended to imply or confer any employment rights on non-employees.
This Notice applies alongside any other information the Company may provide about a particular use of personal data, for example when collecting data via an online or paper form.
This Notice also applies in addition to the Company’s other relevant terms and conditions and policies, including the Company’s Data Protection Policy.
Data controller and Data Protection Officer details
For the purposes of any applicable data protection laws in England and Wales, including from 25 May 2018 the EU General Data Protection Regulation 2016/679 (GDPR), the Company is the data controller of your personal data. The Company has appointed a Data Protection Officer, who can be contacted via email at email@example.com.
How we collect your information
We may collect your personal data in a number of ways, for example (for the avoidance of doubt, this is not an exhaustive list):
The types of information we collect
We may collect the following types of personal data about you (and your family members and ‘next of kin’, where relevant):
Work related information, including:
Other information relevant to your employment or other engagement to work for the Company. Where this is necessary for your employment or other engagement to work for us, we may also collect special categories of data and information about criminal convictions and offences, including information:
For further information on why we process this data, see section iv below under the heading The
bases for processing your personal data, how that data is used and whom it is shared with.
The bases for processing your personal data, how that data is used and whom it is shared with
(i) Performance of a contract with you
We process your personal data because it is necessary for the performance of a contract to which you are a party or in order to take steps at your request prior to entering into a contract, such as a contract of employment or other engagement with us. In this respect, we use your personal data for the following:
(ii) Legitimate Interests
We process your personal data because it is necessary for our or a third party’s legitimate interests.
Our “legitimate interests” include our interests in running the Company in a professional, sustainable manner, in accordance with all relevant legal and regulatory requirements. In this respect, we use your personal data for the following:
(iv) Special categories of data
We process special categories of personal data (such as data concerning health, religious beliefs, racial or ethnic origin, sexual orientation or criminal convictions) for the reasons set out below. We will process this data on the basis that such processing is necessary to carry out obligations and exercise rights (both yours and ours) in relation to your employment. In particular, we process the following types of special category personal data for the following reasons:
We will also process special categories of personal data because:
You will be asked to provide the Company with details of criminal convictions. Where your role requires a DBS check. A DBS check will only be conducted under the lawful process provided for by law. We will only use the criminal convictions data for the purpose it was collected and it will only be retained for a limited period as set out in the Company’s Retention Policy (see the section below: How long your information is kept).
Sharing your information with others
For the purposes referred to in this privacy notice and relying on the bases for processing as set out above, we will share your personal data with certain third parties.
How long your information is kept
Personal data is stored in accordance with the Company’s retention policy available upon request.
For the avoidance of doubt, job applications will be stored for a period of one year from receipt and will be archived after that time (for research and statistical evaluation purposes) with any identifiable personal data being removed unless the application is successful, in which case the job application and personal data within it will become part of the relevant person’s staff file.
Under the GDPR, you have the following rights:
Please note that the above rights are not absolute, and requests may be refused where exceptions apply. You can find out more about your rights at www.ico.org.uk.
If you have any questions about these rights or how your personal data is used by us, you should contact the Data Protection Officer whose details are set out in the section Data controller and Data Protection Officer details above.
Contact and complaints
The ICO does recommend you seek to resolve any issues with the data controller initially prior to any referral to it. If you have any queries about this privacy notice or how we process your personal data, or if you wish to exercise any of your rights under applicable law, you may contact your line manager or the Data Protection Officer whose details are set out in the section Data controller and Data Protection Officer details above. If following such referral you are still not satisfied with how your personal data is used by the Company you can make a complaint to the Information Commissioner (www.ico.org.uk).
The Company will update this Privacy Notice from time to time. Any substantial changes that affect your rights will be provided to you directly as far as is reasonably practicable.