1. WHAT IS THE PURPOSE OF THIS DOCUMENT?
Zapmap is a "controller" in relation to personal data. This means that we are responsible for deciding how we hold and use personal information about you. You are being sent a copy of this privacy notice because you are applying for work with us (whether as an employee, worker or contractor). This document makes you aware of how and why your personal data will be used, namely for the purposes of the recruitment exercise, and how long it will usually be retained for. It provides you with certain information that must be provided under the UK General Data Protection Regulation (UK GDPR).
2. DATA PROTECTION PRINCIPLES
We will comply with data protection law and principles, which means that your data will be:
(a) Used lawfully, fairly and in a transparent way.
(b) Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
(c) Relevant to the purposes we have told you about and limited only to those purposes.
(d) Accurate and kept up to date.
(e) Kept only as long as necessary for the purposes we have told you about.
(f) Kept securely.
3. THE KIND OF INFORMATION WE HOLD ABOUT YOU
3.1 In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:
(a) The information you have provided to us in your curriculum vitae and covering letter.
(b) Any information provided to us via a third party, for example, a recruitment agency, (such as name, title, address, telephone number, personal email address, date of birth, gender, employment history, qualifications salary information) or a referee.
(c) Any information you provide to us during an interview.
(d) Results of any tasks that we have asked you to complete in the course of your application process.
3.2 We may also collect, store and use the following types of more sensitive personal information:
(a) Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions.
(b) Information about your health, including any medical condition, health and sickness records.
(c) Information about criminal convictions and offences.
4. HOW IS YOUR PERSONAL INFORMATION COLLECTED?
We collect personal information about candidates from the following sources:
(a) You, the candidate.
(b) Recruitment agencies.
(c) Background check provider.
(d) Your named referees (identified by you, the candidate).
5. HOW WE WILL USE INFORMATION ABOUT YOU
5.1 We will use the personal information we collect about you to:
(a) Assess your skills, qualifications, and suitability for the role.
(b) Carry out background and reference checks, where applicable.
(c) Communicate with you about the recruitment process.
(d) Keep records related to our hiring processes.
(e) Comply with legal or regulatory requirements.
5.2 It is in our legitimate interests to decide whether to appoint you to the specified role since it would be beneficial to our business to appoint someone to that role.
5.3 We also need to process your personal information to decide whether to enter into a contract with you.
5.4 Having received your CV and covering letter, or your application form, we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide to us at the interview, and the results of any tests we ask you to undertake, to decide whether to offer you the role. If we decide to offer you the role, this will be conditional and we will ask for information so that we can undertake pre-employment checks, such as confirming your right to work and taking up references, before confirming your appointment.
6. IF YOU FAIL TO PROVIDE PERSONAL INFORMATION
If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require a credit check or references for this role and you fail to provide us with relevant details, we will not be able to take your application further.
7. HOW WE USE PARTICULARLY SENSITIVE PERSONAL INFORMATION
We will use your particularly sensitive personal information in the following ways:
(a) We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test or interview.
(b) We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.
8. INFORMATION ABOUT CRIMINAL CONVICTIONS
8.1 We do not envisage that we will process information about criminal convictions.
8.2 For certain roles, for example finance related, we may ask you to seek a basic disclosure of your criminal records history.
9. AUTOMATED DECISION-MAKING
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.
10. DATA SHARING
Why and how might you share my personal information with third parties?
We will only share your personal information with the following third parties for the purposes of processing your application:
- any recruitment agency which has referred you;
- your referees, in order to enable us to take up references about you; and
- Greenhouse Software Inc, the third party provider of our applicant tracking system (“Greenhouse”) who is located in the USA.
Greenhouse will collect, store and process your personal data (as listed above) in order the host and deliver our applicant tracking system. Greenhouse is contractually obligated to take appropriate administrative, technical and physical safeguards to protect the security, confidentiality and integrity of your personal information. Greenhouse is only permitted to process your personal data for specified purposes and in accordance with our instructions.
Transferring your personal data and the related risks
In course of Greenhouse processing your personal data on our behalf, that data will be transferred to (and processed outside of) the UK and the European Economic Area, including to (and within) the USA. You have expressly consented to these transfers although you can withdraw your consent at any time by telling us as set out in section 14.3 below.
The USA has not yet been given an ‘adequacy decision’ by the UK Government. If a third country has not been given an adequacy decision it means that it not been assessed as currently implementing adequate safeguards to protect personal data. As a result, you will not have the rights in respect of your personal data which you have under English law. Third countries, such as the USA, that do not have an adequacy decision might also lack a supervisory authority and allow only limited rights for you as a data subject. Further, the Authorities in the USA have extensive access to personal data and the legal remedies to counter this access are likely to be more limited than in the UK.
As a result, your personal data could be subject to misappropriation or misuse and there may be limited redress available to you compared with the UK.
11. DATA SECURITY
11.1 We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
11.2 We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
12. DATA RETENTION
12.1 How long will you use my information for?
We will retain your personal information for a period of 12 months after we have communicated to you our decision about whether to appoint you to the role, to which you applied. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with applicable laws and regulations.
12.2 If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.
13. DATA PROTECTION OFFICER
We have appointed a data protection officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact us via email at email@example.com. You have the right to make a complaint at any time to the Information Commissioner's Office (ICO) who is responsible for data protection issues in the UK.
14. RIGHTS OF ACCESS, CORRECTION, ERASURE AND RESTRICTION
14.1 Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your personal information to another party.
14.2 If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact us via email at firstname.lastname@example.org.
14.3 Right to withdraw consent
When you applied for this role, you provided consent to us processing and transferring your personal information for the purposes of the recruitment exercise. You have the right to withdraw your consent for processing and transferring for that purpose at any time. To withdraw your consent, or to contact us about the information we hold about you, please contact us via email at email@example.com. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.